Administration Manual

Administration Manual

 

Contents

 

  1. Trainers Administration

    1. Adding Invoices on XERO..

      1. Adding sales and Individual clients.
      2. Adding classes
    2. Dealing with Cash Payments

    3. Certificates

    4. Stock Orders

    5. Sending stock on hand figures

    6. Asset Register

    7. Group Class Photos

    8. Site Safety Check

    9. Vcita

      1. Using the Booking System Vcita for Clients to pay

      2. If a client is paying Cash we still need to record it.

      3. Entering a client into a class over the phone and paying over the phone

      4. Entering a previous client into a class for free

      5. Seeing how many clients are in a class

      6. Seeing how many clients are in a class that have Paid

      7. Getting client details so they can be contacted

      8. Adding a client note

      9. Adding a document to a client file

      10. Adding a client note when scheduling an appointment for In Home

      11. Adding a information to a client file

      12. Client correspondence via Vcita

      13. Marking Spaces as Busy for classes or private

      14. Procedure for Class Numbers

 

 

 

1. Trainers Administration

 

It is critically important for the operation of the business to comply with government regulations that administration is recorded correctly.  We have 2 main systems. Vcita which controls our payment, invoicing and booking systems and Xero which is our financial recording system for the Government and also our Payroll System.  Please ensure you follow the below processes.

 

1.1 Adding Invoices on Xero

 

It is the Trainers responsibility to ensure they enter all transactions into XERO.  Any missing monies – Cash – stock will be questioned and appropriate remedies taken to resolve.

  • Download and install the XERO App on your phone.
  • You will be required to download google authenticator as well to use xero.
  • You will be invited to use xero.  Use this email link to set up your account.
  • Log into the Xero app.  It will ask you to set up your 2 step authorisation – follow the instructions closely.

Your should now be ready to add your first sale.

  • You are required to enter the following on Xero.
    • All payments cash or EFT need to be processed on Vcita to ensure the client gets a receipt.  Therefore all of these transactions need to be recorded on XERO.
    • All Classes need to be recorded on XERO

1.1.1 Adding sales and individual clients

  • Open the app on your mobile phone (only use your mobile phone)
  • Select the “+” sign in the top right corner (down the bottom of the screen you will have a task bar it should have Dashboard highlighted in the bottom left corner)
  • Select “Create Invoice”
  • In the first line it will ask who it is for – Write the Clients First and Last Name Here
  • The next line is the Date – ensure that the date is the date of the transaction NOT the day you enter it.
  • The Due day should also be the date the transaction happened.
  • Add an Invoice number – This is to be – “Your first name – the current day/month/year – the type of payment and amount” i.e.  or (John 21December17 Vcita) or (John 21December17 Cash)
  • (This is to ensure matching of data easily and that you are timely in putting in your invoices.  Government matching is done at the end of every month so everything MUST BE ENTERED BY THE END OF THE MONTH!
  • Next you need to add items – to do this go to “add items and quantities”
  • Touch the first item which says “item description” -> select an item from the drop down list which appears.
  •  If the item you are after isn’t there manually type it in. ie 1 hr class and size 2 haltermate.
  • If you manually write a description then you will need to ” Categoriseto an account” which is the next line – this will be “200-sales”.
  • You will then need to enter a qty
  • You will then need to enter a price
  • If you need to change the qty just select it and change the number (press the tick in the top right corner to enter)
  • If you need to add or change the price the click on the price and adjust.
  • If you need to delete the item then select options from the top right corner and delete the item.
  • If you need to add another item then select “Add another item” at the bottom of the page” and repeat the process of adding an item.
  • Once the above is done you need to go back to the main screen. Go to the top left corner and select “new invoice” in the left top corner
  • Ensure that the tax section says tax Inclusive. To do this select the subtotal tax drop arrow and and select tax inclusive – your total product price and total price should match.
  • Select in the top right corner “save” then option “save”
  • You will then have options come up Select “approve”
  • Invoice is done – this will then be matched with job records and incoming bank and cash amounts and stock products.

