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Configuration

Configuration
The basic setup of the Collabox is easy as there are a lot of items you can do yourself.

If you have the role of Super-user in your organization you can also configure the accounts of your colleagues in addition to your own.

If you need help, please do not hesitate to contact us.

418 907-9274 or info@collabox.com

Custom forms

By Configuration, Forms

Filling out the form for a new supplier or a purchase order, for example, can be a bit cumbersome, especially when the forms have fields that are not used by your organization. . With Collabox, you can customize your forms so that you only see the sections that are useful to you. Your employees will no longer wonder about the information needed to enter, and your pages will be faster to consult by removing the superfluous. How does it materialize in Collabox?

In the left menu of Collabox, go to the tab Preferences . Select Organization.
Note: Usually, only administrators have access to this configuration.

Left menu, tab Preferences

Go to the tab Custom Forms .

Page update of the organization, tab Info

Choose a form to customize with the drop-down menu that will appear on the tab page Custom Forms . You can modify the following four: agenda, purchase order, suppliers, projects.

Take the example of the supplier form.
The boxes to the right of the form are used to determine which sections will be visible on your personalized form. Check the box so that the corresponding section appears in your form, uncheck it so that it disappears. In the sections framed in red, the very first box allows you to remove the entire section.
Note: The form will be personalized for the whole team, not just for you.

Supplier Form
Page Organization update , tab Custom Forms

You have probably noticed that there is a pictogram representing people to the left of the box. When you click on it, the names of your employees appear with checkboxes for each of them. This section allows you to choose the employees for whom you want to customize the form by checking or unchecking their names. By default, all boxes are checked.

Checkboxes for each employee
Personalized supplier form

When your personalization is complete, don’t forget to click on the button Save , at the end of the page. Your form will now be adapted to your needs!

Example of custom form
Page Adding a supplier

You can proceed in the same way to customize the other forms. It’s very simple! If you want to add fields inside the forms, see the text on custom fields .

My shortcuts

By Configuration, Shortcuts

Have you ever noticed the section My shortcuts in the left menu of your Collabox? We created it so that you can customize it however you want and add the shortcuts that are useful to you. Want to give it a try?

Click on My shortcuts under the tab Preferences from the left menu.

Left menu in Collabox

Check the items you want to appear in your shortcuts, then click Record.
To remove items from your shortcuts, simply uncheck them in this same list.

Page My shortcuts

You will immediately see the elements that you have added in your shortcuts to the left menu.
Note: This menu of your shortcuts remains visible at all times on all Collabox pages.

Page My shortcuts after updating the shortcuts

When you click on one of the shortcuts, you are taken directly to the correct page. If we take the example of the production calendar, the shortcut link will take you precisely to your calendar which displays the project deadlines.

Example of production schedule

This way, you will have 1-click access to the modules you use the most! When we talk about saving time, that makes quite a difference!

Choose the language of your Collabox

By Configuration, Language, Preferences

The Collabox software was originally designed in French, but we have also translated it into English so that you can use it in the language of your choice. Each of your employees can select the language that suits them.
To change the language, nothing could be simpler! Go to the section Preferences , in the vertical menu of Collabox.

Collabox vertical menu, Preferences section

You will arrive in your preferences under the tab Info . Choose the language which you prefer to use using the drop-down menu and click on Record .

Page My preferences , tab Info

We are constantly updating the software in both languages to provide you with the best possible service. The vocabulary can even be adapted for a particular business, on demand. Do not hesitate to discuss it with us!

Families (categories)

By Configuration, Families

In our software, you can use color codes called families (or categories) to help you find your way around your projects, appointments and tasks. It’s up to you to determine which color matches what.

To do this, go to your calendar.

Collabox horizontal menu

Click on Categories (Families) in the left menu.

Collabox vertical menu

You will arrive on the page Configuration of calendar categories (Families). Category colors are determined by default. However, if you want to change them, you can click on the white boxes under the section Color . Next, name the categories and then determine if these are billable hours or not. Push the button Record at the bottom of the page to finalize the changes.

