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Configure your Collabox

Configure your Collabox to be ready to work

Here are the main steps to configure your Collabox according to the modules or functions to which you are subscribed.

Invoice approval

By Billing, Configuration, Configure your Collabox, Employees

Do you have several project managers preparing invoices? Others need to consult them, but should not modify them? Simply ask Collabox for an invoice approval to stay in control.

Access to billing

First, you decide who has the right to create and view your company’s invoices. Then, go to the employee record to give or remove access to the billing.

Select “Configuration” at the top of the page, then “Employees” in the left menu.

Image showing the main menu of Collabox. The cursor points to the "Configuration" tab.
Image showing part of the left menu under the Configuration tab. The cursor points to the "Employees" link

Choose an employee whose access is to be modified, then click on the “Menus” tab.

Example of a customer file where the cursor points to the "Menus" tab.

Scroll down the page until you see the “Billing and Accounting” module. Check the Billing box if you want to give access, or uncheck it to remove it. Save your work.

Image of the Menus page of the employee record. The cursor points to the billing checkbox to give the employee access.

Now, still in the employee’s file, select the “Advanced configuration” tab.

Menu of the employee's file. The cursor points to the Advanced Configuration tab.

Scroll down to the Accounting Module. There are several access options available to you. You can approve invoices for which you are responsible, or the entire company’s invoices. You can view the invoices in edit or view only the invoices for which you are the account manager. The choice is yours.

Image of the Advanced Configuration page of the employee's record. Red boxes indicate where the checkboxes are to give an employee invoice approval, consultation only or full restriction.

Invoice approval

When you are the approver of invoices, you have an action to take before you can send them to the customer.

First, open a new invoice and check the information. Make changes as needed. Then, at the bottom of the page, click on the “Approve Invoice” button.

Series of clickable buttons at the bottom of the invoice. The cursor points to the "Approve invoice" button.

In the list of invoices for the current month, a green check mark appears next to the approved invoices.

Examples of approved invoices where you can see the green brackets next to the invoice number.

When they are pending approval, a red alert message is visible at the top of the invoice and no check mark is visible.

Example of an invoice that has not yet been approved. A red message appears at the top of the page "This invoice is not approved".

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274 ext. 120

Configuring your Collabox: the opportunity table

By Configure your Collabox, Contacts, Follow-ups, Your CRM

One of the features offered by Collabox CRM to manage your sales in real time is the opportunity table.

Efforts to acquire new customers are among the activities that must be constantly reviewed and updated. Management tools such as the CRM (Customer Relationship Management) are therefore becoming essential in the search for sustainability and growth of companies.

Efficient and customizable, the Collabox opportunity board allows you to “click and drag” and dynamically process your sales opportunities. At a glance, visualize a “sales funnel” by customer, by product, by amount or by service sold.

The basic steps for configuration are as follows.

Step 1

Types of intervention contact

Turn your Collabox CRM into a memory aid.

First, create your own types of interventions to keep notes on the products/services that have been presented to prospects. All this in order to obtain very detailed reports of your salespeople’s activities, among others by Solicitation report.

The following are examples of the types of interventions:

  • Telephone prospecting
  • Video conferencing
  • Email prospecting
Types of intervention

Contact qualifications

Then label the contacts, for example “A” or “Platinum“. Collabox gives you the possibility to customize your tracking system. By categorizing your contacts, you will be able to sort them according to their order of importance.

Examples of Contact Qualifications:

  • GOLD
  • SILVER
  • BRONZE
Types of contact qualifications

Opportunity products

Then, make a directory of all your products or services to follow up and find out the potential revenue per opportunity.

First, go to the “Opportunity Product” tab in the left menu. Then add a product.

Types of opportunity products

Opportunity statuses

In the methodologies related to the use of a CRM, it is recommended to use a BOM system to help track the evolution of sales opportunities.

Opportunity status” is a term used to describe a factual situation regarding a potential sale. This way, it is easier to determine at a glance the different statuses of the sales opportunity according to the stage of the sales process in which it is located.