 

1.1.2 Adding Classes

  • Open the app on your mobile phone (only use your mobile phone)
  • Select the “+” sign in the top right corner (down the bottom of the screen you will have a task bar it should have Dashboard highlighted in the bottom left corner)
  • Select “Create Invoice”
  • In the first line it will ask who it is for – Write the Location and Level
  • The next line is the Date – ensure that the date is the date of the start of the class NOT the day you enter it.
  • The Due day should also be the date the class started happened.
  • Add an Invoice number – This is to be – “Your first name – the current day/month/year – the number of paying clients ” i.e.  or (John 21December17- Clients 5)
  • (This is to ensure matching of data easily and that you are timely in putting in your invoices.  Government matching is done at the end of every month so everything MUST BE ENTERED BY THE END OF THE MONTH!
  • Next you need to add items – to do this go to “add items and quantities”
  • Touch the first item which says “item description” -> select an item from the drop down list which appears.
  • ie Level 1 Class
  •  If the item you are after isn’t there manually type it in. ie 1 hr class and size 2 haltermate.
  • If you manually write a description then you will need to ” Categoriseto an account” which is the next line – this will be “200-sales”.
  • You will need to then add the quantity of paying clients using the qty button. (refer to vcita instructions to find out how many are in a class)
  • You will then need to enter a price
  • If you need to change the qty just select it and change the number (press the tick in the top right corner to enter)
  • If you need to add or change the price the click on the price and adjust.
  • If you need to delete the item then select options from the top right corner and delete the item.
  • If you need to add another item then select “Add another item” at the bottom of the page” and repeat the process of adding an item.
  • Once the above is done you need to go back to the main screen. Go to the top left corner and select “new invoice” in the left top corner
  • Ensure that the tax section says tax Inclusive. To do this select the subtotal tax drop arrow and and select tax inclusive – your total product price and total price should match.
  • Select in the top right corner “save” then option “save”
  • You will then have options come up Select “approve”
  • Invoice is done – this will then be matched with job records and incoming bank and cash amounts and stock products.

 

1.2 Dealing with Cash Payments

 

It is the trainer’s responsibility to ensure the safety of business cash and to ensure its banking in a timely manner.  You have 3 Options you can use to achieve this.

  • If you are in the Locality of the office or training areas on a Sunday you can hand directly to Graham. Ensure all payments are entered on XERO as per the process.
  • Hold onto the cash and transfer from your own bank account to the business account – Please ensure an email is sent to Graham for this.
    • BSB : 084-929
    • ACC : 76-601-5046
    • ACC Name : Dogtraining101
    • Your Reference will be – “your name” – (we will match this against your XERO entries and Stock and Appointments)
  • If you receive payments from Dogtraining101 you can opt to have it taken from your Dogtraining101 pay.

You MUST

  • Email Graham at  admin@dogtraining101.com.au to let him know the total cash for the week and make sure it is added in the relevant count section on the weekly Counts.

 

1.3 Certificates

  • It is your responsibility to send thru a stock request with what you require for graduation.  This is to be done prior to graduation.  You will be completing by hand.

 

1.4 Stock Orders

  • It is your responsibility to send thru any stock requests you have either via the app or website.  All orders must be completed prior to 8am Monday morning.  Your order will then be processed and placed in the cabinet outside the office.  You will each receive a key to access it.  There will be a sign off sheet attached that you must sign to say you have received the order, then leave this in the cabinet. No order sent thru then you will not receive stock.

 

1.5 Sending stock on hand figures

 

This is to be done every Sunday night or prior to 8am Monday morning.

  • Log into the business website using your username and password that has been given to you. This will give you access to the exclusive team member section.  Alternatively you can use the App.
  • Locate the tab for stock counts. Follow the prompts – this will send your counts thru.
  • You are responsible for all company stock and assets. Anything lost or not paid for is your responsibility and at your cost as it is still classified as theft from a business under law.
  • The Office will only replace what is sold and listed on your XERO invoices – it is your responsibility to ensure these figures are accurate and correct.
  • Theft has happened many times in the past with past team members and charges laid for unaccounted stock – this is your responsibility.

