Getting Started - New Business

Welcome to Telstra Trades Assist. In six easy steps, you and your team can transition the way you run your business to a simpler, smarter, more rewarding way of working.

Getting started

When you first get Telstra Trades Assist, the email address you use will be the primary admin login for your account. With your login you can set-up your business information, add your staff and begin to assigning work to your team.

This guide will walk you through setting up Telstra Trades Assist to help streamline your business processes and start working smarter, not harder.

 

Step 1 – Creating an account

The first thing to do after getting Telstra Trades Assist is to activate your account. When you activate, you’ll set a password which will give you access to the Admin console and the iPhone and iPad apps.

  1. Look in your email inbox for an email welcoming you to Telstra Trades Assist.
  2. Click on the  button to begin the activation process.
  3. You will be prompted for your contact name, business name, and contact number.
  4. A ‘create your password’ box will prompt you to create a password for your account.

Once you have filled in the information, you will be taken to the Telstra Trades Assist home screen. Your account is now active and you are logged in and ready to proceed.

 

Step 2 – Logging in

Whilst you are already logged into the Telstra Trades Assist Admin Console let’s go through how to get there for future reference.

  1. You can find the login page at this address: https://www.tradesassist.com.au.
  2. Simply click on the  button in the top right corner to access the login page. It’s a good idea to bookmark this page, so you can find it later.
  3. To log in to Telstra Trades Assist, enter your email address and password and click the 

 

Tip: If you ever forget the password you use to log in to Telstra Trades Assist, you can click the 'Forgot ID or Password?' link to reset it.

 

That’s it, you’re now back at the home screen and ready to start finding your way around the Admin Console

 

Step 3 – Finding your way around the Admin Console

Let’s start with navigating around the Home Screen. View the video here or follow the steps below.

  1. In the centre of the Home Screen is a shortcut bar with quick access to create a new job/quote or task
  2. In the top right hand corner of your page you will see four icons. 

 Access your worker profile as well as your Business Profile, and sign-out of Trades Assist using this icon 

 Access tutorials, help articles, support or contact Telstra Trades Assist from the help menu.

 

Any admin console alerts or notifications will show up under notifications.

 Scheduled events for Assets will appear here

We’ll go into more detail on each of these icons later.

On the left-hand side of the home screen, you will see the main navigation menu which gives you access to all the features of Telstra Trades Assist.

Jobs lets you create a new quote and manage jobs. Click here to learn more about jobs or click here to learn more about Invoicing

Planner is a shared calendar that allows you to schedule jobs by dragging and dropping them onto a worker’s calendar. Click here to Schedule a Job

Customers is where you can search or add a customer and see the Customer’s job history. Click here to learn more

Workers allows you to add new workers with their contact details, availability and skills, and manage their permissions on what they can see and do in Telstra Trades Assist. Click here to learn more

Stock helps you monitor your inventory, add new parts or materials and create purchase orders. Click here to learn more 

Assets is where you can add, track and monitor the health and service history of customer assets and assets that your business owns. Click here to learn more.

Partners enables you to engage directly with our industry partner network or add your own supplier partners to help keep your price lists updated for purchasing using Telstra Trades Assist. Click here to learn more

Dashboard shows you how your business is performing at a glance and your high priority. Click here to learn more

Master Data is where the building blocks of Telstra Trades Assist information lives. From this tab, you can add and see your parts and equipment lists, labour rates, checklists, job templates, worker skills and more. Click here to learn more

 

Step 4 – Set up your Business Profile

Click on your Profile Icon in the top right-hand corner of your screen and select Business Profile. 

Your Business Profile lets you add important information that will appear on generated quotes and invoices as well as set business options for quote expiry and sending Invoices.

Your contact details

Make sure you spend the time getting this information right, as it will appear on the automatically generated quote and invoice templates when you send them out. 

 

  1. Add a business logo either by dragging and dropping the logo file onto the Camera icon box or by clicking the box and searching for the file on your computer.
  2. Once uploaded, centre the logo by dragging the slider below the image, then click the button to save the logo.

