Set up clients, sites and services

Before Rytmia can schedule a visit it needs to know three things: who the work is for, where it happens, and what is being done. Those are clients, service locations and services. Set them up once and every quote, shift and invoice afterwards draws on them.

Clients

A client is who you invoice. Create one under Clients as either a Business or a Private client — the choice decides whether the identifier field asks for an organisationsnummer or a personnummer.

Two fields are easy to skip and expensive to skip:

• The identifier. It can be added later, but no quote can be sent without it.
• A contact. A client with no contacts shows No contacts — a quote cannot be sent to this client, because the quote goes out as an SMS to a person.

Add contacts under the client’s Contacts tab. A contact can be marked as a Quote approver, which is the person the quote is sent to.

Clients also carry a status — Prospect, Active, Inactive or Lost — which you can set by hand. A prospect becomes active on its own through an accepted quote or a confirmed order.

Invoice grouping

Each client has an Invoice grouping setting that controls how completed work is bundled onto invoices: per client, per service location, or per order.

A client with eight sites who wants one invoice per site should be set to per service location. Getting this right now saves you splitting batches by hand later.

Service locations

A service location is where the work is carried out. One client can have many.

This is where practical access information belongs — the entrance to use, the door code, who to call if the key does not work. The field team sees it on their phone when the shift opens, so anything a first-time visitor would need to ask should live here.

Add them from the client’s Service locations tab, or from Service locations in the menu.

Services

A service is what you actually do — the thing that appears on an order and later on an invoice line. Create them under Services.

A service holds:

• Name and article number — how it appears to you and to your invoicing system.
• Unit and VAT rate — how it is measured and taxed.
• Instructions — work instructions shown to the field worker on every visit carrying this service.
• Required capabilities — the team assigned to a shift must together cover these for the shift to count as fully staffed.

Capabilities are about coverage, not headcount. If a service requires a floor-machine certificate, one person on the crew holding it is enough — requiring it does not add a person to the visit.

Services need a price before they can be ordered

A service becomes orderable once you add it to a price list. Create one under Price lists with a currency and whether its prices include or exclude VAT, then add your services with their prices.

If a service is not showing up when you build an order, this is almost always why.

Checklists

A checklist is what the field worker ticks off on site, and it is assembled from layers rather than written per visit:

• The service checklist is what every visit with that service starts from.
• A client or service location can add its own items on top.
• A client or location can also exclude an item from a broader checklist, with a reason — the client waters the plants themselves.

The coworker sees one finished list. Changes apply to shifts that have not started yet; a shift already under way keeps the list it started with.

A working order of setup

1. Create the client, with an identifier and at least one contact.
2. Add the service location where work happens, with access details.
3. Create the services you sell, with instructions and any required capabilities.
4. Put those services on a price list.
5. Add checklist items to the service, and any client-specific ones on top.

At that point you can create your first quote.