Create your own BOM or use the one proposed by the Collabox.

Here is an example of nomenclature:

Types of opportunity status

Customization

Finally, the procedure for customizing the opportunity status nomenclature is available here.

2nd step

When your initial configuration is complete, perform step 2 from the contact form. Each tab will give you the ability to customize the contact management experience.

Assignment of “sellers ” to the contact

First go to a contact record and select the “Assignments” tab. Then check the employees who will be able to manage the selected contact.

Contact qualification

Then select the “Info” tab of the contact. Then choose the appropriate qualification type for that contact.

Follow-up date

While remaining in the “Info” tab, then add a follow-up date for the contact in the “Seller” box.

You are now ready to use the CRM function of the Collabox!

If you have any questions, do not hesitate to contact us, we will be happy to answer you.

info@collabox.com (418) 907-9274

Budget items in the Collabox

By Configuration, Configure your Collabox, Disbursed

The“budget items” in the Collabox refer to revenues and expenses (income and expenses).

In order to record these operations correctly, it is necessary to configure your Chart of Accounts. Make a list with the names and numbers of all the revenue (income) and expense (cost) accounts you need, based on your business activities. Your accountant can advise you on this.

The budget items will therefore have a number and a proper name in order to correctly identify the nature of the operation. This numbering system is used to produce the profit and loss statement and will help you easily find the accounts in the Collabox.

The income statement is the financial statement that summarizes a company’s revenues and expenses over a given period of time (monthly or annually). The income statement contains the two most important pieces of information about a company – its profit or loss.

Create the list of budget items

  • Click on the Accounting icon
  • Go to the menu on the left and click on budget items
  • Click on Add a budget item
  • Enter your bill of material
  • Record each new budget item added
  • Organize budget items by category
The budget item in the Collabox

Here is the form to add a budget item in the Collabox for the first time

Create the list of budget items

How do I create lists of budget item categories?

There are two ways to access the link that will take you to the category configuration area:
a) From an existing budget item
b) From the space for creating a new budget item (link : Adding a budget item )

Here is the procedure:

Once on the line item form, look for the heading called Category and locate the clickable link :

Updating job categories (This is where you can create your lists).

Budget item categories 1
Budget item categories 2

The link: Add a budget item category Will allow you to enter the name and order for visual display.

Add a budget item category

Create a disbursement

Each “budget item” requires the creation of a“disbursement“. A disbursement is the word used in Collabox terminology for disbursements.

Each disbursement must be associated with a supplier. You must therefore make sure that the supplier exists on your list of suppliers. However, if this supplier does not exist at the time of the recording of the operation, you will have the possibility of creating it in parallel and quickly.

The access to the list of disbursements is possible in the left menu, as it appears in the picture below. Remember that you can use the different options to search according to the criteria that may suit you best.

Image: get access to the different disbursements seized
Image: get access to the different disbursements seized

You can see the complete procedure for entering a disbursement here

Configure the employee record

By Configure your Collabox, Employees

Setting up an employee record is easy!

It is essential to properly configure the employee’s file to give him access to his personal work tools. To set up the employee record, just follow these few steps.

Would you rather see a short video?

Check out the video which is entitled: Setting up an employee record (YouTube channel)

First, select the Configuration icon in the main menu at the top of the screen. Then, new options will appear and you can click on the Employees icon located in the left menu. This will give you access to the :

Add an employee” ** This feature is reserved for super-users

Set up an employee record

After this first step, several tabs will be displayed. The most important ones to configure the employee’s file are: info, menus, preferences, advanced configuration, rates and schedule.

The tabs of the employee's form

Tab : Infos

The tab -Info- corresponds to the personal information of the employee. First, fill in the fields that are most relevant to you. Next, it is important to create a username and password for your employee. Thus, he will have access to his Collabox account.

Please note that the superuser is the only person who can give access to employee accounts.

