Nettware is an open platform in which operatives, clients and suppliers can collaborate together. Each legal entity which the company may have contractual or non-contractual relation with, is created as a Contact in the software and can be assigned to one or multiple contact types – Client, Supplier, Operative or Contact.

• Client is every legal entity the company provides sales or services to.

• Supplier is any contact that the company may purchase materials from.

• Operative is every person or business carrying out services on behalf of the company or represents the company.

• Contact could be any general person or business that the company may wish to store contact information for, or this could be a member within a Client or Supplier’s organisation, which the company would like to personally address documents.

When creating a document related to a contact - a person, organisation or a Team Member within the organisation can be selected.

To avoid selection of specific client, supplier or operative on a document, a contact status can be set to Disabled or On Stop.

Disabled contact will only show in lists of contacts but cannot be selected on a document and contacts On Stop, will be available for selection with their status indicated together with their name.

Contact Details & Defaults

There are number of fields available with every contact – some mandatory and some optional.

Contact Names require either personal or a business name - one of each or both can be provided.

Address Line #1, City and Postcode are mandatory address for all contacts, while phones and emails are optional and can be added on later stage.

The address details provided on the Details tab are public details. Any personal details and address information for operatives should only be held under Contract → Empl. Contract tab, which also have limited access to HR role.

Each contact has unique Account Number, which is auto generated by the system. This reference can be manually modified by user with Administrator’s access or relevant privileges. It is shown on print outs and can be used by Customer Services team in communication with client for identification.

If you are using Accounting software for your business and would like to interface it NETTWARE, so that both can exchange documents like invoices or purchase orders, complete the Account Reference field for all Clients and Suppliers, so they can be matched on both sides.

If using your Accounting software for staff payments and payslips, your staff unique reference will be available under Contacts → Edit → Empl. Contact → Employment Contract → Payroll Number.

The default Sales Market and Purchase Markets define what price Market will be picked by default when creating documents for this contact. These can be further adjusted by negative or positive percentage.

The Payment Terms set up is used when calculating the invoice Due Date and the Credit Limit will help you visually identify when balance of pending invoices increases a specific limit.

NETTWARE allows customisation of document print outs and the Default Templates can be individually selected for every contact.

Teams

To add team members to an Organisation, open the relevant contact for the organisation and add the members within this organisation under the Teams tab.

Teams are handy when it comes to organising your workforce too. If you are a Job Scheduler, working with several operatives, you will have to add them as a part of your team. This will help you focus on jobs relative to your activity only.

Access to Teams is also available on Mobile app, where operatives can join each other as team members and clock in / out together on jobs from a single device – Mobile → Profile → My Team.

Access

Access to one or more applications is granted by selecting a channel and assigning a Role (for office access) and privileges to a contact, followed by a password invitation send by email.

• Open a Contact – make sure email address is available

• Select the channel you would like the user to access and the relevant access role from Contact → Edit → Access

• Using the Invitation button on Contacts → Edit → Details select the channel you would like the user to be invited to. Note, that the same credentials will be used on all channels, however access to channel (app) can be revoked or added at any time.

• The user will receive an email with a link to create a password for access to the application. Password can be recovered from “Recover Password” on any Login screen.

[IMAGE]

Users with Administrator Role are also able to see and utilise a set of extra Access related filters available on Contacts → Browse screen.

Assets

The Vehicles tab provides quick reference to any vehicles associated to the contact under the Vehicles module.

Places of Work

NETTWARE allows tracking of work attendance (see HR → Appointments). This can be attendance to a property where a job is carried out, to office or any other location.

Attendances require a place where the time is tracked for and if the attendance is not related to a service (and the related property), it should an address listed under Places of Work.

Compliance

Operatives and suppliers may have accreditations that have been assigned to them under the Standards & Qualification module. Those will be shown for convenience as well on the Standard tab.

Tasks

Tasksheets are documents, which require mandatory completion as a part of a service. Tasksheets assigned to contact will be attached by default to every service created for this contact.

Notes

Notes are available throughout all major elements in the app. Notes of type Alert will be shown with every job created for this contact.

Employment Contract

For every operative an extra tab Empl. Contract will appear under Contact → Edit. From all contract settings, some have more specific meaning.

• Position contains the default list of positions available within the company is extendable

• Availability is taken in consideration when planning works for this operative

• The Purchase Limit is an extra privilege an employee may have, which provides a spending limit per order. There 3 levels of thresholds available – Lower, Higher and Unlimited. The amounts for Lower and Higher thresholds is defined by the company policy and configurable under System → Configuration → Financial.

• Operative Approval is a flag, which is used by the internal company Standard & Qualifications audits, which enabled a field operative to carry out works for the company. An operative who has this flag as Unapproved, will not be allowed for Job Appointments or access to Mobile apps. This flag can be manually set or can be updated by expiry of contact’s documents such accreditation or insurance, which has not be renewed.

• In a departmentalised set up of the software the Home Department is the one, which will be used for some default data filtering and Timesheets.

• Timesheet Access can take values of “myself”, “specific department” or “any department”. This additional privilege is designed for Managers of one or more department.

• Work Coverage is a group of fields, which specify which trades the operative can cover, what postcodes areas and for which company departments is available. Postcode areas are 1 or 2 character letter codes, such as NW, SW, WD, etc and the list of trades is available under System → Service Settings → Trades.

• Any person contact information for operatives should be stored under the Personal Details tab.

• The operative contract details can be set up under Employment Contract panel. Timesheets can be raised for Contracts of types PAYE or CIS. Any Sub-Contractor work will be raised through Purchase Orders, although each type of contract can have Standard Working Days and Standard Hours for attendance.

• Timesheets are calculated using Standard Pay hourly rate and one or more Overtime Pay rules can be added to the same profile.

• Standard Unpaid Hours is time, which the company does not pay for such as lunch breaks. If the company pays for all attendance time or does not have such policy, the value of the box should be left blank or zero, as this time will be deducted from the attended hours.

• If the company applies a Call Out Charge to clients and pays fee to operatives for visits after working hours enable the Call Out Pay and provide the payment value for the operative. The sale price of such call outs is normally picked from the service defaults on Contacts → Details tab.