Setting up your Job Board account
How to connect Quickbooks Online to the Job Board version
Launch jobs from Orders - Job board version
Job Board Only version Vs Pro version
Setting up your Pro account
Flagging a user as a "Sales Rep"
shopVOX Pro User Types
Forms: Editing the User Interface
How to Change Password
How Do I Create a New User?
What size should my logo be so it can appear in email PDFs?
Account Settings for your Pro account
shopVOX Work Flow - The Big Picture
Roles: How to restrict access for certain users
Protect Your Bottom Line with Terms and Conditions
Transferring data from my old system to shopVOX
POS Settings - General
Outsourced PO PDF - details your Vendors need to know
How are Users Billed?
Common Questions About Users
How to import your customers and contacts from a spreadsheet
How to configure the SMTP settings for your email
User Roles and Permissions Explained
POS Settings – Sales Taxes
Five challenges to consider when setting up your Account
Adding new customers
shopVOX Pro Job board Filters
Create your first Pricing Template - a visual guide
What is a product?
shopVOX Pricing Templates
Building a Product: The Basics of Using Pricing Templates
Accounting sync setup
Transaction Number Sequencing
Setup Xero accounting integration
Common QB Questions
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How to Connect to Quickbooks Online using the Setup Wizard
How to Connect to Quickbooks Desktop version using the Setup Wizard
How to setup Sage Business Cloud Accounting integration
Getting started Guide
Save Time with Emailed Document Templates
Notifications: Keep your entire team up to date
Top 10 flows in shopVOX for a typical shop
Introduction to ShopVOX
How to create a Sales Order
Microsoft Outlook - Two Factor Authentication
Avalara AvaTax - Sales tax setup guide
Managing Customer and Leads
Managing dates on Quotes, Sales Orders, and Invoices
How to Add a Special Note to a Customer Document ?
How Do I Group Contacts Together?
Customer Alerts & Flags
Inactive Customers Report
How Do I Group Customers Together?
Adding new Contacts to Existing Customers
Set up different pricing levels for different customers
Update: Editing Existing Contacts - GDPR Compliance
What are Sales Leads?
Sales Lead or straight to Quote?
Sample Sales Lead Pipeline
What is a CRM system?
Win more business with Sales Leads
Why use Sales Leads?
Sales Leads Guide
Create Sales Leads automatically from the contact form on your website
How do I add a Quote from a Sales Lead?
Sales Order States
How to Create a New Sales Lead in shopVOX
How to Create a Quote
Sales goals - Setting up for Success!
Drive results with the Sales - Production Thermometer
Adding Shipping Charges to a Transaction
Quote Approval Email Feature: Adding Attachments
Use the Roll Up feature to combine pricing for multiple line items
Adding Images to a Quote/Sales Order/Invoice PDF
What is the Sales Process?
Quote Review - Send Approval Email
How to use the Quick Quote Feature
What is a Sales Pipeline?
Mark invoices as Delivered, Shipped or Picked up
Quoting Screen Printed Apparel
Products & Pricing
Basic Pricing concepts
What are Pricing Types?
Create Your First Product
What is the difference between Standard, Cost+ and Product Pricing?
How do I add a product category?
Materials - Understanding, Adding and Adjusting
Labor Rates and Machine Rates
Shipping, Setup, Finance & Miscellaneous Charges
Building a Product and understanding Pricing Templates. Watch the webinar!
Building Products using Grid Pricing
Pricing products using the Panels UI
Using Variants for different Pricing Structures
Advanced Pricing concepts
Modifying Starter Products: Remove installation and design services if they are not taxable in your area.
Setting up second side pricing for a Product
Vendor Pricing: adding to Materials
Using Logic in your Pricing Templates
How does Wastage work in shopVOX?
Job Costing - Estimated vs. Actual
Modify Material, Labor rate & Machine rate formulas within a Product
Deactivating and Deleting Products
How to make your invoice line items editable
Re-Calculating Bill Of Materials (BOM)
What's the difference between Margin, Markup %, and Markup Multiplier ?
