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1. How does Web Office System work?
This is an entirely Web based system. To use the system, go to WebOfficeSystem.com and log in with your user name and password.
2. What about training?
We walk you through the software on the phone during sign up. Our software is easy to use. Web Office System is extensive in its capability. In our experience, knowledge of software or computers is not required. You may want to call us for clarification or further training by phone from time to time. Support is free in most cases.
3. Can several people use the Web Office System at one time?
Yes, absolutely. In fact, Web Office System is built from the ground up as a collaborative system capable of supporting many people at once. It is a work environment for a virtual company. Users are assigned security levels from 1 to 5. High security levels can do more and get into more areas. The highest security level controls all users.
4. Can anyone update the Contact Records?
Users with security levels 3 and above can add and edit contact records. Levels 1 and 2 have read only access. Only a level 5 can delete a contact.
4. How do I control who has access to the Web Office System?
Each user logs onto the system their password. The system administrator (level 5) can access the Add and Delete Users function in the Administration area. This functions controls security access to the system.
5. Can I divide our contact database into groups?
Yes, you can assign up to 10 groups. For example you can have clients, vendors, personal, prospects, etc. You assign a contact to a group by setting the pull down list (see overview) and updating that contact.
6. Can I divide our database into lists?
Yes, you can have up to 10 lists. For example one list could be past due accounts, newsletter list, etc. You assign a contact to a group by checking that box on their contact record.
7. Can I keep notes against a contact?
Each contact record contains a Notes screen. You can keep running notes against a contact. This feature is useful if you are marketing to that person. You can have pages of notes for each contact.
8. Can the system create a business letter?
Yes, you can have unlimited letter templates in the system. There is also unlimited memo and thank you letter templates. You can also produce an envelope.
9. How do I assign a task to myself or an employee?
Tasks are entered into the Production Job List. Each task is assigned a client contact, a user, and a priority. Jobs automatically go into individual job queues. This way a group can manage many jobs assigned to many different employees.
10. How is labor recorded into the system?
Work is recorded into an "Employee Work Record" by each user. Work is recorded against each job. The system is able to track work done by client and by employee.
11. Does the system have a built in Calendar?
The system interfaces seamlessly with our Company Calendar. This adds calendar capability to the office system. You can add Internet Time Card and Sales System too.
12. Can I send out mass email from the system?
The system interfaces seamlessly with our Broadcast Newsletter. This allows you to send unique looking email to any group or list in the contact database.
13. How many contacts can I have in the system?
Unlimited.
14. How many users can I have in the system?
Unlimited. Most companies have around 10 users.
15. Can I download a spreadsheet of my contacts?
Yes, the system includes a download spreadsheet function that people use for marketing purposes.
Note: If your question was not addressed call us at 714-368-1500.
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