Your Quick Start Guide to NextMinute for PlaceMakers

Five Steps to getting started

The following Quick Start Guide provides an outline of all things you should take care of when starting out with NextMinute. This guide assumes a trial of NextMinute has already started.  

For a complete overview on accessing NextMinute for PlaceMakers check out the Knowledge Base article -http://support.nextminute.com/knowledgebase/articles/1089757-starting-a-trial-of-nextminute-for-placemakers

Step One

Check your software:

Desktop: Access via a browser. NextMinute operates best in Chrome, Firefox, Safari and Internet Explorer v11. We recommend Chrome. Note: Ensure you do not have private browsing enabled.

Mobile devices: download the native application from GooglePlay (for Android devices) or AppStore (for iOS devices).

Step Two

Log in via desktop:

First access to NextMinute will be via Spark Business Apps. The subscription owner can continue to "Connect with Spark Business Apps". When using this access route you will need to follow steps shown in screens 1-3.

Log in via Spark Business Apps:

  1. After selecting "Connect with....Spark Business Apps", you will log in to the Spark Business Apps account first.
  2. Once logged in, select My Apps from the Dashboard.
  3. Select the NextMinute tile and you will access the NextMinute app.

Please note: Upgrade and purchase are handled by the Spark Business Apps marketplace. Customers must purchase and upgrade acquiring the total number of Administrator and Mobile Users licenses required for a business. 


Log in Direct:

Once a password is created via the change password action within the NextMinute app. A subscription owner can by pass Spark Business Apps and log in direct. The steps are as follows:

  1. Open Chrome browser, then go to https://app.nextminute.com
  2. Enter your NextMinute user name and password
  3. Select Login

Log in via mobile device:

  1. Open the App via the icon
  2. Log in using Spark Business Apps button.   Enter your user name & password Or log in direct (once an in-app password has been set).
  3. Select Login


Manage Subscription & Users

Once a subscription is established all users will be added and managed within the NextMinute app.

Log in for team members:

Once team members are invited to your NextMinute subscription. They will access NextMinute via desktop using the Log in direct steps and the log in direct process for mobile devices.

Please Note: You can access NextMinute software with the established user name and password on any device. You can only login to one device at a time. When switching between devices you will be automatically logged out of the previous device used. 



Step Three

Complete the system set up:

Before starting, we recommend you work through the set up check list. There are 1- 6 sections to complete, click on each tab and enter your relevant business information.

1) Subscription Setup

a. Organisation details - your business contact information.
b. Financial information - currency, tax, tax rate, tax number.
c. Quote configuration - start number, prefix, increment.
d. Order configuration - start number, prefix, increment.
e. Invoice* configuration - start number, prefix, increment.
f. Job Number configuration - start number, prefix, increment.
g. Task Number configuration - start number, prefix, increment.
j. Account payment details - payment information for invoice footer.

*Should you want to configure numbering continuity, you need to enter the relevant next number from your existing system. You can also select to generate invoice number from your Accounting system, do this in the accounting integration set up.


2) Integration


To set up the Accounting Integration you will need the administrator log in credentials for your accounting provider.

For more details, check out the Knowledge base article: http://support.nextminute.com/knowledgebase/topics/124863-accounting-integration

*When setting up your Accounting Integration, you can choose to bring through your customer contact information. You can record sales data in three general ledger accounts to match how sales (invoices) are captured in NextMinute.   Sales can be recorded as labour, materials and disbursements. Purchases (supplier invoices) can be recorded to purchases in the accounting ledger.

To set up PlaceMakers Integration click on the PlaceMakers logo to activate your account, this should have been completed during the trial period.   On upgrade your PlaceMakers integration is maintained. 

See the "PlaceMakers Know Me set up & authentication process" section of this guide for a refresher on authenticating with PlaceMakers & the Know Me set up process.

For more details, check out the Knowledge base article: http://support.nextminute.com/knowledgebase/articles/939135-setup-hardware-supplier-integration-placemakers

Tax rates - these are applied or synchronised from your accounting provider.

Tax Rate Defaults - ensure tax rate defaults are set correctly here.

PlaceMakers Know Me set up & authentication process:

During the trial sign up period, you will have set up your PlaceMakers Know Me access.

Setting up a Know Me account allows you access to your dedicated PlaceMakers account. This is necessary to enable access to the PlaceMakers and NextMinute integrated features ie: your PlaceMakers price book by branch and account.


Step 1: 

New to Know Me: 
Click Not Sign up yet?  Click here link, 
complete the Sign up form.  Follow Steps 2-4 below.

