Step 5 - Set Application Settings

The Application Settings allow you to customise Board Clever to behave in different ways to fit your business requirements.

You must be an administrator to configure these. Click the cog icon in the top right corner.

Billing

VAT Rate - Default is the standard 20% but may be overridden if you require.

Include £0 Tasks - If you decide that zero value tasks should be shown on invoices then tick this box. Many users choose to assign zero value tasks as extra instructions to drivers which they don't wish the clients to see.

Split Invoicing -  Disabled = one invoice for all tasks completed, Enabled = create an invoice for each job type. This also must be set as enabled for each customer.

Billing Details - You may choose to put payment instructions on here to show on the invoices.

Invoice Footer - Use the text in this box to appear on all invoices. 

Payment terms - Enter a number of days credit to offer by default, or zero if none.

Invoices for DL Envelopes - Enable/Disable Print invoice format suitable for windowed envelopes.

Generate By Client Name - When generating invoices create them alphabetically by client name rather than client ID.

Portal User Permissions

Portal users are your users for your business, not administrators, for example contract drivers or employees.

In this section you can enable or disable functions for your users.

View All Tasks / View Boards Up / Create Jobs / View Job History

Working Hours

This allows you to specify which days a client can select to add a new job from the client dashboard.

Cutoff time defines when users will no longer be able to add jobs to your next working day. Restricting agent users this way helps you to stay organised and prevent last minute jobs from altering your schedule for the next day.

Scheduling

Enable or disable the ability to schedule tasks. This allows you to remove the scheduling functionality of BoardClever, this means that the unscheduled tasks list will be removed from the left hand menu, unscheduled tasks will no longer show on the daily calendar and when a task is created it will automatically get assigned to the day selected during creation. You will need to enter each day to assign your tasks to your drivers manually. It is recommended that you keep this enabled.

Ignore unscheduled tasks in Print Tasks and Map. When routing or printing tasks list for a day which has unscheduled tasks if this is disabled the unscheduled tasks will be included for completion.

Hide Unscheduled Tasks From Daily Tasks View. When viewing a date in the daily calendar which contains unscheduled tasks by default it will show the unscheduled tasks with a yellow background. Enable this setting to prevent unscheduled tasks from showing in the tasks or job list.

Driver Pick List Front Sheet - This will provide a frontsheet containing a breakdown of the number of and type of boards the driver requires for the days scheduled workload.

Client Settings

Show all Tasks on Job Creation (Enable / Disable) - When disabled the client / agent login will only see Stage 1 tasks on the Create Job screen. This is to restrict users who do not understand the board lifecycle and stages from creating jobs/tasks which break this flow and cause potential issues.

Board Management

Board Clever includes a rudimentary board count for each client. In future we may expand this to be a more concise board stock management feature, but for the moment it is a useful guide to show how many boards are currently in use.

At present Board Clever will increase and decrease the board count in the following situations:

1. The count can be set to a particular number in the edit client page.
2. The count decreases when a new job is created.
3. The count increases when a board collection task is created.

Please be aware that increases and decreases happen on task creation not task completion and is meant as a approximate running stock count only at this time.

Task Management

This area alters the detail shown on the Tasks calendar.

Show outstanding task count - this will display in red the Tasks that have yet to be completed. Green tasks are completed. This is useful to monitor progress during the day of drivers who are using the mobile app to update their progress.

Enabling "Split Task Counts By Driver" is useful to illustrate the number of tasks each driver has. It can be used as an indicator to help share the workload between drivers.

Show Matching Areas is also useful to help distribute jobs more evenly across the drivers.

Group Tasks By Job

This enables a new daily tasks view which groups all tasks by the associated Job. This makes it quicker and easier to assign a particular location to a driver instead of individual tasks. It also changes how the View Driver works so as to give you more information about the number of completed tasks, the number of jobs assigned and also the ability to view jobs assigned to just that user. While this setting is optional, we will likely make this the default view in the future.

Beta Features

We may from time to time create features which are to be considered as experimental. If you're feeling adventurous you may wish to be an early adopter of these features and can enable them from here.

Admin Display

In the Board Up page under each Agent you can choose to either Show Jobs as List with all jobs on one page, or you can view the jobs separated by type across the top of the page. This is purely user preference and may be more or less useful depending on the volume of boards per Agent.

Client Display

Same as above but only affects Admin Display.

Task Creation

Alternate Google Places lookup Disabled lets you type an address in free text to quickly find a location.

Alternate Google Places lookup Enabled provides address entry via house number and post code.