Changing operations systems can indeed feel overwhelming, but this article aims to simplify the process by breaking it down into manageable tasks to help you get the most out of the new software. The guide to onboarding is divided into five key areas: Data Entry, Operations, Configurations, Invoicing, and Payroll. Each section will provide a clear outline of the necessary steps to ensure a smooth transition and efficient use of the system. By following this structured approach, you can navigate the complexities of the new software with confidence and ease.

Data Entry

Configurations

Operations

Billing

Payroll

Before you can fully utilise the system, it's essential to input your resources, including employees, vehicles, client data, equipment, and skills. This initial step is typically the most time-consuming, but once these details are entered, they are stored in the system and can be easily accessed whenever needed. Having this data set up correctly from the start ensures smoother operations moving forward, as you won’t need to re-enter this information repeatedly.

Your Traffio portal can be personalised to reflect how your business operates, tailoring the system to meet your specific needs. However, only administrators or management have the authority to set up these configurations. This customisation allows you to streamline processes and ensure that the portal aligns with your business workflows, enhancing efficiency and usability for all users.

Once your data has been uploaded, you can begin using the operations and scheduling features of the software. Before going live, it's recommended to create dummy bookings and assign yourself to them. This allows you to experience what your field workers will see and ensures there is data in the system to begin testing invoicing and payroll functions. We typically suggest creating one to two weeks' worth of data, with various types of jobs, to thoroughly test and familiarise yourself with the system’s processes before full implementation.

Invoicing within Traffio allows you to generate and manage bills for the services provided. The system will pull data from your completed bookings and signed off dockets, allowing you to create accurate invoices based on the work done. This helps streamline the billing process, reduce errors, and ensure timely payments. It’s important to test the invoicing system before going live to ensure it aligns with your business's specific invoicing requirements. We recommend creating dummy booking data to create example invoices to assist in configuring your portal correctly.

Payroll functionality in Traffio allows you to manage and process employee wages based on the hours worked, job types, specific pay rates and more. The system will pull data from completed bookings and signed off dockets simplifying the process of calculating and paying employees. There is some upfront setup required before you can begin utilising the payroll feature including the entry of pay categories, cost centres and EBAs. This also includes configuring any supported payroll integrations you may use such as XERO/MYOB. After the initial setup the best way to align your business's payroll specifications is to put your settings to the test by generating pay runs with real or test data. By identifying what is not being correctly calculated you will be able to work backwards to identify what rules, allowances or configs need to be changed.