28.01
2020

Encore’s Web Forms: A Key Tool for Streamlining Data Collection

In a previous enhancement to Encore, we released Form Workflows, a feature that allows one of your mobile employees in the field to begin filling out a digital document and then send it in a chain of command to other staff members for completion. Now, we’ve improved this functionality even further with Web Forms.

Available exclusively to users of Encore’s Ultimate tier, Web Forms provides the administrators at your company’s home office with the ability to start completing an electronic form on a desktop computer. They can then easily transfer it to your mobile workers in the field, saving time and making data collection far easier for your team. Employees away from the office can also start a document and send it back to the office for finalization on a desktop.

Benefits of Web Forms:

  • Implement command chains for forms in order to improve team collaboration.
  • Decrease paperwork costs and the time it takes to pass and collect information even further.
  • Improve productivity, accountability, and versatility with efficient, customer-friendly documentation that can be processed multiple different ways.
  • Set payment authorization workflows that automatically redirect certain expense limits to decision-makers.

A good example of Web Forms in action would be in the case of an HVAC company sending out mobile technicians to customer homes to fix broken air conditioning units. Rather than having the field employee begin a digital maintenance form from scratch and unnecessarily waste time inputting information, they can begin making their repairs earlier, with office personnel filling in any preliminary data while the tech drives to the job site.

For other types of businesses where purchase orders are more common, an employee can use Web Forms to begin filling out a purchase request document at company headquarters that will automatically redirect to a designated manager’s mobile device for review, even if that manager is currently away from the office. By helping to bring the dispersed parts of your workforce closer together, use Encore and its new Web Forms feature to improve cohesiveness and cost efficiency across your entire operation.

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22.01
2020

Encore’s Dispatching Scheduler: The Solution to Work Order Inefficiencies

In one of last week’s blog posts, we discussed some of the difficulties a field service company faced without having a tool to plan out their mobile employees’ work orders in advance. In addition to productivity and brand reputation suffering due to confusions in scheduling, the company was also spending too much money on paper documents to instruct staff that were handwritten and, at times, illegible.

Our flagship workforce management software Encore now enables businesses to manage workloads ahead of time with its Dispatching Scheduler feature. Available exclusively to users of the solution’s Ultimate tier, the Dispatching Scheduler provides an easy, yet intuitive way for your team to plan out customer visits and increase its efficiency.

Features of Encore’s Dispatching Scheduler:

  • A color-coded dashboard that provides easy identification for work order progress.
  • The ability to create service delivery windows for employees dispatched to new customer locations.
  • A feature for reassigning pending orders to new workers on the fly.
  • Calendar and Schedule rows that display availabilities, last known employee locations, and current assignments.
  • The ability to see lists of unassigned orders and drag and drop them onto user schedules.


Encore’s Dispatching Scheduler dashboard.

Benefits of Encore’s Dispatching Scheduler:

  • Distribute workloads more evenly.
  • Optimize employee schedules for higher efficiency.
  • Save time and money with intuitive scheduling that helps to keep employees informed.
  • Provide customers with more accurate service delivery times.
  • Graphics-based scheduling allows your staff to work faster and more interactively.

When applied to the field service use case, it’s easy to see how this powerful new capability could instantly improve the company’s processes. Encore’s Dispatching Scheduler allowed the business’s mobile employees to have easy access to their daily schedules, eliminating unnecessary back-and-forth communication from the office to the field and giving them a much more accurate timeframe for service deliveries. Due to both an increase in productivity and efficiency with the Dispatching Scheduler, their business was able to save significant revenue and also increase its opportunities from a strengthened reputation amongst its customer base.

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07.01
2020

Ways to Optimize Your Company’s Communication

Communication is essential to good business, and if it’s a skill that’s suffering at your workplace, there are undoubtedly hidden costs that come into play. Poor communication can result in lowered morale at best, and incredibly costly mistakes at worst. In fact, according to The Holmes Report, the total cost of ineffective communication for 400 surveyed companies with at least 100,000 employees was a staggering $37 billion. Given these potentially catastrophic results, here are four steps you can take to make sure your organization is firing on all cylinders when it comes to efficiency and clear directives.

