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  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. Check your email inbox for an email welcoming you to Telstra Trades Assist.
  2. Click  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.

Tip: Please note, you will be signed out of Trades Assist after 45 minutes of inactivity

 

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/telstra/website/login/
  2. Simply click 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  button.

Tip: If you ever forget the password you use to log in to Telstra Trades Assist, you can click  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

 

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 how to create a job and here to learn more about Invoicing within Telstra Trades Assist.

Projects enables you to create, manage and review projects, ranging from simple to the larger and more complex projects. Click here to learn more about projects.

Planner is a shared calendar that allows you to schedule jobs by dragging and dropping them onto a worker’s calendar. Click here to learn how to schedule a job within Telstra Trades Assist.

Customers is where you can search or add a customer and see the Customer’s job history. Click here to learn how to create a new customer within Telstra Trades Assist.

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 how to create a new worker within Telstra Trades Assist.

Stock helps you monitor your inventory, add new parts or materials and create purchase orders. Click here to learn how to place a purchase order within Telstra Trades Assist.

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 how to create a new asset within Telstra Trades Assist.

Reporting allows you to view important historical data such as outstanding quotes, stock reports, job summaries and much more. Click here to learn how reporting works within Telstra Trades Assist.

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 how to create a new Partner within Telstra Trades Assist.

Dashboard shows you how your business is performing at a glance and your high priority. Click here to learn more about viewing the Dashboard within Telstra Trades Assist.

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 about accessing Master Data within Telstra Trades Assist.

 

Step 2 – Set up your Business and Worker Profile

Click theProfile 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.

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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.

 

Business options

The Business Options tab allows you to set expiry dates on quotes, create custom email templates for your quotes and invoices and set the frequency in advance that repeating jobs are set. Click here to learn more about repeating jobs.

  1. You can set a quote/invoice colour theme to match your company logo by selecting a colour underneath  and .

Tip: Your business logo will not show under the invoice colours until you click  and re-load business options. If you want the logo to be visible when selecting a colour theme, save after step 11 before continuing.

  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. Repeating Jobs are set by default to appear in your planner 15 days before the job is due to be started. You can adjust this by clicking the drop-down under Auto Create Job.
  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.

Tip: Leave this setting as always unless you will be choosing to invoice from outside of Telstra Trades Assist.

  1. 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.

 

Insurance

The Insurance tab is where you can store all insurance details that are relevant to your business.

Tip: Click here to learn more about how insurance policies work within Telstra Trades Assist.

  1. Click  at the top right

  1. Fill in your policy details as illustrated above.
  2. Attach your certificate of currency and toggle on  if you wish for it to be included on all your quotes sent to customers.

 

Setting up your worker profile

One of the first steps you need to perform upon activating your account and setting up your My Business details is to setup your worker profile. The details entered here such as name, address and contact number will be shown throughout Telstra Trades Assist wherever your profile is shown and used for things such as calculating travel time to jobs.

  1. Click  from the side menu then select you worker profile.

  1. Fill in all details then click

 

Step 3 –Adding Customers

Integration

Telstra Trades Assist allows you to integrate with accounting programs Xero and MYOB. If you use either of these and want to be able to sync customers, parts and invoices between Xero/MYOB and Telstra Trades Assist, it is important to integrate the two systems before you start creating data within Telstra Trades Assist such as Customers or Parts. This will ensure that data is matched correctly in both systems to help avoid any future issues.

Before you continue we recommend you review your existing customer data quality. Click here to understand the impacts that missing or incomplete data can have within Telstra Trades Assist.

Once complete, click here to learn how to integrate with Xero, and here for MYOB.

 

CSV Upload

If you’re not bringing your customers across through integration with Xero or MYOB, Telstra Trades Assist provides a tool you can use to import your customers directly using a CSV upload. Follow the below steps to access the template used for importing your customers.

