Configuring Business Basics
Video Tutorial Transcript
Hi, Damien from Power Diary.
In this video, I’m going to show you how to set up some basic business information.
So to find this, you go over to the main menu, click on ‘Setup’ and then ‘Configuration’.
So first, let’s look at ‘Business info’. This is where you can change your business name if you want to use a name that was different to the one you used to set up your trial. You can enter your ABN or your business number, depending on what country you are in. The appropriate reference will change here so you can add that in. Select the country that you are operating in – most of the time we will have picked up this automatically when we created the trial but there are circumstances where this may be incorrect. So you can select your country, your time zone, and finally your locale and then click ‘Save changes’ and that is done.
Next, let’s look at ‘Locations’. You may operate from more than one location, so over here [shows left-side of the screen], we can see there’s a ‘Locations’ menu. I have added few locations to this account already but you can simply click on ‘Add location’, entering the basics of that location – name, address, and so forth.
One interesting thing is you can actually change the colour of this location. So if we were to change a colour of a location, it will change the background in the diary or in the calendar so when you’re looking at it, you can see which location you’re at. I might actually just show you a quick example of what that looks like. So if we were to take this Hawthorn location here and I’ll edit that and change it perhaps to sort of a light color [light green] like this and then we were to save that. And what we will see is that in the main diary and the calendar area here if someone’s rostered at this location, so James in this case is rostered there, you can see that the background has that light green. For instance, Renee is still white. Just back to this configuration, and location, you can add as many locations as you need to and you can roster clinicians at those locations.
Okay, let’s have a look at the calendar display next. This is the start and end time that is shown in the calendar. You can adjust this and what we are referring to here is if we look on the main calendar you can see this shows 8 o’clock through to 8 p.m. but you may want to show different hours. So, if we go there, to calendar display and for instance, we could say “Look, we actually start at 10 a.m. and finish at perhaps 9 p.m”, I’ll just save these changes and show you what that looks like. You can see now, the calendar starts at 10:00 and finishes at 9pm. You can adjust this to suit your business needs.
The other thing you can do here in this calendar display is to change the minutes per calendar block. So you might run 15-minute appointments and it may make more sense to have your calendar broken down into 15-minute increments. So if you were to save that what you would see is that we look at the calendar, you’ll see it is now broken down to 15-minutes increments so you can adjust that as you need to.
You can also adjust the size of the calendar blocks and that just suits different styles and preferences. So you can adjust that to be small, one way, through very big.
So finally, I’ll show you how to adjust these other options here – reminders and invoices. We will actually do a separate video because it’s a bit more content to that.
But I will just jump through here to Communication quickly, and this where you can add in your business email address so by default, when you send an email from Power Diary, they will come from that address. And importantly, replies will be sent to that address and also the name that you would like to show in your email so who that is from (sometimes it’s not the full business name so you can adjust that here). You do have the option to send mail via your own server but the default setting which is to use Power Diary’s default to send your email and if you are interested in sending an email from your own server, just search our help desk for mail server or sending via my own mail server, you will find some instructions on how to do that. Okay, that’s it!