OOHT Manager Module

The OOHT Manager module brings together the primary functions for Out of Hours Typing into a single location. It uses the same interface style as the back office module with simple large icons for prime functions.

As can be seen in the screenshot above there are a number of functions that can be accessed directly in the manager module, with simple links to the admin and back office modules for convenience.

Typists

The typist section allows the list of typists to be maintained. Clicking on the typists icon brings up a new screen which lists the currently registered typists.

There are 3 buttons above the typist list which allow typists to be added, edited or deleted.

Adds a new typist record

Edits the selected typist record

Removes the selected typist record

Double clicking a typist record is the same as selecting edit.

When adding or editing a typist record you are presented with a popup dialog window which allows the typist to be edited.

Contact Details

The first section/tab allows the main details of the typist to be entered. You can also use the Select existing contact button to select a typist from the list of contacts currently stored in the database. This can be useful if a previous typist is being reactivated.

Only basic contact details are editable here. Full contact details can be edited by using the back office module and selecting the Edit Contact icon.

Rates

The rates section allows the definition of the rates at which the typist is paid for the available job types.

When editing is complete the OK button should be pressed to save the data in the database. The typist list will be updated to match the changes.

Jobs

Selecting the Job List icon brings up a new screen which shows a list of the jobs registered in the database and their current status.

As you can see from the screenshot above there are a number of action buttons and some list filtering options. You can take the following actions via the action buttons:

Adds a new job record

Edits the selected job record

Removes the selected job record

Marks the selected job as suspended

Releases the selected job (only available if the job had previously been suspended)

Marks the selected job as complete - note that only completed jobs can be invoiced

Refreshes the list of jobs

There are also a number of filtering options:

Ticking the Show Completed box will show completed jobs in green. By default completed jobs will be hidden.
Entering a date in the From box will restrict the job list to jobs created on or after the date entered
Entering a date in the To box will restrict the job list to jobs created on or before the date entered
Ticking the Default to Today box will mean that each day the default from From/To will be the current date

Double-clicking on a job is the same as selecting a job and pressing the edit button.

Edit Job - Customer

The customer section of the job editing screen allows a customer details to be entered. The company name is the primary way of identifying a company so it must be entered. As a name is entered the system will scan the database looking for matches. The number of matches will be shown on the info line below.

The other customer details can be added / edited in the boxes shown. Full contact details including all special fields can be edited in the back office module.

Edit Job - Job Details

The Job Details section allows the details of the job itself to be entered.

Here you can enter:

The job type - Dictation or Other
The filename / job description
The length of the file / job
The rate at which the job is charged

The job total is calculated automatically.

Edit Job - Assigned Typists

This final section allows typists to be assigned to work on the job.

Assigning typists is done by ticking the box next to the typist name (as shown above).

Once all edits have been made press the OK button to save the job in the database.

Invoices

The invoice section is very similar to the job list in that there are action buttons and filters for the invoice lists.

As you can see from the screenshot above there are a number of action buttons and some list filtering options. You can take the following actions via the action buttons:

Generates invoices

Views the selected invoice

Marks the selected invoice as paid

Refreshes the list of invoices

There are also a number of filtering options:

Ticking the Show Paid box will show paid invoices in green. By default completed jobs will be hidden.
Entering a date in the From box will restrict the job list to invoices created on or after the date entered
Entering a date in the To box will restrict the job list to invoices created on or before the date entered
Ticking the Default to Today box will mean that each day the default from From/To will be the current date

Double-clicking on an invoice is the same as selecting an invoice and pressing the view button.

Reports

This function allows reports specific to Out of Hours Typing to be produced. The first screen shown will allow the user to select the desired report and set any criteria such as date restrictions.

Once selected the user should press the OK button. At this point the report will be generated and displayed on the screen. Depending on the report selected and the date range selected it can take from a few seconds to a a few minutes to produce the report.

Back Office and Admin Tool

These functions launch the standard Back Office and Admin Tool modules.