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How are emails displayed in TEAMBOX?
Use Cases » MAILBOX » How are emails displayed in TEAMBOX?
General info Whenever you send an email with the TEAMBOX mail address in blind copy (bcc), these emails are displayed in the TEAMBOX mailbox tool Whenever you browse linked content in TEAMBOX, with “Mailbox“ opened, “Mailbox“ will automatically display…
How do I navigate around TEAMBOX modules?
Use Cases » GENERAL » How do I navigate around TEAMBOX modules?
Steps HINT: While working within a module, users can switch between all modules without triggering a reload of the page; this facilitates working in different modules all at the same time without losing data. Enter some information while browsing a module (e.g.…
How do I upload files to TEAMBOX?
Use Cases » GENERAL » How do I upload files to TEAMBOX?
General info There are several locations in the system where files can be uploaded (if the user has the relevant upload permissions), either via the ‘plus’ icon or simply via drag & drop in: “Jobs“ > “Job management“ >…
What are the basic navigational/operational elements throughout TEAMBOX?
Use Cases » GENERAL » What are the basic navigational/operational elements throughout TEAMBOX?
Links TEAMBOX uses an intricate network of links to facilitate navigation throughout the system; while working in the application, you might come across two different types of links: standard links (blue font) are linked with elements such as other modules,…
How can I customize my TEAMBOX cockpit/start page?
Use Cases » GENERAL » How can I customize my TEAMBOX cockpit/start page?
General information When you navigate to the TEAMBOX main page (i.e. “cockpit”), you might see several info boxes (i.e. “widgets”) which display core information/functionalities or glimpses into larger data sets for several TEAMBOX…
Where do I find TEAMBOX modules and their core features?
Use Cases » GENERAL » Where do I find TEAMBOX modules and their core features?
Steps 1. All of the TEAMBOX modules (e.g. “Addresses”, “Jobs”, “Finances” etc.) are accessed via the main navigation bar at the top – on mouseover, each module’s core functionalities are displayed: 2. Clicking a…
Welcome
Welcome
TEAMBOX.Help is structured in the following areas: First Steps Here is a brief overview of the most important first steps involved in using the TEAMBOX Use Cases Various use cases are answered based on possible questions The keyword search can…
What other information can I access from the main navigation bar?
Use Cases » GENERAL » What other information can I access from the main navigation bar?
Steps Enter a name (e.g. last name) in the “Address search” (no 1) => You are taken to the contact details page (for any matching contact) or to “Addresses” > “Quick search” (when there are no matches) Click the question mark…
How can I transfer address data via CardDAV?
Use Cases » ADDRESSES » How can I transfer address data? » How can I transfer address data via CardDAV?
General Using CardDAV means that address data from TEAMBOX can be transferred to CardDAV-friendly devices, such as devices operating with Mac OSX. Windows clients only support CardDAV in combination with EMClient (email client and calendar software for Windows…
How can I request address data via LDAP?
Use Cases » ADDRESSES » How can I transfer address data? » How can I request address data via LDAP?