Collabox access to your employee file

Tab: Menus

The second tab, -Menus-, allows the super-user to select the Collabox accesses he will grant to his employee. Thus, he will be able to choose between the following modules, according to his needs:

  • Timesheet
  • Billing and accounting
  • Contacts
  • Management
  • Agenda
  • Dashboard
  • Configuration
  • Tools

For each of them, a series of specific assignments are possible depending on the needs of the employee. These include the expense entry in the timesheet, access to vacation reporting, administration of the customer contact record, the employee’s personal calendar and the creation of custom fields.

Employee file tab Menus

Tab: Preferences

The third tab, -Preferences-, has several items related to work habits and alerts. Among the elements to check are the granting of the choice of the type of timesheet to be used, the selection of types of notifications and alerts that the employee will receive based on their assignments to projects and tasks, as well as important related permissions related to the opportunity table .

In addition, it is in this tab that you will be able to configure your smtp and imap to manage the sending and receiving of emails via the Collabox. To take advantage of these functions, please contact us contact by email or by phone .

Employee record - preferences

Tab: Advanced configuration

On the other hand, the tab -Advanced configuration- allows certain users to administer other employees, as in the case of a project manager. Thus, this tab is not exclusive to the super-user. Other types of authorizations, such as those associated with the company’s accounting and financial management, including viewing, locking and unlocking invoices, adding payments or administering products, are also possible. The following is a list of modules with specific assignments available:

  • Timesheet
  • Parking meter
  • Tasks
  • Projects
  • Accounting
  • Agenda
  • Contacts
Employee record : Advanced configuration

Tab : Rates

The -Rates- tab contains the employee’s payroll and expense information. First, the salary can be established (cost and sales), and then the mileage rate conditions can be set. In addition, you can configure the information of the payroll system, as well as the rates for the various leaves (vacations, sickness, health), all according to your needs.

Employee Record: Employee Rates and Salary Update

Tab: Schedule

Finally, the tab -Schedule-, is the last one to use to configure an employee. It is used to establish the start and end times of the day, as well as break and lunch times. These items must be entered correctly, as they will have a direct effect on the timesheet, primarily in the“full day” box.

To add banks of hours, a box has been specially designed for this purpose. If you need help with the configuration of the banks or if you have other questions or specific requests, please contact us by email or by phone . We can then help you configure your Collabox to meet your needs.

Employee record: employee schedules

Produce an employee record configuration report

Finally, it is possible to duplicate employee configurations for new employee records. This saves you time and avoids handling errors. These configurations are also visible in a single report for quick and efficient management.

If you have super-user access, you can view all the access and rights of each employee in your company in a single report here .

Employee Configuration Report

By Configuration, Configure your Collabox, Employees

The employee configuration report

In this article, we introduce you to a little-known feature of Collabox: the Employee Configuration Report. It allows the Collabox super-user or administrators in your organization to display in table formats all the access and rights of each of your users in your company.

It makes your life easier when it comes to knowing, for example, if Ginette has the right to modify invoices or to see if Luc has access to the list of contacts in the CRM module. This is also useful when you welcome a new colleague and you need to check if they have access to the right Collabox modules and functions .

Here is how to access this report:

1- In the top menu, choose the CONFIGURATION function the famous wheel that is only accessible to super-users or administrators of the Collabox in your organization. If you don’t see it, you don’t have those rights.

2- In the left menu of your Collabox you will see the section: Employee configuration.

3- Click on the word: Employees. The list of all your users-employees will appear.

4- At the top of this list you will see : Employee configuration report.

staff configuration report
employee configuration report

5- Click on the link: Employee configuration report. You will have different types of tables that will allow you to display specific information.

report-configuration-employees-2

a- Info general information found in the employee’s file

INFO-report employee configuration

b- Menu : the menus to which employees have access

MENU-Setup-Report-Employees

c- Preferences all preferences that employees use

d- Advanced configuration Customized options granted to certain employees upon request

d- Services Services that are assigned to employees, especially time sheet management

SERVICES-report-configuration-employees

e- Project Projects that are assigned to employees, for their timesheet, access to reports, project sheets and others.

PROJECTS-report-configuration-employees

f- Schedules : Settings related to schedules

Make the most of it!