  1. Click  from the Side Menu
  2. Click  from the expanded menu

  1. Click
  2. Open the  document in Excel

  1. Click  to allow changes to be made
  2. Highlight all the information apart from the titles at the top and delete the example information

The fields should now look like the image below

  1. Fill out information on the excel spreadsheet (you can either manually enter this information or copy/paste it from a CSV export from your existing system, list, etc.)

Tip: The only fields which if left blank will prohibit the customer record from being created in Telstra Trades Assist are commercial/residential, customer or business name and primary address information.  If information such as Primary Contact Phone and Primary Contact Email are misaligned this can also cause the customer record to be rejected when being imported.

Tip: if you have a commercial customer for which you don’t have a primary contact, you can simply use the business name again in the primary contact field.

  1. Once all your customer data has been entered and the fields are complete, save the file as a CSV (Comma delimited) by clicking , then choosing CSV (Comma delimited) from the drop-down list of file types from the bottom.

  1. Click

  1. Click  from the alert window which appears
  2. Returning to step 2 you can either click and drag the file you just saved onto  or if you click the section on the right it will allow you to search your local files for the file

  1. When the import starts, a new webpage/tab will open displaying the status of the import, including showing while lines have errors. A customer which has been imported successfully will show “OK” at the end of each line. If there are lines with errors, continue the steps below.

Tip: The upload should only be used to get your existing customers entered into Telstra Trades Assist.  New customers and edits to customers should be created/completed within Telstra Trades Assist going forward.  If you attempt to re-import the CSV file with changes, the changes will be ignored.  If you change a customer or business name, it will then create a duplicate record.

  1. If a Customer hasn’t been imported it is either because it is missing an essential piece of information, or some data is misaligned. Return to step 7 and review any Customers skipped.

 

Manual Entry

The final option for getting your customers setup within Telstra Trades Assist is to manually add them.

  1. Click  from the Side Menu.
  2. Click  in the top right corner of the page. This will open the New Customer page.

Tip: All fields marked with a * are mandatory, however, we recommend all fields be completed where data is known. To learn more about the effect of incomplete or missing data click here

  1. The tabs at the top of the page navigate you through the steps of creating the customer.
  • Details – contains the basic information fundamental to the creation of the customer such as name and address.
  • Address – is where you can add any additional site addresses relevant to the customer.
  • Checklist – is where any customer specific checklists can be created
  • Financial – contains financial options such as the options for consolidated invoicing and tax exemption status.
  1. Enter all information required then click

Tip: For a detailed, step by step guide on how to complete each section, click here

 

Step 4 – Adding Parts

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

 

Adding Parts Groups

Any parts that you enter into Telstra Trades Assist can be sorted into a parts group, otherwise they will default to the ‘Default’ part group preloaded into the system

You may want to add a part group to keep related parts together, for example ‘Cables’, ‘Switches’ ‘Hoses and Connectors’, ‘Tapware’.

  1. To add a Parts Group, click Master Data from the Side Menu then select Parts Groups from the tabs at the top.

  1. Click  to add a new Part Group.

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 the name of your Part Group e.g. Cables
  2. The second option is a Default Group slide toggle. If this is turned on, this parts group will be the default option selected for any new part added to your Stock.

Tip: 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.

  1. Click  to save your Parts Group. This will now appear in your list of 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 lets you assign parts to quotes while also helping you track their allocation to jobs.

There are two ways you can import your parts lists to Telstra Trades Assist as well as manual creation.

Bulk Upload Using Parts Lists  

  1. If you have an existing parts list Telstra Trades Assist allows you to import this by converting it into the required format and using the built in Upload Parts and Stock function.

Tip: Click here to learn how to upload parts within Telstra Trades Assist.

 

Integrate your parts list from Xero or MYOB   

  1. If you currently manage parts and inventory in Xero or MYOB these can be imported by integrating with Telstra Trades Assist.

Tip: Click here to learn how to integrate your Xero with Telstra Trades Assist, and here for MYOB.

