Store Control Project in Monday.com

Summary

Najas Juma presents a custom solution built on Monday.com for an inverter repair business. The system tracks unclaimed, repaired inverters, automating follow-ups and scrapping units after 4 months. It includes features like service charge tracking, automated email notifications for updates, and payment management. Key dashboards display monthly revenue, payments due, store occupancy, and scrap candidates. By addressing issues like overcrowded storage, forgotten follow-ups, and non-technical staff needs, the Store Control System streamlines operations. It’s a tailored solution for repair workshops looking to improve their workflow and efficiency.

Takeaways

• 😀 The system automates the tracking of repaired inverters and their payments within the store.
• 😀 Email notifications are sent to both the assigner and the admin when a new job is submitted via a form.
• 😀 The assigner can update the service charge and assign a technician using a dedicated update form.
• 😀 The admin can manage payment updates, track balances, and automatically calculate due amounts.
• 😀 Inverters not picked up within 90 days are automatically flagged as 'not responding' and after 120 days, they are marked as 'scrap'.
• 😀 The system automatically sends reminders to the admin when a client is scheduled for pickup.
• 😀 The payment dashboard offers insights into revenue, cash collected, and payments due in the coming week.
• 😀 The store occupancy dashboard tracks the status of inverters by pickup status, highlighting those overdue or yet to be picked up.
• 😀 The scrap candidates list helps the admin identify inverters that should be scrapped, either due to age or status.
• 😀 Automations and action lists ensure that forgotten follow-ups are minimized, improving operational efficiency.
• 😀 Non-technical staff can easily manage the system using forms and email notifications, making it user-friendly for a variety of staff members.

Q & A

What is the purpose of the system described in the video?

The system is designed to manage an inverter repair business, specifically to track unclaimed repaired inverters, their payments, and automate follow-up actions, reducing inventory clutter and ensuring smooth operations.

How does the job enter the system?

Jobs enter the system through a form that is filled out and submitted. Once submitted, the assigner and admin are notified via email.

What happens after the assigner receives the email?

The assigner receives an email with an update link, which leads to a form where they can assign a technician and set a service charge.

What role does the admin play in the system?

The admin receives an email with an update link as well, which gives them access to the update form where they can manage the client’s payments and see all job updates.

How does the system manage the status of unclaimed inverters?

The system tracks the pickup status of inverters and changes it to 'not responding' if not picked up after 90 days, or marks it as 'scrap' after 120 days, notifying the admin to take action.

How does the system handle payment tracking?

Payments are managed via a dashboard that tracks monthly revenue, cash collected, payments due, and balances for systems that have been picked up but still owe money.

What is the purpose of the store occupancy dashboard?

The store occupancy dashboard displays the status of inverters in the store, including unclaimed systems, those scheduled for pickup, and systems marked for scrap, helping manage inventory effectively.

What happens when a customer schedules a pickup?

When a customer schedules a pickup, the system sends a reminder to the admin to notify the customer on the scheduled date.

What kind of systems are included in the scrap candidates list?

The scrap candidates list includes systems that have either been scrapped or should be scrapped, helping to ensure that unclaimed or outdated systems are managed efficiently.

How does this system help businesses with non-technical staff?

The system is designed to be user-friendly, allowing non-technical staff to easily manage everything from forms to emails via their phones, without needing specialized knowledge.