Help Contents
Site and system setup assistance
Order your sites into route order
Troubleshooting Error Messages
Technical support and telephone help is available for 30 days with ProAsset Home Edition. We welcome your feedback, and if the information you require is not here, please feel free to email us with full details of your query, and this will be dealt with on a best endeavour basis.
This help system is designed to be simple, eliminating complex menu's and index's for searching for information.
Click on the subject headings and scroll through the text to locate the assistance you require. If you are a new user setting the system up for the first time, we recommend you print off the help and tick each step of the way.
For users who require further information, or a greater level of assistance, technical support (via telephone and email) the annual support agreement is included within the subscription. Training, consultancy and advice is also available, please call for details or see our Customer Support Web.
The software will usually run for 120 days and then will require an unlock code to activate this software. To activate the software click on Register when loading ProAsset Manager and contact us providing the following details:-
Your name
Address
The Serial number on the ProAsset Registration screen
Have your credit card details at hand if you have not already purchased the software. If you have already purchased the software please supply a copy of the invoice to verify.
Determine the Number of Sites required *
* The software limits the number of sites that you can add to the system. If you require additional site capacity later, simply contact us to purchase the key code for extra sites.
Welcome to ProAsset Manager task scheduling and garden maintenance software.
There are several simple steps to follow in order to use this software. Further details are available within this documentation and online. We recommend you print this guidance and tick each step once you have completed it.
There are 2 ways to configure ProAsset Manager. If you are setting up just one or two sites, then you can input Features and Task types and add them in Clients and Sites.
However if you wish to use the system to it’s full capability - we recommend you use the Feature Template capability. This enables you to use the Import capability, to borrow and use information that is relevant to the garden your are setting up. You can also set the system up for several sites, and clients, sites, split large sites or estates into smaller sites or plots, and plan work for years to come!
Please follow the procedures set out below.
To save you time, there is a growing range of Expert Templates which are available for you to import, making it easy to set out detailed task and work schedules. Example of Expert Templates may include:-
Lawn Maintenance
Pond Maintenance
Garden and Grounds Maintenance
Health and Safety Site Checklist
Allotment & Vegetable Planner
Machinery maintenance and servicing checklist
Indoor plant maintenance programme
The list is growing.....
You can create and Export your own Expert Templates - and exchange them with Friends, Colleagues or other users.
If you are a gardening Writer or Author the system allows you to create Expert Templates to distribute to your readers - perhaps by allowing your readers to download from your web site!
Site and system set up
assistance
Depending on your requirements - and we may be able to provide further assistance or consultancy, including site set up service if you need assistance. Please email us with your details including details of the tasks and sites, and we will contact you.
Setup - set up your clients and sites, add your employees and team details, set up preferences, add your company details
File - set up printer
Work - produce work tickets and invoices
Troubleshooting Error Messages
If you encounter a software error within the program please note each step that you have taken and full details of the error message, and forward details via email. You will receive a reply within 4 working days.
Please refer to customer services web for updates and assistance regarding error messages and fixes available.
Technical Support (telephone and email) is available by Annual Support Agreement included with your Subscription. Training, consultancy and advice may be available, please see our Customer Support Web for further details. Home Edition Support is available Free for 30 days commencing on the date of the first call.
Telephone support is not available for unregistered or trial copies of this software, however, subject to resources we will endeavour to respond to any questions submitted via email.
If you have any questions or require assistance regarding this software please refer to our Customer Support Web at www.proasset.co.uk.
Frequently Asked Questions
Program and help updates
Create a site
Add features with tasks to a site
Manage lots of customers and sites
Use the Feature Template
Check and finalise setup
Add your details in Setup > Company,
Next, Click on Set-up > Client > New
Add or Edit Contact Details to add details of the person who’s property that is being maintained.
Next decide what the main features of the sites are. These are usually lawns, beds etc. The quickest way to set tasks up is use the Expert Templates. These have preset work already set out for the year - simply select the Features Templates most suited to your garden/s.
To find a site on your system, click on Setup > Site > Edit. You may have a demonstration site. Click on Open/Edit to see the details located on the site.
Go to Setup > Site > New
You need to Add or Edit Contact Details or Use Client button to associate your site with the correct client. Save when you have added sufficient detail and exit.
Add Features with Tasks to Sites
Go to Setup > Site > Edit > Search > Open Edit or double click on the site required.
If you have Features Templates set up, click on Use Feature Template - as the pointer indicates below.
Select the Feature Template you require and click on Select and Save. Click on Save to save the your site.
Go to the Feature & Task Set-up Screen by clicking on Set-up > Feature Set-up > Add Feature. Add your main features. For example Bed - Mixed Flower/Shrubs plus a short reference code such as BM1 and Grass - Lawn Area (GL1).