Note: The box Non-billable is mainly used to view, in the tab Listing of the calendar, the total of the hours billed and those that are not billed.

Page Configuring calendar categories (Families)

Your families, once created, will be found in the following three forms: projects, appointments and tasks. If, for example, you create a project and assign it the category In progress , green in color, your project will be displayed in green in the calendar. The same goes for appointments and tasks.

Project form

The project will appear in your calendar as follows:

Calendar of projects

With families, you will find more quickly what you are looking for and better visualize your different occupations. They will become a particularly pleasant tool to use.

Resource management

By Agenda, Calendar, Configuration, Resources

Got a conference room, but never know when it’s in use? Collabox allows you to manage your various resources, whatever they are. So you can track the usage of conference rooms, projectors, cameras, etc. All presented in a convenient calendar.

Here’s how:

1- Open your calendar.

2- Click on the drop-down menu “Consult the calendar for:” and select the resource you want to know about availability. If you want to know the schedule of all resources instead, click on “All resources”. Don’t forget to click on “ok” to display the agenda.

What if the option is not there?

3- You may not be able to see the reservation schedule. To activate it, access the configuration menu by clicking on “Configuration” in the navigation bar at the top of the page.

4- Then click on “Employees” in the left sidebar.

5- Select your name or that of the employee wishing to have access to the resource reservation schedule. Then click on the “Menus” tab.

6- Finally, check the option “Reservation of resources” in the agenda section.

Has the name of a room changed or do you want to add a resource? Follow the steps below to get there.

How to add / modify resources?

1- Access the configuration module by clicking on “Configuration” in the navigation bar at the top of the page.

2- Then click on “Resources” in the left sidebar.

3- If you want to add a resource, click on “Add a resource”. Fill in the information and save the form.

4- If you want to modify one instead, click on its name. You can then modify the elements of the resource file.

From this screen, it is also possible to reserve a resource (by clicking “Reserve”) or to display its schedule of use (click on “Display schedule”).

You can even take advantage of this management tool to maximize your company’s resources! Why not rent out your conference room, which spends most of its time empty? Your team has shrunk and you have vacant premises? Many young entrepreneurs are looking for workspaces to rent by the hour or by the day. Enjoy it!

Bank of accumulated hours

By Calendar, Configuration, Employees, Timesheet

Do you have trouble keeping track of your employees’ overtime hours? Collabox can help you with its bank of accumulable hours. You just have to determine the typical schedule for each of your employees and the timesheet does the rest. Indeed, when your employees enter their information in the timesheet, Collabox is able to deduct the total made and if it exceeds the usual schedule.

How do I configure an employee’s schedule?

Click on the “Configuration” icon in the navigation bar.

Then click on “Employees” in the left sidebar.

Choose the employee whose schedule you want to modify / view.

Click on the “Schedule” tab.

Finally, enter the days and hours worked. Do not forget to configure the bank of hours. You must enter the date of the start of the calculation of the bank of hours (generally associated with the start of the hiring of the employee) or the number of hours accumulated on the selected date (if you do not take the date of hiring). If you limit the number of hours that can be accumulated, indicate it in the specified place. Don’t forget to save your changes. You must complete these steps for each of your employees.

Once you have saved the changes, a detailed report will be generated automatically with hours worked, surpluses, etc.

Add a selling rate to a service

By Configuration, Rate

Here’s how to set up a selling rate to a service. This option therefore configures this default rate for all your projects. If you want to set a single rate for a project, you are in the wrong place. Instead, head to this page .

Three steps are necessary to configure this default rate for your services.

  1. We start by clicking on configuration in the top menu bar.
    Configuration
  2. To access the list of services, click on “Services” in the left sidebar.Screen Shot 2016-03-16 at 08.55.50
  3. You will then see your list of services. Just click on the one you want to add a default hourly rate to modify it. Once in the service update sheet, all you have to do is add the amount you want to charge for this service. In the case below, the “administration” service is billed to clients for $ 30 per hour. So every time an employee uses this service in the timesheet, Collabox will automatically calculate the associated amount. Your reports, but also your invoicing will be adjusted.
    Screen Shot 2016-05-27 at 09.44.16

Project-specific hourly rate for your services

By Calendar, Configuration, Projects, Rate

Screen Shot 2016-05-27 at 09.49.35

You don’t charge the same hourly rate for the same service to all your customers?