 

Manual Entry

If you don’t have a current parts list you can enter parts manually as you purchase them

  1. To add a part, click  from the Side Menu
  2. Choose Parts from the tabs at the top.

Click  in the top right corner to display the Add Part view.

The Add Part view has a number of fields, but only six are required for creation of the part: Name, Type, Group, Cost price, Price, and Tax code. All will be marked with an * indicating them as mandatory.

Tip: Most of the information required to create a part can be found on the invoice you received when the part was purchased. 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.

  1. Under the Select Parts heading choose the relevant Part Type.

Tip: Materials are parts you wish to inventory and keep stock of, a Cost will be something you wish to charge to a customer however isn’t kept in stock, for example a per km charge for distance travelled.

  1. Select the relevant Part Group

  1. Enter the Cost Price.

Tip: The Cost Price will be the price you  pay to purchase the part.

  1. Enter the Price you will be charge customers for the part. The difference between this rate and Cost Price will determine the profit you make on each part you use.
  2. Choose the relevant tax code from the menu. The Tax code heading contains a drop down menu of available tax codes.

  1. The Preferred Supplier heading contains a drop down menu of your suppliers. You may not have any listed yet, but you can always come back and edit this when you have added a supplier’s price list. Click here to learn how to add a supplier as a partner within Telstra Trades Assist.

  1. 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.

  1. Once you’re satisfied you have entered all the information, click  to save the part.  The part is now added to your parts list and available to be added as a material to a Job.

 

Step 5 – Adding Labour rates

Adding Labour rates into Telstra 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 up your labour rates.

Adding labour rates

  1. To add labour rates, click  from the side menu
  2. Choose Labour from the tabs at the top. A list of your different labour rates will be displayed.

  1. Click  to bring up the New labour page

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

  1. Click the  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

  1. Click  to enter the labour cost

Tip: The Cost price is the amount you pay your worker per hour and should include additional costs such as superannuation and workers compensation.

  1. Click  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.

  1. Once you are satisfied that all the information is correct, click . The labour rate will now be available from the main Labour screen within Master Data.
  2. Repeat these steps to create all the labour rates you require.

 

Step 6 – Setting up your team

Workers have roles that determine what they can or can't do and see in Telstra 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.
  • Project Admin: is similar to a Global Admin with the exception of not allowing access to Master data by default, meaning any team members assigned this role will be unable to add or update any parts or labour etc.
  • 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. Click here to learn more about creating your own roles.

 

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 from the side menu to access and maintain your worker records. The only record in there at the moment will be yours, as the owner/administrator.

  1. Click  and the new worker page will be displayed.

 

Details

  1. 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.

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.

 

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 , type in the email address your worker will use to log in to Telstra Trades Assist.

Tip: An activation email will be sent to your worker at this email address, inviting them to set their password and login to Trades Assist.  They will have 24 hours to activate their account before the invitation expires.

  1. Under there are two 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.

Tip: The toggles will be set to on by default unless you select the Access Role to be a worker where access to the Admin Console will be switched off. Adjust these as necessary.

  1. Under  you will see the default roles we discussed earlier which determine a workers permissions in Trades Assist. Any additional roles you create will also be available to select here.
  2. Choose your workers’ access role according to what their responsibilities entail.

 

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 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 and finishing times
  3. Once all the information is filled select  button to add this change.
  4. Repeat these steps for all required days.

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 the  calendar icon to select a start date
  2. Pick from the Calendar to select the date and then select the time
  3. Repeat to enter an end date for the workers holidays.
  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

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. Click 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.

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

Tip: Click here to learn how to help your worker get started within Telstra Trades Assist.

 

What’s next?

Now that you’ve setup your my business profile, added your customers, labour rates and parts, as well as added your workers and integrated with your Xero or MYOB, it’s time to start creating jobs. To learn how to create a standard job click here and to learn how to create a project click here

If your business performs jobs that occur frequently, learn how to create job templates here or if you need to use checklists, learn how to create checklists here.

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