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Vessel Task Onboarding Guide

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Introduction

Welcome to Vessel Task! This comprehensive guide will walk you through the essential workflows in the Vessel Task admin app, from creating your first boat owner (customer) to tracking completed jobs and revenue. By following this guide, you’ll learn how to manage your marine service business efficiently.

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Getting Started

After logging into the Vessel Task admin app, you’ll be taken to the dashboard. Here’s how to navigate the core functions:

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1. Creating Boat Owners (Customers)

Boat owners are your customers who own boats that require servicing.

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How to Create a Boat Owner:

1. From the sidebar, navigate to the Boat Owner Management section
2. Click the + Add button
3. Fill in the required information:
   • Email Address
   • First Name
   • Last Name
   • Phone Number
   • Address
4. Click Save or Create to add the boat owner to your system
5. Once saved, the new customer will appear in your customer list

Note: After creating a boat owner, you can send them an invitation to access the customer portal by using the Invite option next to their listing.

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2. Managing Boats

Once you’ve created boat owners, the next step is to add their boats to your system.

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How to Add a Boat:

1. Navigate to the Boats section from the Boat Owner List
2. Click See Boats
3. Click the + Add button
4. Fill in the boat details:
   • Make
   • Model
   • Boat Name (if applicable)
   • Year Built
   • Type
   • Sub Type
   • Add any additional information (length, engine details, etc.)
5. Include any notes about the boat not already recorded
6. Click Save to create the boat record

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Viewing Boat Details:

• From the Boats list, click the eye icon for a specific boat to view its complete details
• The Boat Detail page shows boat information, service history, and scheduled jobs

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3. Creating and Managing Jobs

Jobs represent the service work you perform on boats. Here’s how to create and manage jobs through their entire lifecycle:

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Creating a New Job:

1. Navigate to the Job Management section from the sidebar
2. Click Schedule Job
3. Select the boat for which you’re creating a job
4. Fill in job details:
   • Job Type (Maintenance, Repair, etc.)
   • Description of work to be performed
   • Priority level (Low, Normal, Medium, High, Critical)
   • Scheduled Date
   • Assign to a Technician - if you are on the shop plan with multiple technicians
5. Click Save to create the job

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Managing Job Workflow:

Jobs progress through the following statuses:

1. SCHEDULED
   • When first created, jobs are in the ‘Scheduled’ status
   • From the Job Detail page, click the Start (Wrench) button to begin work
2. IN PROGRESS
   • Job is actively being worked on
   • You can:
     • Upload photos of the work using the camera icon
     • Pause the job if needed using the Pause button
     • Complete the job when finished using the Complete button
3. PAUSED
   • For jobs temporarily on hold
   • Click Start to resume work
4. COMPLETED
   • Once a job is marked as completed, you can create an invoice
   • The completion date is automatically recorded
5. CANCELED
   • If a job needs to be canceled, administrators can use the cancel option

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4. Creating and Managing Invoices

After a job is completed, you’ll need to create an invoice to bill the customer:

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Creating an Invoice:

1. Navigate to the completed job’s details page
2. In the Invoice Info section, click Create Invoice
3. The system will pre-populate details from the job
4. Add line items for:
   • Labor (hours and rate)
   • Parts and materials used
   • Additional fees
5. Each line item requires:
   • Description
   • Quantity
   • Unit Price
   • Total Amount will be calculated automatically
6. Once all items are added, click Generate Invoice
7. The invoice is now created but not yet finalized

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Finalizing and Sending an Invoice:

1. Invoices will be automatically sent to customers once that setting is enabled
2. Click Download to preview the invoice PDF if needed
3. You can manually email or print the invoice to provide to the customer

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Recording Payment:

1. Once the customer pays, navigate to the invoice
2. Click Mark as Paid
3. The system will record the payment date and update the status to ‘Paid’
4. The completed job and payment will now contribute to your revenue metrics

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5. Viewing Dashboard and Revenue Reports

The dashboard provides an overview of your business performance:

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Dashboard Overview:

1. Navigate to the Dashboard from the sidebar
2. Key metrics displayed include:
   • Pending Jobs count
   • Open Invoices count
   • Monthly Income figure
   • Customer Inquiries count

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Viewing Monthly Revenue:

1. The dashboard shows a summary of your current month’s revenue
2. For detailed revenue information, click on the Monthly Income card
3. The monthly revenue report shows:
   • Revenue trends over time
   • Breakdown by job type or customer
   • Comparison to previous periods

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Monitoring Open Invoices:

The Open Invoices section on the dashboard shows invoices awaiting payment

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Managing Pending Jobs:

1. The Pending Jobs section displays jobs that need attention
2. Click on any job to view details and update its status

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Tips for Efficient Workflow

1. Regular Dashboard Check: Begin each day by reviewing your dashboard to see pending jobs and open invoices
2. Technician Assignment: Assign technicians to jobs as early as possible to improve scheduling
3. Photo Documentation: Use the photo upload feature to document before/after conditions and work performed
4. Invoice Promptly: Create invoices as soon as jobs are completed to improve cash flow
5. Customer Communication: Use the email features to keep customers informed about job status and invoices

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Support and Additional Resources

If you need assistance with Vessel Task:

• Check the Help section for detailed guides on specific features
• Contact support at [email protected]
• Schedule a training session for more personalized guidance

This guide covers the essential workflows to get you started with Vessel Task. As you become more familiar with the system, you’ll discover additional features and reports to help manage your marine service business effectively.