You can modify it especially for a project. It’s simple, just follow the steps. If you just want to set up a default rate, go to this page which provides all the explanations.

How to change the hourly rate for a service in a project

The first step is to obtain the project file. To do this, click on “Configuration” in the top menu bar.

Then, you access the list of projects by clicking on “Projects” in the left sidebar.

Projects

Finally, we click on the project we want to modify. In the following example, this is the ABC Construction Spring 2007 Campaign.

Screen Shot 2016-05-27 at 09.45.50

Once in the project file, you must click on the “Rate” tab.

Screen Shot 2016-05-27 at 09.45.39

You will then be automatically redirected to the rates page specific to this project. On this page, you can modify the rates for your employees as well as for the services.
Screen Shot 2016-05-27 at 09.45.26

The last step is pretty straightforward, just enter the amount you want to charge your client on that particular project. Don’t forget to save the change by clicking on “Save” at the bottom of the page. DIn the example below, we change the hourly rate for the “Brainstorming” service from $ 40 to $ 75 per hour.

Screen Shot 2016-05-27 at 09.46.28

Once the hourly rate is adjusted, it will be accounted for correctly during your invoicing, but also in the display of reports. To do this, you must first click on “Reports” in the top menu bar.

Then you have to go and find the reports associated with the projects by clicking on “Projects” in the left sidebar.

Finally, you must select the options “Selling price” and “Calculate the amounts according to the service rate”. Collabox will then display the report summarizing your projects according to the new service rates that you have established.

Screen Shot 2016-06-02 at 17.30.28

New colors for Collabox

By Configuration, Themes

Archive 2016

In the last few weeks, we have been working in secret to prepare a nice surprise for you. Several users asked us for a function to customize the colors of the Collabox. We have listened to you and it is now possible to change the colors of the Collabox. We even have new, redesigned and colorful icons to offer you. In total, that’s 19 icons redesigned in addition to five different colors for the new minimalist icons.

Screen Shot 2016-08-24 at 14.00.50

Click here for the procedure to change the colors

You must first click on “My preferences” in the side navigation bar.

Screen Shot 2016-03-16 at 10.56.41

A new tab has been added specially for the modification of colors, it is “Colors”.

Icons 2

This news allows you to control all the options available to let go of your fool and get creative. You have the new icons, but also the options to choose the colors. We’ve also added a section at the bottom of the page that allows you to save your changes as a new theme. You just have to name it and click on “Keep as theme”. On this page you can also change the logos displayed. The “Logo” option modifies the logo located in the upper left corner of Collabox. The “PDF Logo” option modifies the logo that appears on your invoices and service offers.

Screen Shot 2016-08-24 at 13.58.59

Now let go to create a Collabox that matches your personality. Send us screenshots of your themes at social@collabox.com , we want to see your creations.

Email sent by Collabox

By Configuration, Tips and tricks

Did you know that you can send a lot of information directly from your Collabox to your customers, partners, suppliers, colleagues?

  • invoices
  • statements of accounts
  • service offers (submissions) with files as attachments
  • Appointment
  • messages mounted in the Followmail (CRM ) You don’t know it, it’s high time to find out: https://www.collabox.com/category/followmail/
  • This saves you a lot of time while still allowing you to keep track of these shipments.

To prevent these emails from ending up in “spam” there are two actions you should take now.


1- Put your outgoing server information in your Preferences-Collabox. This information is the same that you use in your regular email tool: (Outlook, Thunderbird, Gmail, etc.)

So the Collabox will use your email server (collabox.company) to send emails which will help enormously to reduce unwanted (spam).


2- The other way is to modify your domain name information, the “DNS records” to add an SPF entry.

Your email host should be able to do this for you.

Here is an example of the configuration we made for one of our clients (because we are the ones who host his emails)

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