General LDAP (i.e. Lightweight Directory Access Protocol) provides a simple way to request and use address data such as phone numbers, email addresses etc. from TEAMBOX using you PIM (= Personal Information Manager, e.g. Outlook, Entourage, Apple contacts, Apple…
FINANCES
Use Cases » FINANCES
In this section, you will find information on the following topics: Estimates How can I search estimates? How do I create a new offer? How can I create a copy of an estimate? Incoming invoices How can I look for an incoming invoice? How do I create…
GENERAL
Use Cases » GENERAL
In this section, you will find information on the following topics: Where do I find TEAMBOX modules and their core features? How do I navigate around TEAMBOX modules? What are the basic navigational/operational elements throughout TEAMBOX? What other information…
JOBS
Use Cases » JOBS
If you are new to TEAMBOX, we recommend looking through the information in the following section: First steps and basic procedures in TEAMBOX Finding/selecting jobs Creating jobs In this section, you will find information on the following topics: How…
ADMIN
Use Cases » ADMIN
In this section, you will find information on the following topics: Where can I define roles, departments and functions? Which settings can be defined / customized for activities? Where can I define / customize calendar categories and resources? Where can I…
Outgoing invoice
Use Cases » FINANCES » Outgoing invoice
How can I look for an outgoing invoice? How do I create a new outgoing invoice? How can I create an advance invoice? How can I cancel an invoice? How can I create a collective invoice? Collective invoice as PDF How can I approve an outgoing invoice? How…
ADDRESSES
Use Cases » ADDRESSES
In this section, you will find information on the following topics: How do I work with Extended Search? How can I export addresses as a .csv file? How can I generate address labels? How do I add a new company? How do I add a new employee? How can I activate…
ACTIVITIES
Use Cases » ACTIVITIES
In this section, you will find information on the following topics: How do I plan an activity? How can I create new phases? How can I copy work packages or move their deadlines? How can I view/filter activities? How do I use the Gantt chart? How can I export…
Estimates
Use Cases » FINANCES » Estimates
How can I search estimates? How do I create a new offer? How can I create a copy of an estimate? How can I confirm an estimate? How do I create a template for estimates? How do collective estimates work? When creating estimates, you can use text blocks for…
Incoming invoice
Use Cases » FINANCES » Incoming invoice
How can I look for an incoming invoice? How do I create a new incoming invoice? How can I create an OOP Invoice? How can I create a third-party invoice? How can I change the status of an incoming invoice to “paid”? How can I bill an OOP…
MAILBOX
Use Cases » MAILBOX
In this section, you will find information on the following topics: How are emails displayed in TEAMBOX? How can I look for emails? What features does “Mailbox” offer?
TIME TRACKING
Use Cases » TIME TRACKING
In this section, you will find information on the following topics: How can I track my work hours? How can I finish my day using time tracking? How can I move time tracking entries? How can I evaluate time tracking entries?
ADRESSES
First Steps » ADRESSES
How do I look up a contact? How do I create a new contact? How do I edit contact details?
FINANCES
First Steps » FINANCES
How do I create a new offer? How do I create a new incoming invoice? How do I create a new outgoing invoice?
MESSAGES
Use Cases » GENERAL » MESSAGES
In this section, you will find information on the following topics: What can I do with messages? What kinds of messages are there? How can I customize my “Messages”?
CALENDAR
Use Cases » CALENDAR
In this section, you will find information on the following topics: How can I create a new appointment? How can I invite participants? How can I work with public holidays?
PRODUCTION
Use Cases » PRODUCTION
GENERAL The “Production“ module can be used to systematically gather offers for (production) services from a variety of suppliers. PLEASE NOTE: The document templates listed in this tool are defined in the project initiation phase. In this section, you will…
How can I transfer address data?
Use Cases » ADDRESSES » How can I transfer address data?
TEAMBOX offers two ways of using address data on devices. LDAP requires an active internet connection to request the address data live from the server without transferring it to the device; CardDAV transfers the data to the device and saves it locally. PLEASE…
Forecast
Use Cases » FINANCES » Forecast
How can I create forecasts? Which insights can I gain from forecasts?
Settings
Use Cases » FINANCES » Settings
How can I define general financial settings? What kind of billing types are there?
DOCUMENTS
Use Cases » DOCUMENTS
In this section, you will find information on the following topics: How can I create a new document? Where can I look for existing documents?
How can I sync/subscribe to calendars?
Use Cases » CALENDAR » How can I sync/subscribe to calendars?
General TEAMBOX enables you to sync your agency calendar with other calendars. Unfortunately, different kinds of hard- and software operate differently, which is why intevo.websolutions has come up with the most flexible solution. Syncing is optimized or, whenever…
Where can I define rates?
Use Cases » ADMIN » Where can I define rates?
