Schedule DB

  • Quickbase application, Schedule - Team Management (Schedule DB) is an account of scheduled work for all active client and Ishidos.
  • This system will outline
    • what work is scheduled for the client
    • how often the work is to be completed
    • hours budgeted for the work
    • who is completing the work
    • which client the work is being completed for.
  • It is required that the Schedule DB, be accurate at all times. This is a valuable tool for tracking client work and eliminating the need for extra spreadsheets.‍
  • The more work we do which is scheduled, the more successful we will be as a company
  • Daily is better than weekly, weekly better than monthly, monthly better than quarterly.
  • Lifebushido is growing and successful because of a solid focus on databases and kaizen of databases.
  • Our Team DB, Client DB, Schedule DB and other databases are critical to success
  • Team Leaders are responsible for Schedule DB. https://www.quickbase.com/db/bdswf49kw. It should be 100% accurate weekly as of Monday 12pm Eastern. You can update it on Fri-Sun or Monday morning before you send Monday TL email. Always attach PDF on weekly TL email of Schedule DB.
  • Select client name
  • TL and KA - tell Steve if you suggest column add/drops to report.
  • Suggest KA print this report to PDF periodically to send to their clients.
  • If anyone asks KA for Schedule Report for client - this should be sent as PDF with name
  • Scheduled Work - CLIENTNAME - Best Agent Business.PDF
  • If KA sees something that does not make sense, do not change Schedule DB, inform TL and they make the change
  • Login to Quickbase
  • Go to the Schedule Team Management App
  • Select the green + New Record in the top right hand corner
  • Client - Select the client from the drop down menu
    • if the client is not listed in the drop down menu go to the bottom of the list and select add new choice and add the client.
  • Work System
    • People - CS / KA / Calling / Talent / Sales
    • Systems - Closing / Accounting / Lead Management
    • Marketing - Marketing
  • Team - Choose team you are completing work for
  • Type of work - Chose the type of work completed
  • Assistant - Person completing the work
  • Mentor - Mentor assigned for this task
  • Status - Select the frequency of tasks assigned or current status if regularly scheduled work is not be completed
    • Pause - only use for temporary purposes - never longer than 1 month
    • Waiting on KA or Client - after several weeks of this status and no change, please update to inactive
    • Pending Steve - ask Steve if you have or need to code any entries this way so he can clarify and not have it coded this way
    • Project Ad-Hoc - Project based - should have a start and end date in special notes
  • Budget Hours - Hours budgeted for frequency of tasks
  • Budget Hours Monthly - Total monthly hours budgeted for this task
  • Due Date - Date task is due to client
  • Next Action Date - Date action is due - this field is used to assign tasks that need to be completed prioir to the due date to ensure task is complete - example editing, processing , creation
  • Next Action - The process that is needed to complete the task
  • Technology - Platform used to complete task
  • Webpage - Webpage link if applicable
  • Comments - What is required to complete tasks
  • Special Notes - This field will be used for the Ishido to rate the work performed with the following ratings
    • Rating A - Love this Task
    • Rating B - This task is okay
    • Rating C - This task will be delegated to someone else or I do not like this task
  • Lead Caller - Lead caller rating
  • Report Type - report used for calling
  • Agent - Agent assigned for follow up of the lead
  • Daily Log monthly - monthly date daily log is due
  • Editor - person responsible for proofing and reviewing before work is sent to client.
  • Person Type - Who is getting this report? Regular is for the lead client, Agent is for their buyer's agent or referral agent, Caller is for the BAB or other Caller, Summary s summary reports usually for Steve.
  • Copies - Number of copies
  • Group -
  • Next Call -
  • Records -
  • Target Count -
  • Record Count -
  • Last day Sent
  • Last System Date - Date sent to systems - fillable only by systems
  • From the Home Page
  • Best reports are on the main page and list the most used reports broken into categories
  • On the Left hand side of the page all reports are listed within a category of the type pf report they are - Ishido / Client / Team / Group / Calling / Closing / Lead management
  • From the Reports and Chart Page the reports are also listed by categories
  • Select the report you want to view
    • Team reports will pull a report for work that is assigned to that Team by Work Type and Ishido performing the work
    • Ishido reports will pull a specific Ishidos work by Team and Work Type
    • Client Reports will pull a specific clients work by Team, Work Type and Assistant performing the work
    • Group reports will pull hours by Group - People / Systems / Marketing by Team / Work Type and Assistant
  • To access Team Reports
  • To access your own record
  • To access a client record
    • From the Home page under Client Records select Scheduled work by Client Ishido Report
    • The client report is used if you want to send the client a pdf of their hours- this is normally used by the KA
    • Select the name of the client
  • To export a report to PDF open the report you would like to export
  • Top right section there is a downward arrow next to more - click this arrow
  • Select Print
  • Check print this report as a table and select OK
  • Check include data and select print
  • Printer Selection change to CutePDF Writer
  • Select print
  • Save file to PC / Drive
  • File names for client reports
  • Scheduled Work - CLIENTNAME - Best Agent Business.PDF
  • ishido_resources/training/quickbase/schedule_db.txt
  • Last modified: 2018/10/03 07:27
  • by toshserrato