 

1.6 Asset Register

  • There is a business asset register – you are to ensure that these counts are correct – any issues are to be brought to the attention of the Operations Manager.  Any theft or loss of assets are required to have an incident report and or police report attached.

 

1.7 Group Class Photos

 

  • Ensure you ask if it is ok to post pictures of FB – Privacy Laws
  • Ensure if there is a child you ask permission to take the photo with the child in it.
  • You will be given access to post the photos of these graduates on facebook – Please ensure you list the name of the dog/s, the class level and suburb ie – 

    ” Congratulations Lune, Bella and Rocco on Graduating Level 1 Obedience Strathpine “

  • We are not here to post our own spin on this please follow the above.

 

1.8 Site Safety Check

  • You are required as a Trainer to do a site safety check prior to every class.  This is available on the app – or alternatively you can send a hard copy to the Operations Manager for each class.

 

1.9 Vcita

 

1.9.1 – Using the Booking System Vcita for clients to Pay

 

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Payments on the bottom task bar – it is in the bottom right corner.
  • Select the little circle with the plus sign in the bottom right side.
  • This will bring up a sub menu – Select Charge
  • You can then search and select existing clients or add a new one by selecting the Plus sign in the top right corner.
  • If you add a new client please enter details correctly – email – name – phone – address and hit save.
  • This will then bring up the charge screen.
  • Enter the service or product. Enter the amount.
  • Then enter the credit card details.
  • Ensure send receipt to client box is ticked and press Charge.

 

1.9.2 – If a client is paying Cash we still need to record it.

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Payments on the bottom task bar – it is in the bottom right corner.
  • Select the little circle with the plus sign in the bottom right side.
  • This will bring up a sub menu – Select Record Payment
  • You can then search and select existing clients or add a new one by selecting the Plus sign in the top right corner.
  • If you add a new client please enter details correctly – email – name – phone – address and hit save.
  • This will then bring up the record payment screen.
  • Enter the service or product. Enter the amount.
  • Select the payment method from the Drop arrow
  • Ensure send receipt to client box is ticked and press Save

 

1.9.3 – Entering a client into a class over the phone and paying over the phone

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date of the class you require.
  • You will see another drop arrow on the top right where you can select either – Day, Week, Month Agenda.
  • You will see everyone’s classes – if you cannot see your class then in the top right corner you will see two little arrows pointing left at the magnifying glass.  Select this icon which will bring up to lists – Services and Staff.
  • Select the Staff list – this will bring up all the team – either select individual trainers or select all of them.
  • Once you have done this then you can press those same arrows to close this screen.
  • Click on your selected class.
  • This will bring up a whole lot of information for you. Select the blue word saying registered – this will have a number ie 2/6 – which in this example is 2 out of 6 possible spaces filled.
  • Once you click on it – a list of registered clients appear – to register clients – hit the register clients button at the bottom of the page at the right.
  • You can then search and select existing clients or add a new one by selecting the Plus sign in the top right corner.
  • If you add a new client please enter details correctly – email – name – phone – address including all questions about the dog and the legal sign offs. Then press save.
  • Once they are registered go back into registered. This will list the client and the payment next to them which at this stage will say not paid.
  • Select on the drop arrow and select go to client page at the bottom of the selections.
  • Once on the client page go to the coins which is the 4th icon along and select.  This will bring up the open payments.
  • Scroll down to Invoices and bookings and you will find the class here.  Select this class.
  • This will bring up the payment screen – Select charge – it will have a figure here which can be adjusted if there is part cash payment.  Enter card details and press charge.  If there is a cash payment you will have to go back and record the cash payment as previously described.

