Getting Started with RepairDesk (Web App)
signed up for RepairDesk account and you’re ready to manage your store
online. Where do you start? If you’re unsure, you’re not alone. Getting started
with any new software can be overwhelming.
This is where this article can help you from point A to point B and show where to go from there.
3.0 Signing Up with RepairDesk. 2
4.0 Setting up the Software. 6
4.2.2 Setting up Payment Methods. 11
4.3.2 Tickets/Repairs Management 15
1.0 Hardware Requirements
One of the many benefits of using RepairDesk is that it has low hardware requirements. You just need access to Internet in order to get RepairDesk up and running. However, to increase efficiency of your business, we recommend you the following hardware.
DISCLAIMER: If you are using some other hardware, our support team will try their level best to solve any issues encountered by you. However if there is no solution in sight, we will recommend you to get hold of our recommended hardware.
2.0 Overview of Features
We have come up with a bundle of features in a single platform to assist your business needs and make your business grow along with proper monitoring of your business performance. By signing up with RepairDesk, you can get following business modules managed
1. Point of Sales System
2. Tickets Management
3. Invoice Management
4. Estimate Management
5. Inquiry Management
6. Inventory Management
7. Tax Management
8. Customer and Employee Management
9. Market your business through the campaigner module.
10. Generate and manage leads
11. Get Business reports
12. Manage expenses
13. Manage suppliers
14. Third-party integrations
17. Store Credits
18. Gift Cards
19. Bill Payments
3.0 Signing Up with RepairDesk
If you’ve already registered for your RepairDesk trial, then you’re ready to get started. If not, the first thing you need to do is register for a trial on our website. Please follow the link here to sign up for trial.
By following a few simple steps given below, you are ready to go with RepairDesk.
Step 1: Fill up the Signup form as shown below and hit the next button.
Note: You must read and agree to our Terms & Conditions in order to signup successfully.
Step 2: Fill up the business information and hit the next button.
Step 3: Select the relevant industry according to your business and hit the next button.
Step 4: Select any of the following options which you want to improve with the repairdesk and hit the next button.
Step 5: Select any of the following options which you want the repairdesk to help you improve and hit the next button.
Step 6: Hit the Let’s get started button to use repairdesk.
In order to become our registered
users, simply subscribe to our most suitable package according to your business
needs. To get the pricing and subscription details, please follow the link here.
Note: In case of any queries, please contact our customer support service at firstname.lastname@example.org.
4.0 Setting up the Software
Click on the Get Started button to view your onboarding checklist.
You can either set up your store by completing the onboarding checklist by yourself or you can schedule a demo with one of our customer support representatives.
4.1 Account Settings
In order to manage your account or change privacy settings, head to My Profile from right side menu.
You will be directed to following screen where you can change account settings.
To update password, head to Your Profile à Update Password.
For further details on how to change account password, please follow the link to our Knowledge Base article here.
4.2 Store Settings
To change store settings, please head to Store settings from right side menu.
You will be directed to following screen where you can change general store settings, manage stores and add new stores.
For further information on how to manage stores and setup store details, please follow the link to our KB Articles here.
Note: If you have multiple stores, please be careful with the following triggers shown in screen below while you are setting up the store.
· By selecting Yes against Sync inventory and service item prices on other stores, every time when you add inventory to one store or change item prices, it will automatically be synchronized with other stores.
· By selecting Yes against auto create inventory and service items on other stores, whenever an inventory or service item is created on one store, it will automatically be created at other stores.
Also while managing stores, it will ask you if you want to share customers across the stores. By activating this option, every time when you create a new customer, its details will be available in all your stores.
To learn more about how to share customers across stores, please follow link here.
4.2.1 Tax Settings
When setting up the store, it is important to setup the tax class according to the taxation system followed in your country. You can create a new tax class as well as edit existing tax classes. We have dual taxation functionality in our system. By activating this function, you can charge double tax i.e. global as well as item wise tax.
To learn more about tax system, please click here.
There are two cases to consider while setting up tax, tax exclusive case and tax inclusive case.
Whenever you add an inventory item, it will ask you whether you want to add the item as tax inclusive item or tax exclusive item. Similarly this option is also available for repair tickets under Module Configuration à Repairs
To know more about how to set tax exclusive and tax inclusive inventory items, please follow the link here.
