New

Below is a list of recent changes to SMMware since the NASMM 2024 Conference in Chicago.

Highlighted New Features

• New Look and Feel for SMMware
• Client Notifications for Events.
• Enhanced Onboarding content, helpful material presented the first time a new record is added for various types

20 other revisions:

• Autofilling Addresses for Clients/Leads/Jobs: Previously, SMMware provided a dropdown menu of Organizations allowing you to you to auto-fill the fields of addresses found in Client, Sales Lead, and Job records.  The dropdown fields have been replaced with ‘Type Ahead’ functionality.
• Copy Notes from Sales Lead to Job: When you create a Job from a Sales Lead, you can copy the Notes from the Sales Lead over to the Job. This is in addition to the already existing setting that lets you copy the contents of the Summary field (when a Job is created from a Sales Lead). 
• Marking Sales Leads as Won: When you create a Job from a Sales Lead, SMMware will now automatically mark that Sales Lead as Won.
• Client Profiles Can Have 2nd Email Address: Just like it sounds, Client Profiles can now have a 2nd email address. These emails will appear when you use the email function for Sales Leads or Invoices.
• Jobs, Printable version includes any Org info: If a job has any organizations attached to it, the profile for those organizations will be appended to the printable version. Note: In the normal view, you can click on the name of the organization to see a popup with that organizations profile.
• Events, Notify and Remind Clients: SMMware can now notify your clients when an Event is added or revised (via email and/or text message). The client can also confirm receiving notification. SMMware will send emails to both email addresses and send text messages to both phone numbers in a Client Profile. Client Representatives will also get an email/text.
• Telephone Numbers: Now Mark as ‘Is Textable’: Previously, the description for an Associate’s phone number had to be ‘Cell’ or ‘Mobile’ in order for those phone numbers to receive text messages at that number. There is now a checkbox labeled ‘Is Textable’ to serve that purpose.
• Invites, Notify Main Contact: For subscribers who use invites, some people have requested that the main contact not receive notifications when the invitees respond, that it is just too much email. There is now a setting to skip these notifications. See the Settings Editor, Section 4. 
• Invoices, ‘Note’ now has HTML Editor for Formatting: The Public and Private notes were plain text fields, but are now HTML fields that allow formatting.
• Invoices, Packages, & Layout Change: The ‘Adjustments’ and ‘Deposits’ section are now at the end of an invoice (so after the hours, expenses, supplies, mileage sections). It was pointed out that the Adjustment and Deposit sections are not as primary as the others and it made more sense for them to come at the end.
• Invoices, Override who it is ‘To’: Why you might use this: If a 3rd party (such as a senior living center) is paying part of the contract, they may want an invoice sent to them that specifically shows them as the payor. When an invoice is copied to QuickBooks, the PAYOR is still shown as the client, but there will be a note that the PAYOR was overridden.
• Invoice, Scanned Receipts for Expenses: There is now a Setting under the Invoices section allowing you to append the images of scanned receipts for expenses at the end of an invoice PDF. 
• Invoices Can Include Summary of Allotted Hours: There is now a Setting under the Invoices section allowing you to include a summary of hours allotted versus hours used for the job in an invoice PDF
• Client Notifications & Associate Portraits: To make clients more comfortable, client notifications now include the portrait of the Event Lead. To enable that feature, Associate Profiles now allow you to upload a portrait.
• Onboarding: SMMware now has an onboarding feature. The first time an administrative level user logs into the system, they will be offered the opportunity to get an introduction to some basic concepts in SMMware. There are a number of other places where some onboarding help will be offered as well. 
• My Unavailability / My Availability, Improved Control for Mobile: When managing your Unavailability / Availability, there are now time fields that let you directly adjust the start and end times of entries. For an existing entry, click/touch on it and the entry label will change to ‘Selected’, and the background will turn orange. Then touch into either the start or end time field to open the dropdown of times. The time fields support ‘smart shortcuts’.
• Job Listings, Viewing Restrictions: SMMware now offers a setting that limits which jobs lower level users can see in the Job Listing (and whether they can see the filter). You can prevent lower level users from seeing closed jobs (You set the level required to see all Jobs, and to see the filter).
  You can prevent lower level users from seeing Jobs which they are not assigned to. You set the level required to see all Jobs, and to see the filter. ‘Assigned’ refers to the list of assigned associates seen in a Job Profile.
• ‘Floating’ Tasks: Historically, when creating a Task, you had to assign it to a specific Sales Lead  (or Job, Client, Organization, Contact).  You are now able to create a ‘floating’ task, which isn’t assigned to any of those record types. Once created, it will appear in the Task Center as usual, and can also be found in Admin->Manager CRM listings.
• File Manager: Upload via Drag N Drop. Directly accessing a phone/tablet camera: The File Manager now has an area labeled ‘Click/Drag files here’, and you can now upload file by dragging the files into that area. You still have access to the file selection popup, by clicking on that same area. You can also take photos and immediately upload them to SMMware, such that they are not stored on your mobile device. 
• Availability Table, Order using Drag N Drop of Associates: The Settings Editor for the Calendar now has an option such that you can manually set an order to the list of Associates in the Availability Table. Associates in the list can be dragged to new positions and the resulting order will be remembered. This order is set at the user level, and they will see that order when they change devices. Other users can either leave the Availability Table at the default order, or they can set their own order.
• Contacts, Middle Name Field Added: This field was added so that when checking for duplicates, SMMware can distinguish between people who have the same first and last name.