Ensure proper email etiquette is in place.

Even something as simple as training your employees with a quick, 10-minute video on best practices for email communication is a great way to help verify that things are conveyed clearly, concisely, and professionally. Also, emphasize the importance of spelling and grammar checks across your organization; whether it’s responding internally to a coworker or manager, or externally to a business customer, it’s always important to ensure that communications remain accurate so that respect for the recipient is consistently upheld.

Schedule meetings that are actually productive.

Meetings that accomplish nothing are more than just a waste of time; they can harm workforce productivity if they’re taking people away from their work and nothing’s being done. To mitigate this, define a handful of specific goals that the meeting needs to accomplish prior to its start time, and once those goals are all accomplished, end the meeting promptly. This helps everyone remain focused on finding solutions, rather than on arbitrary conversations. Asking the individuals in the meeting for feedback about your strategies also welcomes additional diversity to the discussion, which is another essential element to good workplace communication.

Implement an efficient chain of command.

For certain forms of internal communication, such as purchase order or product collateral requests, it’s always a smart idea to establish protocols. Following standard operating procedures enables your team members to reach out to the correct individuals for these requests from the start, eliminate unnecessary back-and-forth, and ensure that the correct materials are received expediently.

Use Encore to coordinate with employees that work away from the office.

Our flagship mobile application, Encore, can help you more efficiently communicate with your internal and mobile staff by allowing your administrators to send out new instructions to them on the fly, receive collected data from the field digitally, and more. As the most powerful solution listed here for helping keep your communication inefficiencies to a minimum, Encore works to provide companies like yours with features for high savings.

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10.12
2019

Actsoft’s Strategic Partnerships

At Actsoft, we take pride in the strategic partnerships we’ve forged with many other industry leaders over the years. They’ve allowed us to construct better avenues to support our dedicated customers, establishing a variety of solutions options that can fulfill the needs of virtually any workforce.

We partner with makers of hardware and additional software solutions alike to bring your team all the tools it needs for increased efficiency, productivity, and savings. The returns our solutions can provide to your business are even more powerful once paired with the additional resources each of our alliances actively offer.

See our list of strategic partners here and what each can do to help your organization flourish.

Have any questions on how Actsoft can help you?

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03.12
2019

Keep Parcels More Secure During Holiday Deliveries with Asset Tracking

As mentioned in a previous post, the number of parcels being delivered this holiday season is likely to increase from years past. With companies like Amazon making online ordering and residential delivery even more popular, it’s clear that accessibility and convenience are currently as important as ever to the average consumer during their shopping experience.

For companies needing to ship packages, especially around Christmastime, tracking the delivery vehicles is one thing, but if those vehicles become separated from the cargo they’re hauling, product security also becomes jeopardized. Luckily, with Actsoft solutions, your team can gain comprehensive knowledge on where its shipping containers and trailers are, with Alerts for tampering outside of specific hours. Easily attach compatible sensors to the doors of your semi-truck trailers to help keep parcels more secure, as you’ll know precisely when the shipping containers they’re in are opened.

Run a more secure and efficient delivery operation with Asset Tracking that works to keep your administrators informed in near real-time. Our software solutions function in tandem with many different types of tracking hardware to display GPS positions of all your business’s assets, allowing you to choose the devices that are best for your business’s specific trailer types. From the warehouse to the distribution zone, your team can also easily establish digital perimeters with Geofences and receive notifications any time a trailer with valuable cargo enters or exits their boundaries.

Save time and money and provide additional peace of mind to your customers by using Asset Tracking to help verify that the products your business ships remain secure at all times. The stress surrounding holiday season logistics can hurt your company’s reputation and bottom line if left to spiral out of control; make sure the parcels in your delivery vehicles’ trailers are reaching their destinations securely and expediently with our digital tracking solutions.

Have any questions on how Actsoft can help you?

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26.11
2019

The Benefits of a Company Newsletter

Keeping everyone in your organization on the same page is essential to success, and one tried and true method of doing so is through a recurring newsletter that’s sent internally to your employees.