 

Business options

The Business options menu allows you to set expiry dates on quotes, create custom email templates for your quotes and invoices and set job creation timing for repeat jobs. Learn more about repeating jobs here

 

  1. By default, quotes are set to expire after 30 days, but you can change this by typing in the number of days you prefer expiry to be set at. This will appear in quotes that are emailed to your customers.

  2. The repeating jobs are set to appear in your jobs list 15 days before the job is due, giving you just over two weeks to plan and schedule repeating jobs. If you have regular jobs that you like to plan and schedule further in advance, you can increase the timer here.

  3. Setting Email Options for Invoicing to either Always or Never will determine if Invoices are emailed to the Customer when generated in Trades Assist.
  4. Telstra Trades Assist comes with standard templates for quote, invoice and purchase order emails. If you want to have your own look and feel, you can build custom templates here.  If you’re happy with the standard templates, see what they look like here.

 

Bank details

The Bank details tab is where you will enter all your business bank account details.

Tip: These are the details that will appear on your invoices so make sure you fill them out correctly, so you can get paid quickly!

 

  1. Under the Customer payment details heading, fill in your Account name, BSB number, and Account number.
  2. Once you have filled these details in and are happy they’re correct, click  . This will save all the details you have entered in your business profile.

 

Step 5 – Setting up your team

Workers have roles that determine what they can or can't do and see in the Trades Assist. They can have a band, which is used like a job title to indicate their specialisation and experience level. They can also have qualifications assigned to them, which are used to track licenses and certifications that may be required to complete jobs.

Tip: Before you start inviting your team to use Telstra Trades Assist, we recommend you review how your team currently works and plan out a few things such as roles, bands and qualifications before you add worker accounts.

View the video here or follow the steps below.

 

Understanding default roles

Trades Assist comes with three default roles for workers to get you started 

  • Global Admin: is for the owner and any Admin who needs access to see and do everything in Telstra Trades Assist. You'll probably want to limit this to yourself and select team members who will need to change the pricing of parts and labour.
  • Super user: is for team members who don't need to change pricing, but will be approving quotes and scheduling jobs for others in your business.
  • Worker: is for team members that will be doing the work, with the ability to start quotes but rely on super users or admins to approve and schedule their jobs.

Tip: If your team works a bit differently and you need more control, you can create your own roles. Learn about creating your own roles here

 

Adding worker bands and qualifications

Now that you've figured out which roles your team will have, it's time to set skills including Bands and Qualifications, so you can assign them to workers.

Tip: We recommend making your Bands generic, but something that indicates the specialisation and experience that your workers have, like "Apprentice plumber" or "Senior electrician".

It's also a good time to figure out what Qualifications or licenses your team might have for example ‘Working at Heights’, and record their expiry or re-certification dates. You can use this to track your team’s qualifications and make sure they're all up-to-date.

Later on, when you're creating jobs and job templates, these Bands and Qualifications can be used to filter your workers and make sure you're scheduling jobs to the right team members. This is particularly important as your business grows.

Set up the Bands and Qualifications now, and you can assign them to workers in the system later.

  1. To add a band, click   from the Side Menu, and choose the Skills tab from the options along the top.

  2. Click  to bring up the New Labour band or Qualification menu.

  3. Type the name of the band/qualification into the name box, then use the drop-down menu under the Type heading to choose whether it is a Band or a Qualification. For example, ‘Senior electrician’ assigned to ‘band’ or ‘Heavy vehicle license’ assigned to ‘qualification’.

  4. Click . Any Bands or Qualifications you create will appear in the list under the Skills tab in Master Data.
  5. Repeat these steps to add more Bands and Qualifications.

Adding a worker

Now that you've reviewed your team's roles, bands and qualifications you're ready to invite your team members.

  1. Click on  in your side menu to access and maintain your worker records. The only record in there at the moment will be yours, as the owner/administrator.
  2. Click  and the new worker details page will appear. 
  3. Fill in the worker’s details, first name, last name and address. Fields marked with an * are mandatory fields and must be completed before you can move forward

Tip: The address that you set for your worker will be used to calculate travel time when they start their day.

  1. Click  .

You can add a profile picture of each worker by dragging and dropping a picture onto the portrait area, or click the portrait area and search for the file on your computer.

once you have filled in this page, click the Settings tab


Settings

The Settings tab is where you will set the log in details for your worker, as well as their access and permissions.

