FAQs
SYSTEM INFORMATION
The system can be used from any web enabled device, however, it has been optimised for operator functions to be used with a Tablet and office functions on a Desktop.
These have been optimised for use on a tablet and the screen scrolls up and down. Repetative input functions are from check boxes or a drop down menu
This is designed for a wider screen, ideally a desktop which makes functions easier to use:
- Daily Route updates
- Master Route updates
- Payment update
- Customer account administration
Personalise the system to your business, these include:
- Payment terms
- Financial year start date
- Operator base locations
- Hourly Rate
- Pricing table (prices are calculated on time required, product cost, travel, set up times)
- Your treatment descriptions
- Products used
The system is flexible to set up, choose when you want the treatment periods to start in the year, how many you want and how long.
The system was originally set up for five standard treatments within 10 week blocks per year. A typical example of a classic programme is:
- Spring early February to late April
- Early Summer late April to end June
- Late Summer Early July to early September
- Autumn early September to mid-November
- Winter mid-November to late January
We believe this is simple... We only charge for active customers.
You can add users, no extra charge.
Send emails, no extra charge.
Charges are made quarterly.
NOTIFICATIONS
Review your routes, then email to customers.
You can personalise:
- 21 day Advance Notice includes Treatments and AM/PM
- 10 Day Confirmations includes Treatments and time window
- 3 Day Final Reminders and time window
The 10 day and 3 day emails have additional space to personalise treatment information, offers, the choice is endless.
No customer email address, why not upload load standard letters to a mail fulfillment house, they do the rest.
Benefits:
- Saves you money: prices start at 45p+VAT including printing, stationery, fulfillment and postage
- Saves you time: no manual printing or fulfillment required
We can help you set this up with UK based Mail or SMS providers.
Because orders are created through the quotations module, this invoice price is carried through to treatment and invoice.
When the operator completes the treatment it is recorded as completed.
During this process, they will also record:
- If payment has been received
- How the payment was made
- Lawn condition
- On going recommendations e.g. aeration, scarification
- Internal notes
- Customer notes for inclusion on customer email
- Add your own Service pdf files
Recording recommendation notes enables targeted emails to customers for canvass periods.
Operator Information
The summary will show for each visit:
- If this is a first visit
- Customer access notes e.g. gate code
- Risks and safety notes
- Any customer notes
When office payments are received, these are applied against the treatment.
Personalise CDM to follow up payments, a working example is:
- 10 day reminder - Your payment will be due shortly
- 21 day - we haven’t received payment
- 35 day reminder - we haven’t received payment, is there a problem?
- 60 day reminder - system highlights to raise a letter/phone call
Any payments not received will also be flagged on the customer next invoice as "Please contact the office".
Since using the above reminders CDM our debtor payments have been simplified to the push of button, bad debts reduced, payments collected faster.
Emails sent via CDM are included in the active customer service fee.
SYSTEM INFO - ROUTE PLANNING
The system records your master route, this is the route that will load for each treatment cycle.
Treatments are populated including:
- Operator
- Week
- Day
- Customer Name and details
- Journey Plan order
When the route plan has been created, you can view the route visually and make changes.
CDM will provide a route summary including:
- Total Treatment Time
- Travel Time
- Treatment Percent
- Hours (excluding breaks)
- Back to base
- Value of day
Plus a weekly summary of staff days and hours workload.
At the start of the treatment cycle, the system imports form your master route, treatments required in that period.
Treatments are populated including:
- Operator
- Week
- Day
- Customer Name and details
- Journey Plan order
Using the "Plan Other Work" facility you then populate other works onto the daily route e.g. hard surface treatments, cultural treatments.
When the route plan has been created, you can view the route visually and make changes.
Treatment reminders are sent using the daily route data, if customers wish to change dates, or reschedule calls this is completed in the daily route.
CDM will provide a route summary including:
- Total Treatment Time
- Travel Time
- Treatment Percent
- Hours (excluding breaks)
- Back to base
- Value of day
Plus a weekly summary of staff days and hours workload.
The office system includes a TASKS reminders, these include:
- Treatment Reminders
- Payment Reminders
- Undo Actions
- To Do Reminders
Contact Us
Call Data Manager
32 Mowbray Gardens
West Bridgford
Nottingham
NG2 6JN
Get inTouch
Call Now! 0115 837 8439
Email: info@calldatamanager.com