On the right of the Feature & Task Set-up Screen is the Task List. Click Add Task and add the main tasks that you do. For example Mow Lawn and Weed beds.
Next link highlight the feature by clicking on the Feature e.g Grass - Lawn Area and click on the tasks that are associated with that feature e.g. Mow Lawn.
Ensure you click on Save to save your work at each stage.
Feature Template Setup
Welcome to one of the most powerful aspects of the system! The Feature Template allows you to collate a range of tasks to features. It is designed to save you a lot of time, particularly if you have lots of sites.
Go to Setup > Feature Template
Click on Create a new feature to start creating a new Feature Template. The screen below shows lots of Feature Templates already set up. We may call also them Expert Templates - for example if they have been compiled by gardening experts. "LM001 Lawn - Luxury A1 Maintenance" is an Expert Template which has over 30 maintenance tasks related to it.
Note the pointer showing the Select & Save button. It is important you click this to save at every opportunity to avoid losing data.
Enter a new name for your feature template. Click on “Base Feature Type on” and pick the feature that you require.
E.g. If you are setting a lawn up click a feature which has work relating to lawns.
Click on the Feature Tasks tab as shown below. If you are creating a new feature template, there will not be any tasks set yet. Click on Tasks Assigned to Feature Template drop down arrow. You will see a list of all of the tasks in the task library.
Look closely and you will see some that are marked with a trowel. These are the tasks associated with your base feature previously set up in Setup > Feature Setup. The screen below shows 6 tasks marked with a blue dot as applicable, it is good practice to ignore the ones not marked.
(If you click on the Trowel in the box on the left you can see all of your base features and task as in the Feature Setup list.)
To select and add a task either double click on the first task marked to Add it to your New Feature Template or highlight it and click on the Add Task button. Repeat this for each task marked with the blue dot.
Once you have added your tasks, click on Feature Template tab and click on the Select & Save button.
It is good practice to review your work frequently after saving - exit the set up screen and go back in.
Add Task Dates to a Feature
Template
Highlight the new feature (as outlined in Setup Feature Template). Click on the Tasks tab to see the tasks.
Click on Set Task Date and double click on the dates you require the task to be set. The screen below shows a template set for mowing (and brushing off dew) to be undertaken weekly. It is recommended you set the dates consistently commencing at the start of the working week - Mondays.
The task setup screen also includes a copy dates button, to allow you to copy a full years work forward to future years. Follow the instructions on screen for this. Note the Nudge Dates function. This lets you nudge your copied dates to coincide with the start of the week. If there are any dates misplaced, simply double click to remove these and reselct the correct date.
Schedule or Programme
your work
Once you have completed the Feature & Task Set-up and created features in the Feature Bank, you need to schedule your tasks.
Click on Set-up > Feature Bank > Feature Tasks
Click on the drop down Tasks Assigned to Feature. Note the tasks relevant have a dot to indicate applicability. Click Add Task and you will see the chosen task added to the task list below.
Double click on the task in the task list or click on Set Task Dates to go to a calendar. Add the dates that you would commence work.
Once you have set up the Feature Bank for a year or two you can add this import this information to the sites.
Import the Feature
Import the Feature with the programme you have set up from the Feature Bank by
clicking on Feature Details > Import Feature and highlighting the Feature you have previously created. Click on Save & Select.
This will import all of your work to the site (ignore the import choices unless required) Continue using Import Feature until you have copied all the features appropriate to your site.
Click on Save to finish and exit.
To print a schedule of works, go to Work > Work Tickets. In the section Show work ticket dated, the start date for the work to commence and the end date and Display Current Selection. You will see all the tasks you have set up, based on your Feature Templates added to your sites.
Check the items are correct and then click on Create Work Ticket to preview the ticket. Work will be listed per site in date order. If you have set a route ID, your sites will be listed in the numerical Route order, e.g. 10, 20, 30. Leave a gap between the Route ID's for future adjustments and inputting new sites if required.
Click the |< < > >| icons to go the any other pages, as shown by the pointer below. Click on the printer icon to print the report, or file to save it in different formats including spreadsheet formats for manipulating or undertaking calculations.
Invoices
To raise invoices based on the work done, go to Work > Work Tickets and in the section Show work ticket dated, bring up the start date and end dates the for work ticket's that you want to invoice. If most of the work requires invoicing Click on Select All and use the Ctrl key and your Mouse to deselect any items that do not require invoicing.
Click on Create Invoices for Selected.
Register Payments ?
Go to Work > Invoices > New
Advanced Set-up
- Adding multiple sites
- contractors
Add your Customers
Go to Set-up > Client > New
If you have lots of clients, think carefully about how you want the lists to appear. We recommend the following if you have over 100 customers (instead of using “Create a reference facility”).