How to adjust the bill of materials (BOM) for situational purposes
No Total PDF: How to give a customer options without totaling the whole Quote
What is the Sell/Buy Ratio?
Customizing Line Item Descriptions
Custom Fields in shopVOX
How to increase prices for your Products by a percentage
How to Copy Products Shared by the VOX Community
Setting up Products priced by the Square Inch
Product: Business Cards using Grid Pricing
Adding Pricing Template to a Grid Product
Problems with Grid Product - Who can I contact for help?
How to Import Grid Pricing from a Spreadsheet ?
What is the difference between range and volume discounts?
How can I give a discount for a product for a single customer?
Grid Pricing Webinar
Examples of Grid Pricing Products
Master Pricing Guide
Job Board management
Adding your Job Board to your TV
Why create jobs and use the job board?
How to Generate a Completed Jobs Report
A guide to the Job Board
Job Board - Different Views
Change default job view
Full screen Job Board
Making Job Board Line Items More Unique
How and when to use Create Combined Jobs
How to upload a proof to your job ?
How do I send Multiple versions as options to the customer to choose from?
How do I send several proofs for the different items on my transaction?
Does shopVOX support multiple page proofs?
Get artwork approved faster with Online Proofing
Managing your schedule with the Shop Calendar and Shop Scheduler
Shop Calendar and Shop Scheduler: Overview - is it right for my shop?
Will changes made on an Invoice or Sales Order Line item be updated to the Work Order details?
Is Inventory for Me?
How Do I Require a Payment before a Job can be started?
Using Create Combined Job to group line items for production
What are Projects?
Accounting and Reporting
How to export customer data from QuickBooks Online
Quickbooks Online: Common Sync Errors
Automatic Sales Tax Rates and QuickBooks Online
How to Sync to Quickbooks Online
How to export customers & contacts from Quickbooks Desktop?
Quickbooks Desktop: Common Sync Errors
How to Sync to Quickbooks Desktop
How to send invoice statements to customers with the Collections report
Daily Sales and Payments report
Daily Activity Report
How to create progress invoices ?
Sales Tax Groups and Combined Tax Rates
MYOB Export & Sage 50 Export
How to refund credit card transactions processed via shopVOX & Authorize.net
Square Payment Integration
Prevent QuickBooks sync errors by excluding special characters and limits
Take in-store credit card payments with a USB credit card swiper
Line item Taxable / Non-Taxable logic - Video
How Do Credit Memos and Refunds Work in shopVOX?
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
Accounting wins! Strategies for using shopVOX for business growth.
Creating & sending Statements in shopVOX
Sales Tax Rates
Industry Specific Content
How to Price Vinyl Printing
How to Price Banners
How to Price Banner Stands
Pricing Scenarios: Banners
Product: Yard Signs using Grid Pricing
How to Price Vehicle Wraps
Promotional Items: adding Labor cost & Base Product cost to Purchase Orders
Adding your own Variants for Embroidery and Screen Printing
How do I stop the price for my apparel from recalculating when I update the quote or sales order?
How do I add customer supplied garments to a quote or sales order?
Blank Apparel - Integrated Supplier Catalogs
Adding Promotional Products to your Quotes and Sales Orders
Dynamic Size Selection on Apparel UI
Apparel UI - Catalog Pricing Flag
How to add Screen Printed Apparel to Quotes and Sales Orders ?
How to price Screen Printing
How to customize the standard Screen Printing locations
How do I quote multiple options or quantities of shirts or hats?
How to price Screen Printing - case study
How do I add apparel styles that aren't listed in the integrated catalogs?
Importing custom catalogs for apparel from other suppliers
How do I see a detailed breakdown of cost and price of apparel?
How do add additional apparel styles or colors to a quote or sales order?