 

 

1.9.4 – Entering a previous client into a class for free

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date of the class you require.
  • You will see another drop arrow on the top right where you can select either – Day, Week, Month Agenda.
  • You will see everyone’s classes – if you cannot see your class then in the top right corner you will see two little arrows pointing left at the magnifying glass.  Select this icon which will bring up to lists – Services and Staff.
  • Select the Staff list – this will bring up all the team – either select individual trainers or select all of them.
  • Once you have done this then you can press those same arrows to close this screen.
  • Click on your selected class.
  • This will bring up a whole lot of information for you. Select the blue word saying registered – this will have a number ie 2/6 – which in this example is 2 out of 6 possible spaces filled.
  • Once you click on it – a list of registered clients appear – to register clients – hit the register clients button at the bottom of the page at the right.
  • You can then search and select existing clients or add a new one by selecting the Plus sign in the top right corner.
  • Once they are registered go back into registered. This will list the client and the payment next to them which at this stage will say not paid.
  • Select on the drop arrow and select cancel payment request – third selection down the list.

 

1.9.5 – Seeing how many clients are in a class

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date of the class you require.
  • You will see another drop arrow on the top right where you can select either – Day, Week, Month Agenda.
  • You will see everyone’s classes – if you cannot see your class then in the top right corner you will see two little arrows pointing left at the magnifying glass.  Select this icon which will bring up to lists – Services and Staff.
  • Select the Staff list – this will bring up all the team – either select individual trainers or select all of them.
  • Once you have done this then you can press those same arrows to close this screen.
  • Click on your selected class.
  • This will bring up a whole lot of information for you. Select the blue word saying registered – this will have a number ie 2/6 – which in this example is 2 out of 6 possible spaces filled.

 

1.9.6 – Seeing how many clients are in a class that have Paid

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date of the class you require.
  • You will see another drop arrow on the top right where you can select either – Day, Week, Month Agenda.
  • You will see everyone’s classes – if you cannot see your class then in the top right corner you will see two little arrows pointing left at the magnifying glass.  Select this icon which will bring up to lists – Services and Staff.
  • Select the Staff list – this will bring up all the team – either select individual trainers or select all of them.
  • Once you have done this then you can press those same arrows to close this screen.
  • Click on your selected class.
  • This will bring up a whole lot of information for you. Select the blue word saying registered – this will have a number ie 2/6 – which in this example is 2 out of 6 possible spaces filled.
  • Click on the blue word “registered”
  • This will bring up the attendees – Next to their name it will have in green the amount and Paid or in black and no fee.
  • For the Xero entries you need to count the green paid clients.

 

1.9.7 – Getting client details so they can be contacted

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date of the class you require.
  • You will see another drop arrow on the top right where you can select either – Day, Week, Month Agenda.
  • You will see everyone’s classes – if you cannot see your class then in the top right corner you will see two little arrows pointing left at the magnifying glass.  Select this icon which will bring up to lists – Services and Staff.
  • Select the Staff list – this will bring up all the team – either select individual trainers or select all of them.
  • Once you have done this then you can press those same arrows to close this screen.
  • Click on your selected class.
  • This will bring up a whole lot of information for you. Select the blue word saying registered – this will have a number ie 2/6 – which in this example is 2 out of 6 possible spaces filled.
  • Once you click on it – a list of registered clients appear
  • Find the client you are after then next to their name – Select on the drop arrow and select go to client page at the bottom of the selections.
  • This will give you all the client details.

 

1.9.8 – Adding a client note from a closed app.

  • It is critically important that any client notes are factual and professional!!
  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Clients on the bottom task bar – it is in the bottom second icon across.
  • Select the little magnifying glass from the top right corner
  • Under search all items type the name of the client you are after
  • Then select the little head and this will give you a list of names
  • Once you have selected the client then go to the first icon (the house) and scroll to the bottom you can add notes here.

