Onboarding Guide

This guide shows you the correct order to set up NextFSM. Some features depend on others, so following this sequence ensures everything works smoothly.

Data Relationship Overview

Understanding how data connects helps you set up NextFSM efficiently. Here's how the main entities relate to each other:

Key Dependencies

Before you can create certain records, you need to set up their dependencies:

Step-by-Step Setup

Phase 1: Foundation Settings

These have no dependencies - set them up first.

1.1 Device Categories

Device categories organize your equipment types and enable device-based billing.

1. Go to Settings → Checklists (categories are in the Device Categories tab)
2. Click Add Category
3. Enter category name (e.g., "HVAC", "Elevator", "Fire Alarm")
4. Add custom fields if needed for device specifications

1.2 Maintenance Plans

Maintenance plans define recurring service schedules. Requires device categories first.

1. Ensure you have at least one device category
2. Go to Settings → Checklists → Maintenance Plans
3. Click Add Maintenance Plan
4. Select device category, set interval (monthly, quarterly, etc.)
5. Configure service details

1.3 SLA Policies

SLA policies define response and resolution time requirements.

1. Go to Settings → SLA Policies
2. Click Add SLA Policy
3. Define:
   • Response time (e.g., 4 hours)
   • Resolution time (e.g., 24 hours)
   • Business hours and holidays

Example tiers:

1.4 Work Schedules

Work schedules define when technicians are available for dispatch and route optimization.

1. Go to Settings → Work Schedules
2. Click Create Schedule
3. Configure:
   • Schedule name (e.g., "Standard 8-5", "Night Shift")
   • Working hours for each day (Mon-Sun)
   • Lunch duration
   • Country for public holidays
   • Timezone
4. Multi-week rotations are supported for shift patterns

Important: Every technician should be assigned to a work schedule. Assign schedules from the User Edit page.

1.5 Services

Services define what you bill for.

1. Go to Settings → Services
2. Click Add Service
3. For each service, configure:
   • Name and description
   • Billing type (per visit, per hour, monthly, etc.)
   • Default price

Common services:

• Monthly service fee (recurring)
• Emergency call-out (per visit)
• Labor (per hour)
• Device management fee (per device per month)

Phase 2: Inventory (Optional)

Set up inventory if you track parts and materials.

2.1 Stock Locations

1. Go to Inventory → Stock Locations
2. Create your warehouse(s) first (with address for GPS fallback)
3. Then create van locations for technicians
4. For each van:
   • Assign a technician - each technician can only have one van
   • Link to parent warehouse - for replenishment and GPS fallback

Important: Every technician using the mobile app should be assigned to a van. This is required for:

• Parts/inventory tracking
• GPS location fallback (when no recent location, uses warehouse location)
• Route optimization

2.2 Products

1. Go to Inventory → Products
2. Add your parts and materials
3. Set reorder levels for alerts
4. Assign to stock locations

Phase 3: Customers & Locations

3.1 Add Customers

1. Go to Customers
2. Click Add Customer
3. Enter company details and billing address
4. All addresses must be geocoded (use address autocomplete)

3.2 Add Service Locations

Each customer can have multiple service locations:

1. Open a customer record
2. Click Add Location
3. Enter the service address
4. This is where work will be performed

Phase 4: Contracts (Optional)

Contracts link customers to SLA policies and billable services.

1. Go to Contracts
2. Click Add Contract
3. Select:
   • Customer
   • SLA Policy (defines response times)
   • Services (what you'll bill for)
   • Contract period (start/end dates)

Work orders linked to contracts will:

• Track SLA compliance automatically
• Use contract pricing for invoices

Phase 5: Devices (Optional)

Track equipment at customer locations.

1. Open a customer's service location
2. Click Add Device
3. Select:
   • Device category (required)
   • Maintenance plan (optional)
4. Enter specifications and serial number
5. Generate QR code sticker for service history access

Phase 6: Operations

Now you're ready for daily operations!

Create Work Orders

1. Go to Work Orders → New
2. Select customer and location
3. Optionally select device(s) to service
4. Assign technician or leave for dispatching
5. Set priority (P1, P2, P3)

Dispatch & Schedule

1. Use Calendar to see schedules
2. Use Map to see technician locations
3. Drag and drop to reschedule
4. Use Optimizer for route optimization

Complete & Invoice

1. Technicians complete work on mobile app
2. Generate invoice from completed work orders
3. Send invoice to customer
4. Track payments

Quick Reference Card

Minimum setup for first work order:

1. Create one customer
2. Add one service location
3. Create work order

Technician setup (for mobile app and dispatch):

1. Create work schedule (Settings → Work Schedules)
2. Create warehouse (Inventory → Stock Locations)
3. Create van and assign technician
4. Assign work schedule to technician (Settings → Users → Edit)

Full setup for SLA tracking:

1. Create SLA policy
2. Create services
3. Create customer
4. Add service location
5. Create contract (customer + SLA + services)
6. Create work order linked to contract

Full setup for device maintenance:

1. Create device category
2. Create maintenance plan
3. Create customer
4. Add service location
5. Add device (with category + plan)
6. System generates scheduled work orders

Next Steps

• Dashboard Overview - Understand your metrics
• Work Orders - Learn the work order lifecycle
• Dispatch - Master scheduling and routing