Apparel Decoration Order Guide
Master Guide to Apparel Decoration
MSRP Catalog pricing - setting a Fixed price for Apparel items
SanMar apparel catalog integration
Taking Payments in ShopVOX - what your customers will see
Setup a private storefront for your clients to place orders with a cPortal
How do I enable the free cPortal for a customer?
What is the difference between the Paid and Free versions of cPortal?
Online Ordering Account settings for cPortals & Shopping Cart
How is online payment processing set up?
Webstore & Shopping Cart Examples from shopVOX Users
Webstores for your customers - What are they? and... How to setup!
How to setup Products for a given customer to be able to order from cPortal?
White Label setup instructions
Steps to setup custom URL for paid cPortal
Setting up a Shopping Cart to sell online
What will my customers see on their cPortal?
Webstore vs Shopping Cart
How to create a Discount Code in the eCommerce feature
Automation & Integrations
UPS Shipping Integration - Access Keys
FedEx Shipping Integration
Creating a shipment
How does an API work?
What is JSON?
Where can my get my shopVOX API credentials?
What is an API?
Can the shopVOX API accept tracking numbers on shipped orders?
Does shopVOX do custom development?
Setting up the Gmail and Outlook Email Integrations with @mail feature
Master Guide to Automation & Integration
How to update your current contact form integration to include uploaded files
What are some popular advantages when using Zapier?
How to add form submissions as Sales Leads in shopVOX
How to send Shopify orders to Sales Orders in shopVOX
How to add Third party Shipping account to a Customer ?
I'm having an issue with the shopVOX APIs. Who do I contact?
How do I build my own custom integration?
Does shopVOX integrate with Salesforce?
Does shopVOX integrate with Microsoft Project?
How Purchase orders work in shopVOX
Setting up Mailchimp integration
Customize your account with Add-on Features
Scheduled Actions - What are they and what can I do with them
API/WebHooks integration feature
Setting up Constant Contact integration
shopVOX specific terms
What happens when a Job is completed?
QuickBooks - Classes
Key terms explained
Uploading vs Linking Assets
Why doesn't Material have Volume Discount, only Range Discount?
What does Capacity in Minutes mean?
Why can't I print the PDF documents directly, instead of downloading?
How can I print invoices to mail to my customers?
I can't use my email address? shopVOX says email has already been taken.
How do I re-activate the disabled user?
How can I send a quote and a proof together in one email to my customer?
Where do jobs "fit" in the order process in ShopVOX?
What is the Admin checkbox for when creating a new user?
How to Set Up and Use the Inventory Feature
How can I change the workflow template for a job?
How Can I Upload an Image of a Product on a Job Line Item?
Customers- Credit Limits, Stop Supply & Disable
What Does "Group" Mean When Creating a New Customer?
New to Quickbooks While Using ShopVOX
How to increase Database size ?
Hex Color file to match PMS color chart
Can customers download uploaded proofs?
How do I update contact info?
How can I raise a PRO-FORMA or DOWN-PAYMENT Invoice?
How do I add new products?
Can we chat internally with other users?
How to enable login only from static IP address
How can I delete a job?
Who should be assigned the Customer Review step in online proofing?
Opening PDFs directly in your browser
How to hide the thumbnail image in proof emails
What does the number next to workflow steps mean?
Bulk deleting customers
Optimization tips for the Job board
Errors and Troubleshooting
How do I remove / delete materials, material types, or material categories?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
shopVOX Chat Feature not working on Firefox Browser
How to clear history from Chrome browser?
Flags to control what prints on customer facing vs internal PDFs
Keep Important Documents Handy with Account Level Assets
How to round your pricing to 2 decimals or 4 decimals
ERROR - Property: amount_in_cents, reason: greater than payment balance.
Control custom line items
Existing Approved Proofs for ReOrders
Advanced Search & Filters
How do I cancel my account?
Powerful Global Search in shopVOX
How can I setup a minimum order amount?