If you are an existing Know Me user:
Select PlaceMakers and enter your PlaceMakers user name and password for Know Me.  Once authenticated you will return back to the NextMinute app and can continue using NextMinute.

Please note: One per in your team will need to refresh your PlaceMakers token every 24 hours, you will be alerted to do this.  Here you enter your PlaceMakers Know Me user name and password.

Step 2:

Complete the KnowMe sign up form.


Step 3: 


Add account including branch and customer account code (generally a 5 digit code). Multiple branch accounts can be linked to your Know Me account.


Step 4: 

Accept the terms and conditions. You will receive an email confirming your registration. Once confirmed you can return to NextMinute and complete the supplier integration process.


Example of Email confirmation: 

3) Branding

Add a logo to your subscription. It will appear on all your output materials including invoices and quotes.

Note: One logo only can be uploaded to your NextMinute subscription.


4) Security

Set up user permissions and invite team members to your subscription. You have complete control over what the people you work with have access to in NextMinute. You define the permissions that work for your business.

Once a subscription is established either the 14 day trial or as an upgraded subscription, the subscription owner will manage and invite users in-app. You will need to have an email address for every user you want to invite to your subscription:

  1. enter email
  2. enter name
  3. select role.

For more details, check out the Knowledge base article: http://support.nextminute.com/knowledgebase/articles/937293-invite-users-to-your-account-desktop

Customers are prompted if they have exceeded the maximum user count. If you wish to invite more users to your subscription you need to return to https://apps.sparkdigital.co.nz/account and upgrade and add additional users (either Administrators or Mobile Users). Please note: All subscription management is controlled by the subscription owner only.


5) Lookup Lists

Apply the Lookup categories that match your business and the work you do. Consider the type of work activity you do and label jobs and tasks accordingly. Consider the flow of work and label the job and task statuses to match how you organise your workflow from start to finish.

All lookup lists are customisable, we give you some relevant selections to start off with. You can also customise the colour coding of your selections.


5) Template Setup

The messaging content and templates are managed via the template set up area. Here you can access merge fields and text format to create the following:

  • Templates for all messaging you issue (email and sms).
  • Job Templates
  • Job Sheet Templates
  • Quote Templates - including header & footer templates.
  • Invoice Templates - including header & footer templates.
  • Supplier Invoice Templates.
  • Order Templates
  • Pre-Built Templates. 

Step Four

Add Contacts:

If you set up an accounting integration with NextMinute all the contacts you hold there will sync through to your contacts list in NextMinute.

Note: if there are no categories in your accounting provider, as for example: customer or supplier they will not be tagged accordingly in NextMinute.

Import Contacts:


Navigate to the contacts tab / all contacts / more / import contacts.

If you set up an accounting integration with NextMinute all the contacts you hold there will sync through to your contacts list in NextMinute.

Note: if there are no categories in your accounting provider.  

For example: customer or supplier they will not be tagged accordingly in NextMinute.

Import Contacts:

You can add or import contacts using csv file import.  

  1. Download Generic template
  2. Organise your data to match column headings in the template
  3. Save as csv file
  4. Choose file and preview
  5. Upload file to NextMinute.

For more details, check out the Knowledge base article: http://support.nextminute.com/knowledgebase/articles/937287-adding-importing-contacts-to-your-account-desk


Organise Contacts:

You may also find adding contact types is a great way to organise your contacts list in NextMinute.  

For more details, check out the Knowledge base article: http://support.nextminute.com/knowledgebase/articles/942766-assign-contact-types-to-a-contact-desktop

Step Five

Add Sale Items:

Adding Sales Items to your subscription enables faster quoting and invoicing.

Importing Sale Items:

You can import sales items and price files.

  1. Download Generic template
  2. Organise your data to match column headings in template
  3. Save as csv file
  4. Choose file and preview
  5. Upload.

For more details, check out these Knowledge base articles: http://support.nextminute.com/knowledgebase/articles/945004-importing-sale-items-to-your-account 

http://support.nextminute.com/knowledgebase/articles/945019-adding-sale-items-to-your-account-desktop


Summary

Congratulations on Getting Started with NextMinute, we aim to make this process as straight forward as possible. For more details, check out our Getting Started Knowledge base articles: http://support.nextminute.com/knowledgebase/topics/73317-getting-started

You are now ready to use NextMinute. Please refer your users to the online Knowledge Base - support.nextminute.com for online training, 'how to' articles, and information at your finger tips.


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