Your first day in Office

Welcome to SmartBill Office. This is where your office keeps client details, tasks, documents, and reports together.

Your first route through Office

1. 1
   Your office

   Check the office name after signing in.

2. 2
   Your work

   Open My Tasks to find your next action.

3. 3
   A client

   Open Clients, choose the business, and check its name.

Get started

1. Open SmartBill Office and sign in with the email address your office invited.
2. Check the office name: point to the office icon at the top of the narrow bar at the side of the screen. If you belong to more than one office, select the icon and choose the one you want to work in.
3. In Work, open My Tasks to see work assigned to you.
4. Open Clients and select a client to see their workspace.
5. Use the search at the top when you need to find a client, contact, or task.

The dashboard: where to start the day

The Dashboard (in Work) gathers what is waiting for you:

• My tasks: open tasks by due date, with how many are overdue and due today. Selecting a task opens it in place. The + button at the top of the card starts a new task assigned to you, without leaving the dashboard.
• Waiting for a reply: client conversations where the client wrote last and nobody has answered yet, longest waiting first. The wait turns red once the client has waited longer than the office allows. Selecting one opens it in a floating window.
• For you: messages from teammates, mentions, client responses, and updates on your tasks. A dot marks what you have not seen yet.
• Projects: recently updated projects. The + button at the top of the card starts a new project.

Owners and admins see the Whole office by default: office tasks, every conversation waiting for a reply (including unassigned ones), and a Team card showing what is open, overdue, and due today for each person. The Whole office / Mine switch at the top narrows it to your own work, and Office remembers your choice.

The picture for managers

In the Whole office view, four small cards appear at the top of the page:

• Tasks: how many are open, overdue, and due today across the office.
• Team: how many team members are at work right now, from the attendance clock.
• Workload: how many members have 5 or more overdue tasks.
• Projects: how many projects need attention, because they have overdue tasks or had no activity for 7 days.

Below them, Needs attention gathers what is worth checking, and shows only the lines that have something in them:

• Tasks more than 3 days overdue.
• Members with more than 15 open tasks.
• Tasks without a due date.
• Projects with open work and no activity for 7 days.
• Tasks waiting for the client.

Selecting a number or a line opens the details: the tasks, members, or projects behind it. Selecting a task opens it, and closing it returns you to the list.

A task that is waiting for the client is not counted as overdue, even if its due date has passed. It appears in its own line.

Other people’s private tasks are counted but not listed, unless an owner turned on Owners and admins see all tasks.

Know where you are

The narrow bar at the side of the screen moves between the office’s work areas, and the menu beside it lists the pages of the selected area. Inside a client workspace, the menu shows that client’s tasks, files, messages, and financial work.

Before changing anything, check the client name at the top.

What if the office is missing?

Ask your office manager to check your invitation and membership. Use the same email address that received the invitation. Creating a new office is for the person setting up the firm.

Next: Find your way around or create your first task.