 

1.9.9 – Adding a document to a client file

  • It is critically important that any client notes are factual and professional!!
  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Clients on the bottom task bar – it is in the bottom second icon across.
  • Select the little magnifying glass from the top right corner
  • Under search all items type the name of the client you are after
  • Then select the little head and this will give you a list of names
  • Once you have selected the client you will see a variety of icons.
  • You will see a document picture – click on this.  This will show you and documents stored on file.
  • To add a document then click on the plus sign in the bottom right corner.  This will bring up a menu – click on document.
  • You can now upload a document like a puppy vax certificate..  Please choose the relevant share options at the bottom.

 

1.9.10 – Adding a client note when scheduling an appointment for In Home

  • It is critically important that any client notes are factual and professional!!
  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select the space you would like to book the client into.
  • Either add a new client by hitting the Plus sign or search for an existing client.
  • Once you have their details and they are saved then it will ask you to select a service or custom make one.
  • Fill out the correct details and type in a message for the client if required – ie a different location you are meeting in.
  • Once you have hit send it will send them the booking email and take you back to the calendar screen.
  • If you then click on their name again it will bring up their booking info.  Down the bottom of the screen it will have add note.  You can add information to do with the dog or lesson professionally here.

 

1.9.11 – Adding a information to a client file

  • It is critically important that any client notes are factual and professional!!
  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Clients on the bottom task bar – it is in the bottom second icon across.
  • Select the little magnifying glass from the top right corner
  • Under search all items type the name of the client you are after
  • Then select the little head and this will give you a list of names
  • Once you have selected the client you will see a variety of icons.
  • Select the i icon
  • From here you can complete all the relevant fields of information.

 

1.9.12 – Client correspondence via Vcita

  • It is critically important that any client notes are factual and professional!!
  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Clients on the bottom task bar – it is in the bottom second icon across.
  • Select the little magnifying glass from the top right corner
  • Under search all items type the name of the client you are after
  • Then select the little head and this will give you a list of names
  • Once you have selected the client you will see a variety of icons.
  • You will see the conversation icon at the very end.  When you click on this you will see correspondence with the client.
  • To send a message click on the plus sign down the bottom and select message.
  • Enter the message and press send.
  • Often the client will correspond with you via Vcita – DO NOT REPLY TO THE SYSTEM GENERATED EMAIL TO YOU FROM THEM!
  • You can access the conversation also from the dashboard by selecting the inbox down the bottom.  You are responsible for staying up to date with client conversations.

 

1.9.13 – Marking Spaces as Busy for classes or private

It is expected that once a class has started you will mark the future time slots as busy for those weeks in the class ie – Strathpine Level 1 Week 2 – this will then be compared to payroll for accuracy by Admin – issues will be sent to the Operations Manager.

It is also expected that if you are unavailable this will be marked in your calendar.  If you do not have this marked and you turn down a job because you are not actually available this will jeopardize future work.

 

  • Open Vcita app and log into the desired account using your correct password and user names.
  • Select Calendar on the bottom task bar – it is in the bottom third icon across.
  • At the top then select the calendar icon – this will bring up a calendar – from here you can select the date you require.
  • Select the time slot on the day and in the drop down menu select “Mark as Busy”
  • This will bring up the date and time period.  There will be a title to call it, a staff name and then a description.
  • Then press Save.

 

1.9.14 – Procedure for Class Numbers

  • Three days out from the start of your class you are required to contact any clients where there is only 1 person in the class.
  • You are to ask them what they would like to do if they were after a “class” experience – this could be moving to another location or class or postponing.
  • You may also have clients that want to join via the Free Member Training.
  • We do not want to upset the client so if they want to stay then we run it.
  • If you need guidance, then please contact the Operations Manager on how to do this effectively.
  • You are then required to email the Operations Manager for each of those classes with what the client would like done.
  • The Operations Manager will be checking to make sure this process is followed. Trainers are not allowed to cancel classes.
  • The Operations Manager makes the final decision on this and will contact the Admin or IT department to get it sorted in the system.
  • Equally if that class that needs to be moved, it needs to be put through to the Operations Manager first, and they will then do what is required.

 

 

 

 

APP not working

 

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