TSS
TSS
all Hire
ECHO Manual
T S Solutions Limited
T S Solutions Limited
74 - 77 Station Road Workshops
Station Road
Kingswood
Bristol
BS15 4PJ
Tel: +44 (0)844 800 1232
Email:
Website: www.tssweb.net
TSS - ECHO Manual
ECHO - Customer Relationship Management
ECHO – Enquiry, Contact, Hospitality Organiser
ECHO is an integral part of the all Hire software. ECHO is a marketing tool with a user configurable database, enabling you to track all sales and marketing activity.
Chase up all enquiries, contacts and quotations, record all telephone conversations/correspondence, create Mail Shots – organise all of your customer information in one place.
If you have any queries or would like to arrange a demonstration to see how all Hire and ECHO can help you and your company, please don’t hesitate to contact us.
Contents Page
▪ TSS Summary Screen 5
- Contact Reminders, Messages & Job Information
▪ Create a new Enquiry 6
- Record details, make a note of all telephone calls, correspondence & set up a Next Contact Date
- Link an Enquiry to a Contact
- Add Job dates and enquiry details
- Attach any correspondence and documents
▪ How to find an existing Enquiry 16
- Read all notes relating to an enquiry
▪ View all Enquiries on the Enquiry Chart 19
- See all users’ enquiries
▪ Create a new Contact 22
- Add a potential customer as a Contact
- Include notes re: telephone calls/correspondence
- Set yourself a Contact Reminder
- Link contact to enquiry
- Add additional contacts/addresses
- Attach any correspondence and documents
▪ How to find an existing Contact 36
- Read all notes relating to that contact
- Set a Contact Reminder
▪ Create a Mailshot 40
- How to create a new mail shot
- Add a Contact or delete a Contact to your mail shot list
- Duplicate a mail shot list
- How to view an existing mail shot list
- Set a processed date
- Email a mail shot
- Mail Shot chasing
- Printing a mail shot list in Word
▪ Keywords
- What are Keywords and what do they do 54
TSS Summary Screen
The TSS Summary screen is where you will access any other screens you may want to see, whether it is to create a job, alter a stock item, view scheduling or reports or in this case use ECHO. It will show any Contact Reminders, Messages and Job information for that particular day.
To view the TSS Summary, click on Summary icon, on the TSS Summary Screen.
The TSS Summary screen will be set to today’s date – you can alter the date by clicking on the down-arrow key, if required.
To update the TSS Summary, click on Process icon.
To close the TSS Summary, click on Close.
Contact Reminders
Contact Reminders will be displayed on the TSS Summary screen on the date set. To view a reminder, double click on the line and a Contact Amend screen will appear. (Please see Contact Amend Notes for further information).
Create a new Enquiry
If you have an enquiry from an interested person/company and would like to record the details, you can create an enquiry. Make a note of all telephone calls, correspondence etc and set yourself the next contact date to liaise with that person, whether it be in a week’s time, four week’s time or perhaps in four month’s time.
The enquiry will then appear on your Enquiry Chart on the date that you have set, to next chase up. (See notes under Enquiry Chart).
To create a new enquiry click on Echo on TSS Summary Screen and the following screen will appear.
Click on New Enquiry icon - an Enquiry Amend - Summary screen will appear.
Enquiry Amend – Summary
Close To close and save an Enquiry, click on Close button. A User Information screen will appear, giving you the opportunity to add a note, set the Next Contact Date and close the Enquiry. The enquiry will then appear on the Enquiry Chart on the next due date.
Cancel To exit the Enquiry, without saving, click on Cancel button.
Delete To delete an Enquiry, click on Delete button. A Delete This Enquiry screen will appear - click on Yes or No.
Type By default, Enquiry will show – you can change this to Quote by clicking the down-arrow key and click on Quote. NB You may prefer to create this as an Enquiry initially and if the company then ask for a quote, you can then amend the Type to Quote.
Status By default, Active will show as it is a new Enquiry. At a later stage, you may want to change its status to either Suspended or Dead by clicking the down-arrow key.
Create an all Hire job from this enquiry. Click the option to copy correspondence to the new job or click the option to not copy the correspondence.
Next Contact Date By default, the Next Contact Date is automatically set for a week’s time. You can change the date, when closing the Enquiry and/or when adding a note in User Notes. Once you have set the date, the Enquiry will then appear on the Enquiry Chart on the due date.
Reference When creating a new Enquiry a reference number will automatically be issued
User Notes To add a note, click on User Notes icon, where a User Information screen will appear ready for you to add a note. You can change the Next Contact Date by clicking the down arrow key then click on Close or Cancel to cancel and not save the note.
Enquiry Amend
Amend Details – General
To add in name, address etc, click on Amend Details – an Enquiry Amend ‘blank screen’ will appear. By clicking on the ‘Assigned To’ down arrow key and the ‘Taken By’ down arrow key, you can add in name of person and then type in all company details.
Link an Enquiry to a Contact
If the new enquiry is an existing contact, you can link the two by clicking on the Contact icon, input the company name on the Contact Find screen and if the correct name, you can double-click on it and it will update your details, asking you are you happy to overwrite address.
Useful – when looking at a contact, you can read all the accompanying notes shown in the Enquiry section.
Click on Contact button, a Contact Find screen will appear:-
Type in the name of the company and click Go or press the return button on your keyboard. You can also look for the company name by the Find key or by searching under the letters shown on the right-hand side.
A Contact Find screen will appear showing any companies with the name you typed in.
