Setting Up WorkGuru - The End to End Workflow.

Recommended WorkGuru Setup Order:

• First Login
• Onboarding Tool
• Global Settings
• Warehouse Setup 
• Staff Setup
• Subscription
• Accounting Integration Setup
• Suppliers
• Pricing Tiers (If required)
• Product Setup
• Task Setup
• Custom Fields Setup (If required)
• Document Template Setup
• Clients
• Assets Setup (If required)
• Project/Production Templates Setup
• Reset Test/Demo Data
• Setup Your Work In Progress (WIP) Transactions
• Apply Initial Stocktake (Inventory Module Only)
• Setup Your Devices(If required)

First Login

1. Click on the login link the welcome email to login, you may be prompted to change your default password.
2. Personalise your WorkGuru admin user.
   1. Reset default admin password 
   2. Change the default admin first and last name.
   3. Set your PIN, default warehouse and default hourly rate. Note: setting a PIN is only used when logging into the WorkGuru Kiosk, you can read more about the WorkGuru Kiosk here.

Onboarding Tool

1. A quick way to get your tenant setup is to use our Onboarding Tool which will step you through the 4 steps to setup the basics required to start using WorkGuru.

Global Settings

1. Administration -> Settings. You can click Save all after making changes in the tabs.
   1. General tab- Set timezone.
   2. General tab - Set timesheet type.  Weekly for total duration only entry, Daily when using a timer or tracking start and finish times.
   3. General tab - Set Week Starts On to match your pay run schedule.
   4. Project Status tab - Add additional project statuses to suit your workflow (optional).
   5. Email Defaults - Setup Email Templates
   6. Appearance - Upload Logo/Brand. to brand your WorkGuru tenant.
   7. Invoice - Enter company details (used for default document template fields).
2. Administration -> Document Settings.
   1. Customise your document number sequences. 
3. Administration -> Lead Settings
   1. Customise the lead settings to suit your sales workflow.

Warehouse Setup (Inventory Module Only)

1. Stock -> Warehouses.  NOTE: Even if you are not on the WorkGuru Plus plan or NOT planning to use WorkGuru's stock control functionality, you are still required to setup a default warehouse as non-stock and disbursement purchase orders require it to display the default delivery address.
   1. Primary warehouse - Update the primary warehouse listed with the correct address information.
   2. Add additional warehouse addresses if you track or purchase stock into more than one location if required.

Staff Setup

1. Administration -> Roles
   1. Define global staff permissions via user roles
2. Administration -> User
   1. Add/invite staff and assign roles or manually import users.
   2. Override assigned role with staff specific permissions if required.

Subscription

1. Administration -> Subscription
   1. Activate your subscription. Note: If you do not see the option to access your subscription, your WorkGuru account is being managed by a partner. Contact your partner to activate your subscription.

Accounting Integration Setup

1. Connect to your preferred online accounting system.  Once connected and setup, you can safely disconnect for the duration of the rest of the WorkGuru setup, testing and training to ensure no data is sent to accounting until you are using WorkGuru in a live environment.
   1. Connect to Xero
   2. Connect to MYOB
   3. Connect to Quickbooks
2. Setup payments (if required)

Suppliers

1. Add or import suppliers
2. Add or import supplier contacts

Pricing Tiers (If required)

1. Setup pricing tiers to be used for tasks and costs.

Product Setup

1. Add or import your products and costs.
2. Add or import units of measures (Inventory module only)
3. Add or import alternate supplier pricing
4. Add or Import stock on hand reorder levels and locations (Inventory module only)

Task Setup

1. Add or Import Tasks.

Custom Fields Setup (Optional)

1. Add Custom Fields

Document Template Setup

1. Edit the included default document templates. At minimum, all that is required is replacing the default logo with your own.
2. WorkGuru also provides additional templates ready to use to suit specific workflows.  These can be added as required
   • Quotes
   • Invoices
   • Purchase Orders
   • Projects
   • Assets
3. A list of available fields you can use when customising your own documentation, including custom fields is available in the WorkGuru Merge field reference Guide.

Clients

1. Add or import clients
2. Add or import client contacts

Assets Setup (Optional)

1. Add or import assets

Project/Production Templates Setup

1. Create or import project and/or production templates

Reset Test/Demo Data

1. Remove all the demo and your test transactional data to prepare WorkGuru for your live transactions. Note: - this will not remove any of the setup data (products/tasks/templates etc)

Setup Your Work In Progress (WIP) Transactions

1. To ensure a seamless transition to WorkGuru, it is recommended the following open/active transactions at the time of the go live date are re-created in WorkGuru. A WorkGuru partner can assist with this process. Ideally you would be able to extract the following from your previous system to setup in the relevant WorkGuru import templates.
   1. Current Leads
   2. Issued Quotes and quote lines
   3. Current Projects and project lines
   4. Approved Stock Sales not dispatched (Inventory module only)
   5. Approved Purchase Orders not received

Apply Initial Stocktake (Inventory Module Only)

1. Conduct a full stocktake at all your warehouse locations.
2. Apply an initial Stocktake to set an initial SOH value in your accounting system.  If your workflow is using stock control in WorkGuru, DO NOT SKIP THIS STEP.

Setup Your Devices

1. Setup your workshop kiosk (webapp)
2. Setup your Android applications
   1. Mobile
   2. Kiosk
3. Setup your iOS applications
   1. Mobile
   2. Kiosk