How to optimize your browser for shopVOX
Unable to change the Customer on Order ?
Asset Images and using Image Notes
What is our IP address for the mail server ?
Custom PDF in shopVOX
shopVOX Job Board version
- All Categories
- Production Management
- Shop Calendar and Shop Scheduler: Overview - is it right for my shop?
Shop Calendar and Shop Scheduler: Overview - is it right for my shop?
Updated by Aaron Aldrich
This feature is in BETA testing. We are NOT currently accepting any more requests to join the BETA for this feature.
We recommend each User to use the Job board to manage their own schedule. As a manager you can also use the Production Control dashboard to see a simple list of items for each User.
You can click on individual users to see a list of jobs by the Step.
Welcome to the Shop Calendar and Shop Scheduler features! This article will give you an overview of these two features and you can decide if it is right for you. Included is a section for small shops and larger shops and best practices.
Note: These are a free add-on feature that you can request by emailing firstname.lastname@example.org This is only for the Pro version of shopVOX.
The first question is - what is your current process? In most shops there are a lot of moving parts and different processes for your products. You are probably managing this with a few apps that don't have any connection and don't update across the different platforms.
I'm sure this sounds familiar.
- Too many production pieces
- So many different types of jobs
- Not able to see everything in one place
- Too many tools used for scheduling:
- Google Calendar
Google calendar has a few shortcomings.
- It is not connected to other systems (meaning you have to update other systems manually if something changes)
- The name, description, and other data (aside from the dates/times) are unstructured - which means we can simply type anything, whether it's relevant or not
- It is tough to manage multiple calendars for different departments, team members, or equipment
So we'd like to introduce our Shop Calendar and Shop Scheduler features.
shopVOX Methodology and System
Shop Calendar - shows all the steps that have a scheduled from/to dates on a calendar format
Shop Scheduler - is a view of the same data (steps/events) and ONLY shows events that have a user(not a role) or a machine associated with it.
Scheduling in small shops
One thing to note right off the bat is you don't want to manage your management system. Meaning - you shouldn't over complicate the process and get mired in the process of constantly having to update your shopVOX account.
Keys to success
- Keep scheduling dead stupid simple. Seriously.
- Understanding that shopVOX does not replace a production manager
- Use the dates attached to the Job
- These are simple to view and update from the Job Board. If you are only tracking one or two additional dates (aside from the overall Due Date)
- We recommend you ignore Job Steps on the Shop Calendar / Scheduler. Instead try using the Job dates.
These are simple to view and update from the Job Board. If you are only tracking one or two additional dates (aside from the overall Due Date), we recommend you ignore Job Steps on the Shop Calendar / Scheduler. Instead try using the Job dates.
Recommended Dates To Use
- Art Due Date
- Production Due Date
- Install Date
Adjust settings to display dates
If these dates are not visible when creating jobs or using the job board, here’s how to add them.
Account Settings > Forms > Job
Check box in the Visible column to show them as options on the Job board. You can also choose dates as Required as well. Required will force users to fill in these dates for the specific incremental dates you want to track.
Job Board > List view > Gear Icon
Check box beside the dates to display them as columns. Make sure to drag them in order to put them right beside the Due Date.
Scheduling in larger shops
Keys to success
- Keep scheduling as simple as possible
- You will need to have at least one person who OWNS scheduling and will manage conflicts
- Your shop Foreman or Production manager should be your eyes and ears for everything that is being done.
- This tool will be their control panel to keep everything in order and running smoothly
Using Shop Calendar
- Google or Outlook style calendar
- What’s on the agenda? - Use the different default views to see daily, 3 day and weekly calendar views to get on overall sense of the workload.
Using Shop Scheduler
- Gantt style resource planning
- How much capacity do we have?
- What jobs can we move around to use our resources more effectively?
Let's take a look how this is setup!
