Getting Started

 

A GUIDE TO GETTING STARTED WITH TOMMIE

Once you've applied for your FREE 30 day trial, setting up TOMMIE is extremely straightforward and intuitive. However, we thought you might still find it useful to have a step-by-step guide to getting started. Why not print it out right now and have it next to you as you enter your company data?

Although you do not NEED to follow all the steps below in sequence to get TOMMIE working, you should find the process more efficient and logical if you set up your account as follows:



STEP 1. ENTER YOUR COMPANY DETAILS

  • When you login to TOMMIE for the very first time you will arrive at the 'Company Details' screen in the 'Admin' section. You'll notice TOMMIE has already populated many fields with information taken straight from your Free Trial registration. In addition, TOMMIE has put in some default values in other areas which are based on popular choices (e.g. businesses normally working a 5 day week, from Monday to Friday, with the first day of the week being a Monday). However, you may wish to change some of the information and values. No problem - all you need to do is check what's already on the screen and anything you want to change, simply overtype or click the corresponding button. When you are happy with all the information, click on the green 'Save' button at the bottom right hand side.

  • Meeting Types - We have started by suggesting some words you may like to use to categorise meetings by type. You will see that 'Internal' meetings have been given a green coding and 'Client' meetings have been coded in pink. If you would like to use the word 'Customer' instead of Client, simply overtype. If you want to change the colour coding for any category, simply type the word you want in the field whose colour you want to use. You can choose from up to 8 different colour codes. If you want 'Not Applicable' as a category, just type 'Not Applicable' into the appropriate colour field.

  • Remember, you can always go back and edit any information at a later date.



STEP 2. SET UP YOUR OFFICE ADMIN

  • Now go the 'Office Admin' screen (you'll find it under the main 'Admin' menu option). This screen will allow you to start customising how TOMMIE will look and the words it will use to describe office admin functions. THIS SCREEN IS MORE IMPORTANT THAN YOU MAY THINK - it is really what will help you avoid holiday conflicts, find staff quickly, check meeting types at a glance and do all sorts of filtering elsewhere within TOMMIE.

  • Meeting Locations - Use this area to enter the names of offices or meeting rooms or other locations that you would like TOMMIE to remember. Use the upper field to type in the locations one by one (e.g. 'Main Conference Room'), then click the 'Add' button to add this location to the list below and automatically clear the entry field ready for the next Location. Note that 'Off Site' and 'Not Applicable' are already set up as meeting locations as non-editable descriptions and appear as options in the Location drop down menu when a new meeting is entered.

  • Departments - Next on the right is the area for entering the names of different 'Departments' (note the actual name for this area is user-definable i.e. YOU decide what to call it from the 'Company Details' screen). You may wish to enter the names of actual departments, or workgroup names, or perhaps floors of a large office e.g. Warehouse, Accounts, Marketing, Sales, Customer Service, First Floor etc. (In a couple of steps time you'll be able to add Staff to their respective Departments).

  • Office Closures - Simply enter all the dates for which you plan to close the office, together with a brief description to appear in the Calendar e.g. 'Good Friday' or 'Bank Holiday'. This will help prevent meetings being arranged for when the office is actually closed. Weekends are automatically taken care of, unless you have configured TOMMIE for an unconventional week. Note that a description of each public holiday has been automatically entered into TOMMIE and displays in the calendar (e.g. "Christmas Day") accordingly, but these are not set up as automatic office closures. If you set one of these days to be an office closure and enter your description to exactly match that used by TOMMIE, it will only appear once.

  • Pay Days - Simply enter the dates on which the company plans to pay its staff. All pay days entered will then appear on the Calendar, for the benefit of all users.

  • Expenses Categories - Again we have entered some of the most popular categories for you, but you can add to or delete from the list by using the entry field and buttons provided.

  • When you are happy with all the information on this screen, click on the green 'Save' button at the bottom right hand of the screen.

  • Remember, you can always go back and edit any information at a later date.



STEP 3. ENTER STAFF DETAILS

  • Now you need to enter the names of your staff. You can choose to do this by entering personal details for one person at a time, or you can take advantage of TOMMIE's 'Bulk Load' facility. Note: whilst by no means essential, you may wish to add staff in order of superiority, as this will allow early population of drop-down lists for people with 'Approver' status later on.

  • Start by clicking on the 'Staff' menu option to bring up the sub-navigation options. If you wish to enter details one person at a time, select the 'New Staff Member' menu option. Clicking on this will give you a screen to do this (and remember there's a Help button on the screen itself, as there is on all TOMMIE's screens, in the unlikely event that you do get stuck). Note that there's a drop-down that allows you to assign each person to a Department (see Step 2 above) and also that holiday entitlement is pre-populated with your company's standard arrangements (which you can overtype). Note that the drop-down menus for your Holiday Approver(s) will not be populated until you have entered a few names. Don't worry, you can go back later once you have sorted out who is going to be responsible.