As a dynamic piece of content, your newsletter should effectively blend both graphics and text to convey your messaging. And while not all of the benefits of a newsletter may be strictly numbers-based, there’s something to be said about how creating one can bring your company closer together and work to inform employees of happenings in your organization, particularly outside of what their typical day-to-day schedules would normally include. Here are three major pluses that composing a newsletter can provide to your business.

Enhanced focus

Coordinate with your company’s leadership team about what topics will be addressed for your newsletter and try to thread a singular message throughout the entire piece. This works to provide insight to your staff and helps them realize the most important major corporate-wide objective at hand, improving organizational clarity.

Initiatives communicated

Reiterate the current primary goals for your business when creating your newsletter. If there are any key projects affecting multiple departments, provide updates within the content on what’s been accomplished, as well as what’s on the horizon. Communicating initiatives and documenting their progressions gives your team everything it needs to seamlessly shift from one task to the next in a more efficient, productive manner.

Buy-in generated

Featured sections of your newsletter where different viewpoints or departmental highlights are given can greatly improve engagement across your entire workforce. If multiple individuals from various departments have a hand in sharing information for your newsletter, buy-in is generated and employees become even more empowered.

For any other methods of communication your company may require, Actsoft solutions can help. With features built into our all-in-one business management software that help you reach your mobile employees nearly instantly, you can coordinate operations with ease. An effective newsletter keeps your staff up to date on a weekly, monthly, or quarterly basis; for all other needs, our solutions allow you to efficiently communicate with them at a moment’s notice.

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22.11
2019

Using Actsoft Solutions to Sustain Your Business

Reliability is a big part of what we develop our applications for at Actsoft. We place a heavy emphasis on making our solutions ultra-dependable in order to help your business ingrain every feature of them into routine operations for consistent, sustained support that continues to elevate the power of your workforce.

Versatility is another philosophy we’ve made essential to the design process of our solutions. For our customers, having a single application to address many of the challenges associated with managing mobile employees, assets, and vehicles is critically important. Michael Courter, Actsoft’s vice president of product management, knows the value of consolidation and adaptability as two essential traits for our software, and he’s continuously learning about new ways in which they’re improving processes for our clients.

“One of my favorite things to do is to go out and visit with customers. It’s important to see how they are using the product and gain feedback on how we can make things even better,” said Courter. “As part of this, it’s always amazing to see how leveraging Actsoft solutions has made an impact on so many businesses. From using forms to capture information, leveraging GPS Tracking and Job Dispatching to save time and money, or using geofence alerts or other methods of communication throughout the software, companies have transformed how they do business.”

Courter believes in the power of what Actsoft solutions can do for organizations of any size. Through systems integration that provides adaptability to workforces, as well as a suite of features to streamline communication, our products bring dispersed staff closer together and reduce gaps in their teams’ productivity, efficiency, and transparency.

“Implementing technology that connects the office to the field not only saves our customers money,” Courter said. “It also continues to help them truly provide better service in order to gain and retain more of their own customer base.”

Have any questions on how Actsoft can help you?

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12.11
2019

Shipping During the Holiday Season and Actsoft Solutions

In 2017, UPS estimated that they’d be shipping nearly 750 million packages during the course of the entire holiday season. This year, that number isn’t likely to drop. With a steadily increasing number of gifts being given around Christmastime, companies that are in charge of package transportation must use technology and precision to ensure that there are as few delivery hiccups as possible.

At Actsoft, we engineer digital solutions that help streamline operations for companies in industries like transportation for both the driver and the administrator. By making things easier for all employees involved in the shipping process, our solutions help delivery businesses maintain efficiency, even during their busiest quarters of the year. Two applications in particular that we offer are essential for transportation companies: ELD and GPS Tracking.

Powered by VisTracks, our Electronic Logging Device (ELD) solution enables delivery drivers to focus strictly on safe and efficient driving by automatically logging their active time behind the wheel. Rather than having to manually fill out nationally mandated forms for Hours of Service (HOS), semi-truck operators can reach their destinations as quickly and safely as possible with instant documentation preventing their attention from being diverted toward cumbersome paperwork tasks. Information about rest compliance that’s automatically logged on a driver-by-driver basis is readily available to administrators and can help reduce their business’s potential to incur regulatory fines.