  1. Under Login, type in the email address your worker will use to log in to Telstra Trades Assist. An activation email will be sent to your worker at this email address allowing them to set up a password.
  2.  App Permissions, contains two slide toggles. These determine whether or not the worker can log in to Telstra Trades Assist’s admin console via a web browser on a computer or the mobile app on their iPhone or iPad. Set these toggles accordingly.
  3. Access Role. These are the default roles we discussed earlier and determine a workers permissions in Trades Assist. Any additional roles you create will also be available to select here. Choose your workers’ access role according to what their responsibilities entail.

Once you are satisfied with your workers' login and permissions, click the Availability tab.

 

Availability

This tab will allow you to set the availability times of each worker, as well as record any holidays they may have coming up.

The information you enter here will show available time in a workers schedule in the planner. When the worker is available to work, the planner will be white. When the worker is unavailable, the planner will be shaded grey.

 

Tip: By default, the availability is set for Monday to Friday 8:00am to 5:00pm.

  1. You can delete these details by clicking on  if they are wrong, or edit them by clicking on the day menu and selecting a day
  2. Followed by selecting both the start,
  3. And the finish times.
  4. Once all the information is filled select  button to add this change.
  5. Repeat these steps for all required days.

 

Holidays

At the bottom of the page is the Holidays settings. This is where can add dates for when workers are on holiday and unavailable to work.

  1. Click on  calendar icon to select a start date
  2. Pick from the Calendar to select the date and then select the time
  3. Repeat the same steps to enter the end of a workers holiday by selecting the date and time.
  4. Once all data is filled in, click . Those times and dates will now be shaded grey on the workers‘ schedule in the planner.

 

Skills

Once you have finalised your worker’s availability, click on the Skills tab on the top navigation.

Skills is the area where you assign the band this worker will fall under, as well as the skills and certificates the worker holds.

 

 

  1. Under the Band heading, use the drop down to select a band for your worker. This list will contain any bands that you created earlier
  2. Under the Qualifications heading, there are two fields. The first field is a drop-down menu of qualifications. This list will contain any qualifications that you created earlier. If your worker has qualifications, choose the appropriate one from the list.
  3. Then click on  to the right and add an expiry date for the qualification.
  4. Once you have filled in both fields, click  to add it to your workers' profile.
  5. Repeat these steps for each qualification your worker holds.
  6. Once you have finished adding in all of your workers’ qualifications, click  to save the information.

 

Your worker profile will be created and an activation email is automatically sent to invite your worker to Telstra Trades Assist.

Tip: Here's a guide to help your worker get started. 

 

 

Step 6 – Adding labour 

Adding Labour rates into Trades Assist will ensure that your revenue and expenditure can be tracked against the Job. It also gives you access to real-time reporting on how your business is performing.  

Let’s look at setting these up your labour rates.

 

Adding labour rates

  1. To add labour rates, click  from the Side Menu
  2. Choose Labour from the tabs along the top. Labour is where all your labour rates will be housed.

 

  1. Click on  to bring up the New Labour menu.

Tip: There are four mandatory fields marked with a * that you will need to fill in to create a new labour rate.

 

  1. Click on the Name field and type in the name of your new labour rate, for example, ‘Plumber’ or ‘Plumber Apprentice’.
  2. Tax code defaults to GST with other tax codes available in the drop-down menu
  3. Click cost price to enter the labour cost

 

Tip: The Cost price is the amount you pay your worker per hour and should include add-ons such as superannuation and workers compensation

  1. Click Price (Customer) to enter the rate you will be charging the customer.

Tip:  Your charge out rate per hour should be calculated to cover your labour, overheads and to include your profit.

  1. If your new labour rate is tax exempt, you can turn on the Tax exempt slide toggle. If you do you will have to provide a Tax exemption code in the field to the right. Otherwise, you can leave it blank.
  2. Once you are satisfied that all the information is correct, you can click . This will create your new labour rate and add it to the list on the Labour tab.
  3. Repeat these steps to create all the labour rates you require.