4.2.2 Setting Up Payment Method
Another important aspect to consider while setting up the store are the payment methods against which you want to receive the payment. To setup the payment methods, head to Store Settingsà Payment Methods.
To learn more about how to add payment methods, please click here
Note: Please note that payment methods that are marked as accumulative.
4.3 Module Management
RepairDesk aims to facilitate repair shop owners in managing all operations through a single platform and to achieve that, we have come up with a bundle of modules to assist you with different modules management. The details of each of these modules have been discussed in further detail in coming sections.
Settings against each of these modules can be changed from Module Configuration section in left side menu just below store settings.
Head to Store Settings à Module Configuration
For more information about software settings, please visit our Knowledge Base by following this link.
4.3.1 POS Settings
Our Point of Sales is the basic screen where you can perform all operations related to repair tickets, generating invoice, create estimate, claiming warranty, email and print receipts, offer discounts, offer refund/exchange, delete and add inventory items, apply tax, expense management, add new customer as well as manage shift operations.
Four basic tabs that makes up our POS section includes
To create tickets against any repair item, this tab is used where you can select Categoryà Manufacturerà Devicesà Problemà Partsà Details
To know more about how to create a repair ticket using POS, please follow the link to knowledge base article here.
If you want to create an unlocking ticket, use this tab. Choose Networkà Enter IMEIà Set Retail Priceà Add commentsà Hit Book Now.
To sell accessories and generate invoice against sales, use accessories tab and follow the link here to get to know more about how to sell accessories from POS.
This tab is used for selling pre-owned devices. For more details about how this tab works, please follow up the link here.
To sell casual items, this tab is used and more details can be explored here.
To setup triggers for POS screen before you start using these tabs, head to Store Settingsà Module Configurationà POS
As far as settings for POS screen are concerned, you also have an option to hide/unhide tabs from POS. You can set this up using triggers from Module Configurationà POS as shown below
To hide unlocking tab, please see the screenshot below
Detailed overview of each POS function can be read through our knowledge base articles.
4.3.2 Tickets/Repairs Management
This module is specifically designed to allow users to manage repair tickets, invoices generated against those tickets and leads.
You can get the detailed overview of how this section work from our
knowledge base articles linked here.
You can setup the repair categories by heading to Module ConfigurationàView all repair categories. You will be directed to screen below where you can add, disable and edit existing repair categories
126.96.36.199 Manage Invoices
This section is used to manage all invoices generated against sold accessories or created against a repair ticket. To provide you with an ease to know the sales performance, a dashboard is displayed at the top of View Invoices page that gives you a reflection about paid and unpaid invoices. We have also provided you the facility to search invoices by applying various filters using Search Filter button shown at top right corner of screen. To set triggers against invoices, please follow the link here.
To know how to manage invoices in RepairDesk please follow the link here. More details about this section can be explored through our knowledge base section about invoices.
188.8.131.52 Manage Tickets
This section allows you to create and manage repair tickets. You can easily track the progress of tickets with the help of multiple statuses and filters that can be used to manage tickets based on set criteria. Similar to invoice section, this section displays a dashboard screen at the top showing a glance at the sales generated against each ticket status. To setup triggers against tickets please follow the link.
To know more about how tickets section work, please follow the link here.
184.108.40.206 Manage Leads
This section allows you to manage leads generated by customers. We have introduced a widget, Appointment Calendar, which allows customers to generate lead online without any additional effort required to visit the store physically. Just like invoices and tickets, it has been much easy to track the progress of leads through an easy to understand dashboard. You can easily see it at a glance from which source you are getting more leads and how many leads you have won or lost during the specified time period.
In order to know how to generate lead through appointment calendar widget, please follow the link.
To manage leads, please follow the guide here.
4.3.3 Inventory Management
With RepairDesk, it has become much easy for you to manage bulk of inventory items, transfer inventory, import/export inventory details as well as make inventory adjustments and apply inventory valuation methods.
Details of how inventory management section works can be found here.220.127.116.11 Manage Inventory
This section allows you to manage mobile, accessories and parts, trade-in and casual items. You can add new product, import/export inventory details as well as filter items by applying search filters. It also allows you to check on-hand inventory items, change retail and cost price. However before dealing with inventory settings, you must make sure that you have set the following triggers according to the nature of your business.
By default, we allow users to setup three barcodes i.e. Code 39, EAN 8 and EAN 18 from inventory settings sections. The details of each of these barcodes are discussed below.