General information These settings are used for defining the rates of your agency. Preconditions Please define a cost type and a service first Steps Go to “Admin” > “Services admin” > “Rates” At the end of the list, click the green…
How can I combine new cost types, services and rates?
Use Cases » ADMIN » How can I combine new cost types, services and rates?
General information Once the cost type, service and rate have been created, they must be combined in order to be used in the system (e.g. in time tracking or when creating a new estimate calculation). Steps Go to “Admin” > “Services admin” >…
How can I sync a calendar with an iPhone?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I sync a calendar with an iPhone?
Steps On your iPhone, go to “Settings” Tap “Accounts & Passwords” Tap “Add Account“ Choose “Other“ Tap “Add CalDAV Account“ Enter your TEAMBOX server details and tap “Next” “Server”: your TEAMBOX domain (e.g.…
Use Cases
Use Cases
If you are new to TEAMBOX, we recommend working with our First Steps documentation. More advanced users might find the use cases and general information in this chapter more helpful.
How can I subscribe to a calendar using Google Calendar?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I subscribe to a calendar using Google Calendar?
General How to subscribe to the TEAMBOX.calendar and view calendar events in your personal Google Calendar Subscribing = one-way communication between TEAMBOX and Google Calendar, changes can only be performed in TEAMBOX Steps Select ‘Subscribe’ in…
How can I subscribe to a calendar using iCal?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I subscribe to a calendar using iCal?
General how to subscribe to the TEAMBOX.calendar and view calendar events in your personal Mac calendar subscribing = one-way communication between TEAMBOX and iCal, changes can only be performed in TEAMBOX Setup Steps Select ‘Subscribe’ in…
Collective invoice as PDF
Use Cases » FINANCES » Outgoing invoice » How can I create a collective invoice? » Collective invoice as PDF
General information All details (i.e. all positions, subheadings and subtotals) *) can be displayed/printed If subheadings and subtotals have been already added when creating an estimate, the option “Add Subtitle and Total” should not be used Using the…
How can I sync a calendar using iCal?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I sync a calendar using iCal?
Steps Open “Calendar” / “iCal” on your Mac In “Calendar”, select “Settings” Go to “Accounts” and click the “+” icon to create a new account => “Add account” pop up is displayed Choose “Add CalDAV account” Change the account type…
How can I subscribe to a calendar using Outlook?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I subscribe to a calendar using Outlook?
General How to subscribe to the TEAMBOX calendar using your personal Outlook calendar Subscribing to a calendar is a one-way means of communication between TEAMBOX and Outlook Steps Select ‘Subscribe’ in ‘Calendar’ Choose the relevant…
How do I plan an activity?
Use Cases » ACTIVITIES » How do I plan an activity?
Please see First Steps: ACTIVITIES for more information on this topic.
How do I create a new outgoing invoice?
Use Cases » FINANCES » Outgoing invoice » How do I create a new outgoing invoice?
Click here for detailed instructions: How do I create a new outgoing invoice?
How do I create a new area?
Use Cases » JOBS » How do I create a new area?
To access further information on this topic, please click this link: How do I create a job?
How do I create a job?
Use Cases » JOBS » How do I create a job?
To access further information on this topic, please click this link: How do I create a job?
How do I create a new offer?
Use Cases » FINANCES » Estimates » How do I create a new offer?
For instructions on how to create a new offer, please go to: How do I create a new offer?
How do I create a new incoming invoice?
Use Cases » FINANCES » Incoming invoice » How do I create a new incoming invoice?
For instructions on how to create a new incoming invoice, please go to: How do I create a new incoming invoice?
EMPLOYEES
Use Cases » EMPLOYEES
In this section, you will find information on the following topics: How can I create staff expense bills and add relevant receipts?
How can I assign permissions to roles?
Use Cases » ADMIN » How can I assign permissions to roles?