Now that we have set up labour rates, we should look at creating parts that your workers may need.

Step 7 – Adding Parts

Now that we have set up labour rates, we should look at creating parts that your workers may need.

Adding parts groups

All parts that you enter into Telstra Trades Assist will be sorted into parts groups. There is one default parts group preloaded into the system, but you may want to add more to keep related parts together, for example, ‘Cable’, ‘Switches and Outlets’, ‘Hoses and Connectors’, ‘Tapware’.

  1. To add a Parts Group, click  from the Side Menu
  2. Choose Parts Groups from the tabs along the top. Parts Groups is where all parts groups you have created will be listed.

 

  1. Click  to open the New Part Group menu.

There are two options to look at in this menu. The first is the name of the parts group.

  1. Click on this field and type in a name.
  2. The second option is a Default Group slide toggle. If this is turned on, this parts group will be the default option selected on the New Part page. We recommend you set your default as the most common type of part you will use and stock, for example, electrical if you offer electrician services.
  3. Once you have filled in a name and set the default, click . The new parts group will now appear in the list under Parts Groups. Now you are ready to start adding some parts.

Adding parts

Many of your jobs will likely require parts, whether it’s for repairs, replacements, or brand new work. Telstra Trades Assist can help you track your parts, but first, you will need to create them in the program. There are three ways you can do this.

  • Bulk Upload Using Parts Lists - The first way is to upload them through Upload Parts and Stock. If you have a parts list from a supplier, this is the fastest way to upload parts. Learn how to upload parts lists in Telstra Trades Assist here. {LINK: Upload Parts and Stock}
  • Integrate your parts list from your Xero or MYOB - If you currently manage parts and inventory in Xero or MYOB these can be imported into Trades Assist using Financial Integration {LINK: Connecting your Accounting Package}
  • Adding Individual Parts/Materials - The third way is to create individual parts manually. You will find you may have to do this for parts purchased from suppliers without parts lists. Let’s look at creating some individual parts.
  1. To add a part, click on  in your side menu
  2. Choose Parts from the tabs along the top. Parts is where you will find all parts added in Telstra Trades Assist.
  3. To add a new part, click  in the top right corner to open the Add Part menu.

Tip: The Add Part menu has many fields for information, but only six are mandatory for the creation of the part: Name, Type, Group, Cost price, Price, and Tax code and are indicated by an *

Tip: Most of the information on this menu can be found on the invoice you received when you purchased the part. It is highly recommended you fill out all fields if possible.

  1. Under the Parts Details heading, click on Part No., Part Name, and Part Description to fill in the fields.
  2. Under the Select Parts heading, there are a number of fields you will need to address.
  1. Choose the relevant Part Type.

Tip: The Part Type heading contains a drop-down menu with two options: Material and Cost. Material refers to a physical part that you record in your inventory. Cost refers to an item that you use and consume but is not necessarily tracked in inventory, for example, fuel.

Tip: The Part Group heading contains a drop-down menu of all the parts groups you made in the previous section. By default, it will currently be set to the part group you set as the default, but you can change it.

  1. Select the relevant Part Group
  2. Click on the field to enter the cost price. The Cost Price will be the price you pay to purchase the part.
  3. Click Price to enter the rate. The Price is the rate at which you will charge customers for the part. The difference between this rate and Cost Price will determine the profit you make on each part you use.
  4. Choose the relevant tax code from the menu. The Tax code heading contains a drop-down menu of available tax codes.
  5. The Preferred Supplier heading contains a drop-down menu of all available suppliers. You may not have any listed yet, but you can always come back and edit this when you have some suppliers added. Learn about adding partners and suppliers here. {LINK: Partners}
  6. At the bottom, there is a Tax Exempt slide toggle. If the part is tax exempt you can switch the toggle on. If you do you will have to provide a Tax exemption code in the field to the right. Otherwise, you can leave it blank.
  7. Once you are satisfied you have entered all the information, click . Your new part will be added, and will appear in the list in the Parts tab.

 

 

What’s next?

Now that you have some workers, labour rates, and some parts, you are ready to start creating quotes and jobs.

See the guide ‘Creating a Quote’ to start creating jobs and quotes here

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