  • When you are happy with all the information, click on the green 'Save' button at the bottom right hand of the screen, or the white 'Save & New' button if you wish to immediately add another member of staff.

  • If you wish to save time, select the 'Bulk Load Staff' tab to download a handy Excel spreadsheet to help you. When you have completed the spreadsheet, follow the instructions to upload the data straight into TOMMIE.

  • Remember, you can always go back and edit any information at a later date.



STEP 4. ENTER CONTACT DETAILS

  • Now is the time to enter Contact Details for people OUTSIDE of your company i.e. non-Staff. Typically these will be suppliers, customers or clients and other useful people. Having them all on a central database allows everyone in your company to share them (though details can always be made private by their 'owners').

  • Start by clicking on the 'Contacts' option in the main menu. This will bring up the Contacts sub-navigation menu. As with Step 3, you will notice that you can choose to enter Contacts one at a time, or you can take advantage of TOMMIE's 'Bulk Load' facility.

  • If you wish to enter Contacts singly, select the 'New Contact' option. Clicking on this will give you a screen to do this (and remember there's a Help button on the screen itself, as there is on all TOMMIE's screens, in the unlikely event that you do get stuck). Note that the drop-down menu for Company will not be populated until you have entered a few names.

  • When you are happy with all the information, click on the green 'Save' button at the bottom right hand of the screen, or the white 'Save & New' button if you wish to immediately add another Contact.

  • If you wish to save time, select the 'Bulk Load Contacts' tab to download a handy Excel spreadsheet to help you. When you have completed the spreadsheet, follow the instructions to upload the data straight into TOMMIE.

  • Any New Contacts you enter will be 'Owned' by you. Of course, if you have activated other users by now then then you can always ask them to help populate the database by entering their own Contact details. In each case, initial ownership will automatically go to the creator of the record.

  • Remember, you can always go back and edit any information at a later date, including ownerships.



STEP 5. ENTER COST CENTRE DETAILS

  • Now you can set up your company's Cost Centre Codes, allowing everyone to allocate their time and expenses to the right place.

  • Start by clicking on the 'Cost Centre' tab in the main menu. (Note the actual name for this section is user-definable i.e. YOU decide what to call it from the 'Company Details' screen. However, it will always be just to the right of the 'Contacts' tab). This will bring up the sub-navigation menu. Now click on New Cost Centre, or whatever you have chosen to call it. Simply fill in all the required fields, and remember you can use the Help button towards the top right of the screen in the unlikely event that you need further guidance.
  • Any New Cost Centre Code you enter will be 'Owned' by you. Of course, if you have activated other users by now then then you can always ask them to help by entering their own Cost Centre details.

  • When you are happy with all the information, click on the green 'Save' button at the bottom right hand of the screen, or the white 'Save & New' button if you wish to immediately add another Cost Centre Code.

  • Remember, you can always go back and edit any information at a later date, including ownerships.



STEP 6. - ACTIVATE USERS AND SET PERMISSIONS

  • Now you need to 'Activate' the users (Staff members) and decide what level of 'Permissions' each will have with respect to the TOMMIE system (what they will and won't be allowed to do).

  • To do this, go the 'Admin' section of the main menu and select the 'User Accounts' tab. This will bring up a list of all the members of staff for whom you earlier entered details successfully. Towards the right hand side of the screen you will see a number of white buttons. Start by clicking on the 'Permissions' button and check the boxes that you wish to apply in each case. Then, click on the 'Activate' button to 'switch on' a user with the permissions you just chose. Repeat this for as many staff as you would like to be able to use TOMMIE.



STEP 7. - FINAL STEP - ACTIVATE TOMMIE

  • Now you need to activate TOMMIE itself. To do this, simply go to the 'Admin Dashboard' screen and click the green 'Activate FREE Trial' button.



WHAT NEXT?

CONGRATULATIONS. You are now up and running and have 30 days of free usage. But to evaluate TOMMIE properly for your company, people have to use it!

Each user (member of Staff) should have received an email from you giving them their username (email address) and initial password. Encourage everyone to say hello to TOMMIE and enter some data. Meetings are a good place to start. Contacts are also useful for everyone. Existing holidays should be entered and people encouraged to use TOMMIE's 'Holiday Details' section to request new holiday dates. By the time Pay Days and Birthdays are also showing up on the Calendar screen, TOMMIE will start to look more friendly, more useful - more lived in!

Then, when you are familiar with the basics, have a go at generating some reports. Read each page's individual Help file, or visit the FAQs or Demos sections at our website www.tommie.co.uk.

Remember, any questions unresolved can be put to our tech support people by emailing them at support@tommie.co.uk.