General information To assign specific permissions to a role, you first have to create the role in “Admin” HINT: the roles should be created according to a permissions hierarchy (see the respective use case on roles for more information) – this will…
How can I generate address labels?
Use Cases » ADDRESSES » How can I generate address labels?
Please note This feature is not part of your standard TEAMBOX installation package, but can be integrated and customized to your system. Depending on your use case, the customization may feature mass address label exports for multiple contacts or individualized…
Where can I define roles, departments and functions?
Use Cases » ADMIN » Where can I define roles, departments and functions?
“Settings” > “Agency organisation” Here you can create roles, departments and functions which should then be linked to permissions and corresponding employees. General Info – Settings Role Roles are used to define different levels of permissions (i.e.…
First Steps
First Steps
How do I find my way around TEAMBOX? TEAMBOX Cockpit is the main page and any of the displayed widgets can be freely arranged via drag & drop Navigate to other modules using the black menu bar at the upper edge of the screen The online help can be accessed by…
Where can I get a graphical overview of active jobs?
Use Cases » JOBS » Where can I get a graphical overview of active jobs?
General information There are three options to visualise progress details for current jobs in “Jobs” > “Job portfolio”: Finance cloud Activity cloud Combi-Chart Combi-Chart Select a client (and, optionally, area) All active jobs are…
How do I track time for an activity from within the activity list?
Use Cases » ACTIVITIES » How do I track time for an activity from within the activity list?
General information For more information on time tracking see also: time tracking / work time records Steps Go to “Activities“ => “Activity list“ Choose one of your own activities and mouse-over this activity’s line => a small clock icon appears…
What kinds of messages are there?
Use Cases » GENERAL » MESSAGES » What kinds of messages are there?
General info “Messages” is an optional module and can be accessed by clicking the speech bubble symbol in the main navigation New, user-specific messages are created when certain TEAMBOX events trigger notification Messages have different…
How can I evaluate time tracking entries?
Use Cases » TIME TRACKING » How can I evaluate time tracking entries?
Preconditions existing time tracking records in your system Steps Go to “Time tracking” > “Report (BETA)” Filter for a client, area, job, employee, … to display all time tracking related figures HINT: the filter options here are…
Where can I define services?
Use Cases » ADMIN » Where can I define services?
General information The following settings affect time tracking. Preconditions Please define a cost type first Steps Go to “Admin” > “Services admin” > “Services” At the end of the list, click the green ‘plus’ icon Enter the…
Where can I define / customize calendar categories and resources?
Use Cases » ADMIN » Where can I define / customize calendar categories and resources?
General information When creating a new or editing an existing calendar event, you can assign a category to the event book available resources such as meeting rooms or meeting equipment. These can be defined in “Admin”. Steps Go to “Admin” >…
How can I sync a calendar with an Android phone?
Use Cases » CALENDAR » How can I sync/subscribe to calendars? » How can I sync a calendar with an Android phone?
General info Card and CalDAV synchronisation on Android is only supported via third-party apps – none of these (as far as we’re aware) are free of charge. Thus, we recommend using the app “DAVdroid”. URL: https://www.davdroid.com PlayStore:…
How can I generate a password for a user?
Use Cases » ADDRESSES » How can I generate a password for a user?
General information “Permissions and password“, as described below will only be displayed if an employee has been successfully added to the system HINT: You can find out how the user himself can change his password and set a confidential email address at the…
How do I create a job?
First Steps » JOBS » How do I create a job?
Jobs are created using the module “Jobs” > “Job Management”, provided that a client has already been created (see How do I create a new contact for more details) an area has been created for that client Open “Job Management” and select a client from…
How do I plan an activity?
First Steps » ACTIVITIES » How do I plan an activity?
Precondition: a correctly created job (see How do I create a job? for more details) Open “Activities” > “Activity List” and use the search bar to locate the relevant job In the results list, click the green plus icon next to the selected job to create a…
How can I create a new document?