The Code 39 character set includes the digits 0-9, the letters A-Z (upper case only), and the following symbols: space, minus (-), plus (+), period (.), dollar sign ($), slash (/), and percent (%). A special start/stop character is placed at the beginning and end of each barcode. The barcode may be of any length, although more than 25 characters really begins to push the bounds of practical physical width.
EAN-8 is a shortened version of the EAN-13 code. It includes a 2 or 3 digit country code, 4 or 5 data digits (depending on the length of the country code), and a checksum digit. While it is possible to add a 2-digit or 5-digit extension barcode, the primary purpose of the EAN-8 code is to use as little space as possible.
The SSCC-18 (Serial Shipping Container Code) or EAN 18 is used throughout the supply chain as an identifier for item tracing and internal control. In Germany this code is called EAN 18/NVE. It is always 18 digits long.
Similarly you can set default warranty period for items as shown below
Please follow the link to know more about how this section works.
Details about importing/exporting inventory items can be
To know how to download the data as CSV File,
please follow the link here.
Another major section in inventory module is about managing services which includes repairs and unlocking services. Manage services section works similar to manage inventory section where you can filter services according to multiple criteria, add new services, import/export services details, delete and edit details.
As RepairDesk allow users to handle multiple stores through a single platform, we have transfer inventory functionality that allows the management of inventory transferred between multiple stores. You can easily transfer inventory from one store to another as well as receive inventory from other stores.
To know more details about how this functionality works, please follow the links here. You can also transfer inventory by using our CSV Import functionality discussed in the knowledge base article.18.104.22.168 Inventory Count
With RepairDesk, it
has become so easy to keep the count of inventory levels to make sure that
inventory does not fall short and proper inventory records are maintained from
time to time.
Details about how
this section works can be read here.
22.214.171.124 Purchase Order
In case if you want to order new inventory, we have provided you with purchase order section from where you can easily create a purchase order against ordered inventory for respective supplier. It will help you to keep track record of when and what quantity has been ordered from which supplier.
To know about how to create and process purchase order, please follow the link here.126.96.36.199 Goods Receiving Note
This section is designed to allow users to authenticate the receive of ordered inventory. When you have ordered an inventory item and ordered quantity has been received, you can simply create a goods receiving note to authenticate supplier that ordered quantity has been received. Multiple statuses can be set against goods receiving notes to allow users to track the progress of ordered inventory items.
To know more about how goods receiving notes section work, please follow the link.
188.8.131.52 Return Merchandise Authorization (RMA)
In case if you have ordered an inventory item and later on receiving the item, you find it faulty or wants refund against it, you can make use of this section and create return merchandise authorization to keep record of inventory items that have been returned to supplier.
Please follow up the details here to know more about how RMA section works.184.108.40.206 Low Stock Report
This report enables you to get the status of your inventory levels by showing on-hand stock quantity, stock warning, re-order level, and required quantity.
By hitting this option, you will get the following report displayed showing your inventory levels.
To learn more about you can enable notifications against low stock and how low stock report works, please click here.220.127.116.11 Inventory Summary report
This report shows you an entire summary against your inventory. To view this report, please click on Inventory Summary Report as shown in screen below.
You will get the following report displayed where you can filter data applying store and date filter as well as according to total inventory value.
More details about this report can be found here.
4.3.4 Employee Management
Employees are essential part of any business and their proper or improper management can result in growth or decline of business. Therefore we have incorporated this module for you in RepairDesk to allow you to easily manage your employees and to evaluate their efforts to success of your business.
To know more about how this module works, please visit our knowledge base here.18.104.22.168 Employee Roles and Permissions
You can add new employees by following the steps mentioned in this article. To setup roles and permissions against each employee, please follow the link here.22.214.171.124 Employee Activity Log
Under the reports section, you can view employee activity log report which gives you a clear depiction of which employee has performed what action along with time and date stamp. It enables you keep the track record of each employee activity.
Click here to learn more about employee activity log.
Setting up Employee Access pin
RepairDesk allows you to set access pin against each employee to make sure that one employee does not use the data of other employees to avoid conflicts later on. It will help you to achieve data security and each employee will be responsible for his own actions.