State of results by department

By Accounting, Configure your Collabox, Digital transformation, Result status

Collabox allows you to set up a budget and income statement by department in its Accounting Module. If your organization operates with independent budgets per department, this option is for you!

Set up a department

Start by setting up your departments. Go to the main menu “Configuration”.

In the left-hand menu, select “Departments”.

Then add a new department.

Fill in the required fields and repeat the last two steps until all your departments are created.

Create budgetary positions

Then create your budget items. The budget and income statement work closely with the budget items. It is therefore important to configure them well and link them to the right transactional accounts of your company. The following video explains how to properly create your budget items.

To view the video, click here.

Add a budget

Now go to the “Accounting” menu.

In the left-hand menu, select “Statement of Results”.

Add a budget or select one from your list.

Choose the “Revenues” tab and then select the department for which you want to create or modify a budget.

Add your forecast by line item for the year. Start with income, then go to the “Expenses” tab. This is your projected budget.

Consult the results by department

At any time during the year, view your statement of results by department. Return to the main “Income Statement” menu and click on the link of the same name rather than the budget.

Check the box of the department you want to view and that’s it!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

Service groups

By Configure your Collabox, Digital transformation

The service groups are used to have by default the services by project type. Use them to save time when setting up your projects and entering timesheets!

Preconfiguration

Before creating your service groups, go to the “Organization” menu at the bottom left of your screen. Then select the “Projects” tab.

Image showing the tabs of the organization update. The "Projects" tab is highlighted.

Scroll down the page until you see the “Use service groups” function. Make sure the box is checked.

Image showing the service group usage function that must be checked.

Add service groups

Go to an existing project or create a new project. Then click on the “Services” tab.

You will see the option to update the service selections at the top of the page, as well as a list of all the services in your organization. Click on the update.

Image showing the location of the link to the service selections update.

Then add a new selection of services.

Image showing the link to select to add a service selection.

Give it a name and select the desired services.

Image showing an example of a new service group.

Collabox keeps your selections in memory. So, when you start a new project, you only have to select the desired service group!

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you. info@collabox.com (418) 907-9274

Adding your signature: configuring your Collabox

By Configure your Collabox, Digital transformation

Since you are a serious company, you certainly want to add your corporate signature to your emails. It can easily be added to your Collabox to send your service offers and invoices with signature.

Add your signature

First, go to the “My Preferences” menu at the bottom left of your screen.

Image showing the left menu with the "My preferences" function framed in red.

Then click on the “View” tab.

Image showing the tabs in the "My preferences" menu. The "Display" tab is selected.

A series of options are available to you. As you scroll down the page, you will see several places to add your signature.

  1. Bill
  2. Service offer
  3. Order form
  4. Account statement

You are free to fill in one or more of these signatures. The system allows several font and style options. You can also copy and paste your logo for a corporate customization.

Examples of signatures for invoices and service offers.

Default message

In the signature fields, you can also add a default message. This feature is optional, but it can save you a lot of time when sending out account status notices. Here is an example of a message.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274

super-utilisateur

The super user

By Configure your Collabox, Tips and tricks, Types of users

The super user is usually the trusted person in your company who manages the Collabox account for all employees or external users, like the accountant. They have the power to give special rights and access to certain people.

However, the super user can also designate management consultants or outsourcing sales managers, for example. These sometimes work for several companies and require special access rights in accounts that do not belong to them.

With the super user option, they can log in as another employee, but without their login information. It’s practically magic!

Operation of the super user option

The super user finds in his left sidebar a special clickable link, similar to a master key.

In our example, Coralie is a super user. So, when you click on her super user access link, you can see the three accounts that she can visit with her privileges. Let’s say she wants to connect to Bastien’s account. All she has to do is click on “Connection” in the right column.

su2

Coralie is automatically transported to Bastien’s Collabox account. She then enjoys the same privileges as Bastien. She must therefore be careful since it is easy to make the wrong account and thus make changes in her colleague’s Collabox.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue your Collabox configuration!

If you have any questions, please contact us and we will be happy to answer you.

info@collabox.com (418) 907-9274