If you find the company you are looking for, double click anywhere within the Contact and an Update Details screen will appear, asking you Overwrite Address & Contact Details, you can either click Yes or No – depending if you wish to change the details or not.
This now has linked the Enquiry to the Contact, and will return you to the Enquiry Amend screen. So when you are looking at the company details in Contact, by clicking on Active Enquiries, you can then view all notes that are shown in the Enquiry section.
Enquiry Amend
Amend Details – Enquiry Details
Job dates and enquiry details can be added in this screen.
Enquiry Amend
Amend Details – Site Details
The site address and any relevant information can be added.
Enquiry Amend
Amend Details – Event Requirements
Information on any event requirements can be added.
Amend Details – Other
Any requested information with plans etc can be added.
Enquiry Amend
Costings
Costings information can be added.
Please note that these screens are user configurable so there may
be additional tabs with additional fields on your system.
Enquiry Amend
Correspondence & Documents
This enables you to attach any documents e.g. word documents, spreadsheets, images. You can attach your emails from Outlook and retain them in TSS.
To attach a file you first need to click on the button on the tab.
Give it a reference and put some information about the attachment to help you identify in the future. You can select from an existing category shown on the ‘Section’ drop down or you can create a new one by simply typing a name in this box.
Next use the icon on the right of the ‘file name’ box to search for the required attachment.
Once you have selected the attachment press the button.
You will now see the attachment shown in the relevant category on the screen.
Also from this screen you can copy any emails that you have stored in your inbox or sent items folder and attach them to the job also.
Click on the button and you will see the following screen.
Select either your ‘Inbox’ or ‘Sent Items’ to display then search for the email you wish to attach, highlight it and click on the button.
You will now see a COPY of the email either under the ’EMAILS RECEIVED’ or the ‘EMAILS SENT’ categories on the tab.
Close To close and save an Enquiry, click on Close button. A User Information screen will appear, giving you the opportunity to add a note, set the Next Contact Date and close the Enquiry.
The enquiry will then appear on your Enquiry Chart on the date that you have set, to next chase up. (See notes under Enquiry Chart).
Enquiry Amend
Analysis
Enquiry Amend
Reports
How to find an existing Enquiry
- read all the notes relating to that enquiry.
To find an existing Enquiry, click on Echo icon icon on TSS Summary Screen.
An Enquiry Find screen will appear.
If you know the status i.e. enquiry, quote, job, active, suspended etc,
click the relevant box. Type in name next to Find. By clicking on the down arrow key, this will show your recent searches. It will search for categories that are ticked under ‘Look At’. You can search in order and limit results – in this example by Reference and 100. Then press Search.
If you are unsure of the exact name/spelling etc you can search alphabetically by clicking on the letters or numbers on the right-hand side of the Contact Find screen e.g. abcd, efg, 123, etc. which will show all companies beginning with letters (or numbers) chosen.
In the example below, the letters cd on the right-hand side were clicked, which brought up any enquiries starting with either c or d.
To view an enquiry, double click anywhere on the enquiry line and an Enquiry Amend screen will appear giving information relating to that enquiry. It enables you to read the notes, read or update the company details, add a note and update the next contact date.
An Enquiry Amend screen will appear giving information relating to that enquiry. It enables you to read the notes, read or update the company details, add a note and update the next contact date.
Close – Click on close to close and save
Cancel – To cancel the contact and go back to the Toolbar, click on Close.
Delete – To delete a contact, click on delete - it will ask you if you are sure Yes/No.
Record any relevant notes, telephone calls etc under User Notes - this can be viewed by all users. For example, record all telephone conversations and any contact that has been made to that company. All notes can be updated with a reminder date added if required.
To add a note to a contact, click on User Notes and an InfoFrm screen will appear.
The InfoFrm screen enables you to add a note to the Enquiry with a Next Contact Date by clicking on the down arrow key, which will then appear on the Enquiry Chart on that due date. Click Close to close and save it or Cancel if you wish to add or change to the Enquiry.
View all Enquiries on the Enquiry Chart
- and read all the notes relating to any of the enquiries.
To view the Enquiry Chart, click on Enquiry Chart icon on TSS Summary Screen.
An Enquiry Chart shows by default all active enquiries grouped by the ‘Assigned To’ person.
If you press any or all of the following buttons:- Active, Suspend, Dead, Quote, Job - it will show all those relevant enquiries for that period. (The buttons act as a toggle switch by pressing on/off).
Each user will have an Enquiry Chart assigned to them, with their name and number of enquiries see example.
To view an Enquiry Chart, click on + button which will then show the enquiries assigned to a particular person (the + button will change to -).
By default, today’s date will appear, but if you would like to change the date, click the down-arrow key and a calendar will appear, where you can click the date required.
To choose a specific date, click on the down-arrow key - you can choose to view an Enquiry Chart for the next 7, 14, 28 days, or 1, 3 or 6 months or even 1 year - then click the Update icon.
The Enquiry Chart shows the Name, Contact Name, Next Contact Date,
Number of Days until it is scheduled to be chased. The date it is due to be chased is coloured green. When an Enquiry is not chased/updated, the box colour will change to red. All enquiries can be sorted in any order:- Reference, Name, Next Contact Date etc.
To view an enquiry, double click on the enquiry line, and an Enquiry Amend box will appear. Click Close to close and save the enquiry.
For more information, please refer to notes on ‘View an existing enquiry’.
Click on the Close button, to close the Enquiry Chart.