Dispatch

The Command Post 3000 dispatching module raises the bar on both manual and automated dispatching. Drag & drop is not an afterthought, it’s our core dispatching engine — and it’s literally on steroids. Battle-hardened in the real HVAC world, the engine defies the industry scuttlebutt that a powerhouse system is hard to learn and hard to use. We designed the power in to make it easy to use, and instant feedback lets you know exactly what you’re doing at all times. The system’s ability to be customized to fit your needs is unlimited.

The Command Post 3000 customer window provides complete command and control of your customer information and progress reporting at the touch of a key. It lists the nearest mechanics by mileage and time of nearest approach to the customer you're currently viewing. Most of the details of the site's service history information are right in front of you to consult while you're speaking with your customer. You're no more than one click away from seeing his service contract history, installed equipment information, and accounts receivable information. The dispatcher knows the aged receivables status prior to sending mechanics to the site. The system controls lead tracking on all your customers.

Command Post 3000 provides the dispatcher with the ability to walk a mechanic through difficult routes to customer locations using accurate drive directions and displays map routes from one customer to another. The system automatically fills in page and grid coordinates for any map used by your company. You can zoom in and zoom out and scroll the map in any direction for enhanced control dispatch control. In combination with its powerful automatic dispatching and the real-time "closest mechanics" lists, Command Post 3000 improves dispatching efficiency by 20%-30% efficiency over competitive systems.

Command Post 3000 automatically tracks tasks that haven't been done yet, but need to be. You set the interval between alarms, and the appropriate users will have a yellow follow-up window pop-up on their screens letting them know what items are in danger of falling through the cracks. If the user decides to ignore the follow-up warning, that fact is logged with a date and time stamp and the user's name. This system prevents time-sensitive items from being overlooked — and holds users accountable who ignore those items. Customer service AND user responsibility gets a shot in the arm.

Getting a handle on warranty status and equipment aging is the key to tracking future leads and potential service calls during slow seasons.You have a complete listing on your customers' installed equipment, which is critical during ordering of material or parts for your them. You can save them money and increase your sales. The system allows you to insert pictures of the installed equipment as a historic record of its condition, which defuses heated fingerpointing as to the original state of the equipment.

The heart of any service business is promoting and maintaining customer relations through maintenance contracts, which ensure a steady service load for mechanics. Command Post 3000 is designed to allow the service manager to track maintenance contract obligations by giving him what he needs to know about when the service is due, with followup alerts to target contracts that have not been completed in a reasonable time from their scheduled date. This tool not only allows the service manager to maintain evenly balanced workloads for his mechanics, but it also gives him potential TELEMARKETING information for increasing sales while allowing the sales department to contact customers concerning additional add-on accessories for their existing systems.

Command Post 3000 automatically links the Time & Material book and the Flat Rate books to accounting. By adding the Flat Rate job number, Time code or Material code to a call, the system updates accounts receivable while simultaneously preparing an invoice, which all happens in less than a minute. Accounts receivable are handled for you, in the background, by Command Post 3000. This is no redundant data entry required, because it uses the information received from the mechanic as he returns to the office with his service order — or even before (by cell phone, laptop, or PDA!). Complete integration frees up time for your staff to do the necessary things that never seem to get done because of extensive and redundant manual data entry that could have been prevented.

Command Post 3000 provides arguably the fastest customer lookup system on the market. It boasts an extensive lightning-fast search routine to bring customers up using any reasonable scrap of information you have to find them. Users can pull up customers within a second or two from a standing start (yes, that fast!). This is where you start the process of working on a customer's file. The benefits for customer relations (no longer having to say, "my computer is slow, you'll have to wait a bit") are immeasurable.

When you click Add Call while viewing a customer file, you reach the Service Call window, which is probably the most critical window for your service and installation departments. The five dropdown windows break out the call according to company-specific criteria — and then separately tracks the calls under each heading that you define.This provides an extensive and detailed breakdown in your accounting department, while showing management precisely how profitable each individual function of your company really is. The "nearest mechanics" listing is included, as well as a preferred mechanics listing (which the automatic dispatching system will enforce). Calls are identified by time of day, priority, complexity, existence & expiration dates of maintenance contracts, and expandable notes. Freon reporting starts here and then routes to the employee's productivity report. Created calls instantly appear on the customer windows with current status, so you don't have to drill down here to know what's going on.