To learn about how to setup the employee pin, please follow this link.126.96.36.199 Employee Commission
Employee commission module allows you to assign commission to employees globally as well as item wise and category wise. So when an employee makes a sale, he receives commission which motivates him to make more sales to earn more.
To learn how to set commission, please follow the link here.188.8.131.52 Employee Clock in/Clock out
With RepairDesk's Employee Clock In/ Clock Out feature, your employees will get to clock in and out in the RepairDesk POS software via user access pin. It is a fast and reliable time-keeping add on. You’ll also know the hours everyone has worked. This would help you in calculating payroll.
To know more about how it works, please follow the link here.
4.3.5 Customer Management
Customers are the building blocks of any business. No customers, no business! If you are running a cell phone repair center, we can safely assume that you would be catering to hundreds of customers. To record nitty-gritty details of your clients and manage them can be a cumbersome task. But you need not to worry! RepairDesk provides a comprehensive module to manage your customers. You can keep a record of customer info, a summary of their transactions as well as paid or due amounts.
To know the details of how this module works, please visit our customers’ management knowledge base here.184.108.40.206 Sending follow up emails to customers
This feature allows you to send follow up emails and SMS to customers to get the status of their repair tickets and to inform them about the status of their invoices. To setup canned responses against each action item, you can setup triggers from Store SettingsàEmails and Notifications as shown below.
Learn more about follow up emails and SMS here.220.127.116.11 Creating Customer groups and Third Party Billing
Managing customers is an arduous task. Managing discounts for them is even more tiresome. Now with RepairDesk you can create Customer Groups and set wholesale prices for them. Customers within a specific group will receive same discounts as that of the customer group.
with that you can also enable Third Party Billing and set
different retail prices for an item for different customer groups. In a
couple of clicks you can set customer groups and third party billing. To learn more
about this functionality, please visit the link here.
Although you can individually add customer in RepairDesk,
however it can be an extremely daunting task if your customers list is in hundreds
or thousands.To facilitate you, we've added a new functionality which will
allow you to import all of your customers directly into RepairDesk in
a few simple steps.
This will enable you to:
1. Add multiple customers simultaneously
2. Import customers simply by uploading an excel file (.xls or .xlsx format)
3. Select records you do not want to be added to database
4. Enter missing details or update records just before importing
5. Roll back changes at the last moment
To know more about this feature, please click on given link.18.104.22.168 Setting up employees payroll
Payroll is a business-critical operation for every organization. A good payroll system can help you carry out your pay run with greater speed, efficiency and confidence. So in order to ease over customers we provide you more reliable and efficient payroll system through which they can manage their employee payroll.
To know how to setup employee payroll, click here.
4.3.6 Expense Management
Every business encounters daily expenses. Recording each and every expense transaction is fundamental to get an actual financial picture of a business's expenditures. If these small expenses are not kept in check, soon they have a snowball effect, completely taking you by surprise when you are viewing your financial statements.
To effectively manage and record such expenses, RepairDesk has Expense Management Module. The module will help you to define expense codes(categories), records transactions under these codes(categories) and get a full picture of expense transactions in the form of a report.Click here to get more details.
4.3.7 Suppliers Management
Supplier management is an essential component of any business. It is important to manage suppliers when your business expands and you are dealing with multiple suppliers for the same store.
To know more about suppliers’ management, please follow the link here. To know how to add suppliers’ details, you can learn by following the article.
4.3.8 Shift Management
Start/End Shift feature allows you to record transactions in particular shifts of employees against sales registers. You can start a shift with open register and opening balance. After recording all the transactions during the shift, you need to settle up all the retail operations at the end of shift (or day).
To know more about shift management, please follow the link here.
We have bundles of reports designed to allow easy management of business operations. You can view the report section from main POS screen as shown below.
By default, you will get multi-store report displayed as shown below
To know more about this section, please click here.
4.5 Campaigner Module
Keeping the essence of marketing for any business, this specific module in RepairDesk allows you to go along with your marketing campaign in a managed way and keep a follow up relation with your customers as well as target new customers.
To know more about how it works, please follow the link here.
RepairDesk allows integrations with several third parties to provide you ease in running your business operations. You can view our integrations under integrations section as shown below. To know more about our integrations, please take a tour to integrations section for our knowledgebase.
To know specifically about our payments integrations, please follow the link here.
We have setup the following widgets to allow you to perform operations without requiring any third party service. Please visit the link to know more about our widgets.