Setup for Shop Calendar and Scheduler
These are the settings to configure shop Calendar/ Scheduler
- PCS Settings
- Shop Calendar Settings
- Event Types
- Google Calendar Sync
- Time and Formats
- Workflow Stages
- Workflow Templates
- Company Hours & Employee Hours
Auto update schedule
- Do you want to automatically schedule out steps for each job?
- Recommended: Start with this unchecked
Update due dates on proof approval
- Do you want to update the Workflow Step due dates when the customer finally approves the proof? This doesn’t change the due date for the overall job, just the dates when the individual steps should be completed.
Shop Calendar Settings
Limit the event types to ones you only truly need.
☑️ Job Show
☑️ Job Step Show
☑️ Sales Order Show
☑️ Task Show
Google Calendar Sync
- Do you want to post all shopVOX Calendar event data to Google Calendar?
- We recommend you dial in your usage of calendar before turning on the sync.
Time and formats
- Pretty self explanatory
- Show in 24 hr format instead of 12 hr format
⚠️ LARGER SHOPS ONLY
We recommend only larger shops with personnel who can manage scheduling use the machine functionality within shopVOX. The fact is they are better positioned to use this more effectively. Just because the functionality is there, doesn’t mean you have to use it.
Setup machines for major equipment where you have a couple options to choose from
If there’s only one machine to perform a step, there’s not a lot of use in creating a machine for it within shopVOX. Or if it’s not a highly important and highly used piece of equipment, just keep it out of shopVOX.
✅ Automatic Press 1
✅ Automatic Press 2
✅ Manual Press
If you have several different presses to print shirts on, it could be handy to know which press you plan to run the job on. They also account for the majority of your revenue if you’re a screen printer.
🚫 Heat Press
A heat press is not likely to be a major bottleneck in production. And it usually won’t matter which heat press you are using if you have multiple. It doesn’t make much sense to track assignments for this.
Pro-tip: Machines can be a proxy for departments
If you’re having trouble with capacity planning in art department, try adding the Art Department as a Machine
Then you can default the Design step to the Art Department for resource planning, but also still assign to an individual designer for accountability and notifications.
What phase is the job in?
Start with 3 stages
By default all shopVOX accounts start with three stages -
- Pre-production - before a Product is made
- Production - while a Product is being produced
- Post-production - what is done once the Product is completed
Most production processes can fit within the above mentioned stages. Don’t add Stages for every part of your production process. It’s just for logically grouping steps together.
Actual work is ONLY performed and marked completed on the steps. Not the stages.
Add new ones only if you’re 110% sure you need it
Stick to maximum of 5-6 stages. The shopVOX UI was designed around shops that use 6 or less. Nothing will break, but your experience will be better if you keep stages to a minimum.
Setup steps as departments instead of individual processes
You don’t want to make the steps too detailed. It’s better to keep them simple as possible. This makes it easier to keep the job board updated – so you’ll know more accurately what is happening in production.
Any steps that happen in rapid succession should be combined into a single step.
Steps like loading, printing, and folding shirts quickly - one right after the other. These should be a single step, Production or maybe Printing
Here are some examples:
To get more information on Workflow templates, please refer to this article - Click here.
These are the regular hours you are open and performing work.
Input only your standard hours here. If you’re technically open at 8 a.m. but production doesn’t start until 9 a.m., enter 9 a.m.
There’s an important distinction between the two tables for users.
Work Days & Hours
What days and times would you like users to access your shopVOX account?
If you’d like to prevent employees from logging into shopVOX outside of working hours, or on weekends THEN setup these hours in this table.
Recommended: LEAVE THIS BLANK if you want employees to be able to access shopVOX at all times.
Schedule Work Days & Hours
What days and times is this user usually available to perform work?
Used for the shop calendar and scheduler.
Enter the normal working hours for this employee in this table if you plan to make assignments to individual users within the workflow.
If you assign a workflow step to a user, it will use these settings to determine what the start time for that step will be.
Here is a recording of the webinar Rao hosted that covers this information as well. Click here.