Create a Reference = 001JP02
001 is the first in the sequence
JP are the customers initials - Jim Peters
02 is the year that you put the client onto the system (you can see instantly how long a client has been with you in years to come)
Next click on Add or Edit Contact Details (you do not need to enter a display name as this is created automatically).
Add any Home / Business and Bank details within Client Details Screens.
Save and exit. Continue to add more clients.
Once you have entered all of your clients you could use a print screen program (not supplied) and print off the entire client list. Proceed to add the sites.
Go to Set-up > Site > New
For simplicity you can use made your Site Reference codes the same as your client codes
001 is the first in the sequence
JP are the customers initials - Jim Peters
01 is the first site.
A customer can have several sites or you could break a large site up into smaller plots. For example 001JP05 would be Jim Peters plot or site 5.
You need to select the Client or click on Add or Edit Contact Details or Use Client button to associate you site with the correct client. Save when you have added sufficient detail.
Order your sites into route order
You may wish to print your work schedules out in the order that you undertake the work.
Print a list out of all your sites and number each site according to the order that you visit it on a normal routine.
Work in increments of 20. Your first site should start at 20, the next one, 40, 60 and so on.
Click on Set-up > Site > Edit , and add your site Route No.
If you need to slot any new sites into the route, add you have left gaps in the route numbers you have scope to do so. E.g.. You may wish to add a new site between 40 and 60, therefore 50 is the logical Route Number.
There is also a Round facility to enable you to describe your site according to which Round you have placed it on. For example you may have Round 1 - Anytown, where you have sites that you visit fortnightly. Your may also have sites in Round 2 - Queborough, which you visit fortnightly, between your visits to Anytown. This will enable you to print out the rounds separately.
Your site or sites will have features on them. Features include lawns, trees, gates. You undertake tasks to features, for example for lawn feature, you mow it.
List the main features present on your sites, features that you undertake work to - lawn, mixed shrub/flower beds, conifer hedges etc.
Go to Set-up > Feature Set-up and add your list of features.
Note if you have 2 Rounds you need to create your features according to the round that they are on.
For example
Round 1 - commences in April - Week 1
Round 2 - commences in April - Week 2
If you want your work programme to fall on the correct weeks, you need to indicate the round within the Feature Description.
Lawn (wk1)
Lawn (wk2)
Once you have set up your features, you need to add your tasks or work.
Go to Set-up > Feature Set-up > Add Tasks
Mow Lawn (wk1)
Mow Lawn (wk2)
Weed beds (wk1) etc.
You can add your unit price and time it takes to undertake the unit. For simplicity you could base your cost on your hourly rate. So if you charge someone £20 per hour for mowing, your price is £20.00 and the duration is 1:00 or 1hr.
Click on the feature to highlight it, and you can tick the check boxes in the Tasks List and Save to associate the tasks to the features.
Feature Bank
Go to Set-up > Feature Bank
The Feature Bank is designed to save you a lot of time! You use the Feature list you have created.
Go to Set-up > Feature Bank > Create a New Feature
Enter a new name
Click on “Base Feature Type on” and pick the feature that you require.
E.g. If you are setting a lawn up click on Grass - Lawn Area (wk1) for mowing in week 1
Other features listed may be:
Lawn (wk1)
Lawn (wk2)
Edges for strimming (wk1)
Edges for strimming (wk2)
Link the Tasks to the
Site
Click on the Feature Tasks tab
Click on the drop down list to display all of the tasks in the library. Look closely and you will see some that are marked with a trowel. These are the tasks associated with your feature previously set up in Set-up > Feature Set-up. Click on the Trowel in the box on the left to display the Feature Set-up list. (Click on the feature to highlight it, and you can tick the check boxes in the Tasks List and Save to associate the tasks to the features).
Add the dates that you would commence working by clicking on the site Task tab. For easy administration, if you organise your work weekly, it may best to view your dates as week commencing.
E.g. Grass -Wk/Rnd1 - Mow week commencing April week 1. Double click on Feature in Feature Tasks and click on fortnightly commencement dates.
Once you have set up the Feature Bank for a year or two you can add this import this information to the sites. All of your tasks with commencement dates are loaded automatically to your site when you Import Feature on the site Feature Details screen.
Remember if the site is on Week 1/Round 1 you need to click on the features that you have set up for Week 1/ Rnd1, not features set up for Week2/Rnd 2.
Task = A job or work you may undertake to a feature
Site = A site, garden, or plot which you can add features to, such as a lawn or pond.
Feature = A lawn, tree or flower bed, in fact anything that you undertaken maintenance to.
A Feature Template is a named template with work and dates for that work) to be undertaken.
Expert Template = A Feature Template set up by an expert or specialist.
Help Terminology
"Setup > Feature Setup" means from program Menu structure click on Setup then click on Feature Setup
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