Use Cases » DOCUMENTS » How can I create a new document?
GENERAL In TEAMBOX, you can define freely customizable documents for template and recurring use. Your templates may be defined in the TEAMBOX initiation phase and will be displayed in the list of “Document types“. STEPS Go to “Documents“ > “New…
How can I create a third-party invoice?
Use Cases » FINANCES » Incoming invoice » How do I create a new incoming invoice? » How can I create a third-party invoice?
General information Usually, a third-party invoice is created if the agency offers the services provided by a supplier as part of an estimate, but if the client pays the supplier him-/herself. Subsequently, the third-party service and cost is not included in the…
How can I create a collective invoice?
Use Cases » FINANCES » Outgoing invoice » How can I create a collective invoice?
General information Once a collective invoice has been activated, partial billing of estimates (example: taking over only 40%) is not possible any more If you’re interested in adding this feature, then please contact support@teambox.eu Collective…
How can I track my work hours?
Use Cases » TIME TRACKING » How can I track my work hours?
Preconditions Depending on your installation, “Attendance” may / may not be displayed here (see first step below) Steps “ATTENDANCE” Navigate to “Time tracking” > “Entry” => “Attendance” is displayed…
Where can I change notification settings for “Messages”?
Use Cases » ADMIN » Where can I change notification settings for “Messages”?
General information “Messages” is an optional module and can be accessed by clicking the speech bubble symbol in the main navigation: New, user-specific messages are created when certain TEAMBOX events trigger notification (to see the full list of triggering…
How can I accept an offer and create a production order from it?
Use Cases » PRODUCTION » How can I accept an offer and create a production order from it?
Preconditions An offer was created in the TEAMBOX STEPS Go to “Production“ > “Document search” Browse the job and scroll down to “Production requests/orders“ and choose one request You are in the “Offers” tab Click on the button…
How can I bill an OOP manually?
Use Cases » FINANCES » Incoming invoice » How can I bill an OOP manually?
Preconditions HINT: This option is only available for ‘Out of Pocket’ invoices with the following status: “Billed” "open"* _and_ *"Status" “paid” Steps Go to “Finances” > “Incoming invoice” and…
How can I display what kind of information in the job overview?
Use Cases » JOBS » How can I display what kind of information in the job overview?
Steps In “Jobs”, select a job using the job selector In the upper part of the job overview, job-related information such as “Description” and “Status” (the only two mandatory fields) are displayed as well as optional data such as…
Which settings can be defined / customized for activities?
Use Cases » ADMIN » Which settings can be defined / customized for activities?
Steps Go to “Settings” > “Activities” Define / change the following settings according to your preferences: “Use tasks for Activity“ => enable using tasks for work packages “Use start date” => enable using activity start dates…
How can I change pricing on different levels (client, area, job)?
Use Cases » JOBS » How can I change pricing on different levels (client, area, job)?
General information Prices can be changed in the tab “Rates” for each level (i.e. client, area, job) If specific, agency-global rates are not applicable for a certain client, these can be deactivated (per client) Rates are inherited from the higher onto the…
What kind of billing types are there?
Use Cases » FINANCES » Settings » How can I define general financial settings? » What kind of billing types are there?
General information In “General settings”, you can set the following three “Billing types”: Client only receives agency invoices For all services offered by the agency, the client pays all costs directly to the agency and won’t receive…
How can I view/filter activities?
Use Cases » ACTIVITIES » How can I view/filter activities?
General information Per default, this page will view work package information based on your previous selection. Clicking the icon in the filter area will reset all filters to the standard setting (i.e. show all activities from all jobs that you as user are in charge…
How can I create or edit tags?
Use Cases » ADDRESSES » How can I create or edit tags?
General information PLEASE NOTE: a newly installed TEAMBOX does not display any tags in “Tags“ as these are individual per client and should be custom defined by you/your adminstrator(s). Steps Use “Quick search“ or “Extended search“ to…