On the administrative side, our solutions’ GPS Tracking feature enables location positioning to help keep cargo and trucks safe, even if they become separated from one another. Track semi-truck trailers, the vehicles themselves, and even employees during working hours with accuracy from our software’s live view map. Monitoring all mobile operations via GPS technology helps keep fuel usage optimized, package containers secure, and drivers accountable.

With the power of Actsoft solutions, transportation businesses can maintain ultimate control on their operations. Cut costs for your delivery company and keep efficiency high throughout the frenzied pace of the holiday season using our mobile management software.

Have any questions on how Actsoft can help you?

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06.11
2019

What Makes Encore’s Wireless Forms Feature Dynamic?

Encore’s Wireless Forms feature offers a much more robust experience to companies than what traditional paperwork offers. By allowing your mobile employees to document and submit form data from a smartphone or tablet, the feature is able to harness all the capabilities of mobile technology to increase efficiency and detail with every form submission. Here are three specific ways Wireless Forms offers a more dynamic documentation process than traditional paperwork.

Dynamic fields

Perform anything from mathematical equations to signature captures with dynamic fields on Wireless Forms. These portions of a digital form provide more versatility and functionality than traditional paper documents, making the form completion process simpler, smarter, and more detailed. Four types of dynamic fields include:

  • Signature Capture (with a touchscreen device)
  • Photo Capture
  • Audio Capture
  • Barcode Scanning

Data analysis

Form data submitted back to the office from the field is formatted and collected on our Encore solution’s dashboard, making it easy for your administrative team to see and analyze graphical representations of all submitted data from your company’s mobile staff. Manual data entry is eliminated from paper forms to desktop computers, increasing your team’s productivity and providing it with extra insight on your workforce’s activities.

Faster information reception

Instead of having to drive truckloads of paperwork to and from the office, or worse, paying for security companies to transport it far distances, rely on Wireless Forms to transmit information nearly instantly on a highly safeguarded digital platform from mobile devices back to the office. Encore Vault’s heightened security levels are able to help keep document data secure at rest and in transit, allowing you to receive document submissions quickly and confidentially.

Reduce paper costs, damage from handwriting or mathematical errors, and wasted time with Wireless Forms. By providing your team with additional savings avenues, this feature of Encore adds documentation that’s truly dynamic to your workforce’s processes.

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29.10
2019

Using Encore’s Timekeeping Feature to Make Payroll Management Easier

Payroll doesn’t have to be complicated for your mobile workforce. With Encore, your employees can clock in and out from the app that they already use for everyday operations, giving them an intuitive new way to manage their time schedules while on the job.

Even though our solutions can’t entirely take the place of your team’s payroll software, API integration allows Timekeeping data your employees have recorded to seamlessly sync with the system you currently have. This ability simplifies the payroll management process and consolidates things for your company.

Additional benefits of taking your timesheets mobile include reduced overtime, neater organization, and enhanced productivity. By giving your staff a way to register time-punches directly from a smartphone or tablet, they’re equipped with the tools they need to stop working as soon as their days are up, without having to drive back to the office first to clock out while still on company hours. This can also help increase the amount of work each individual on your team can accomplish daily by giving them more available time in the field, resulting in a boost to your business’s bottom line. Fit in more customer requests per day by using Timekeeping to help eliminate unnecessary drive time as a routine task for your mobile employees.

Electronic timesheets are also able to improve your business’s processes by enhancing its level of organization. Smarter storage and an absence of illegible handwriting throughout the timekeeping process both work to improve accuracy, as there’s less points for errors to potentially occur when timecards aren’t having to be regularly filled out by hand and manually delivered to the office.

With the power of Encore’s Timekeeping feature, your business can embrace all the benefits that mobile technology has to offer to the remote workforces of today. Find out more about what integrating timesheets with your existing payroll system can do to help your company save by scheduling a live, customized webinar here.

Have any questions on how Actsoft can help you?

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