Board Management: Adding a Contractor and Managing Board Orders in Loop

Article Purpose: This article explains how to add a contractor to your address book in Loop and how to use the board management feature to place and track board orders.

Adding a Board Contractor:

1. Access the Address Book:

   • Navigate to the address book section within the Loop software.

2. Add a New Contact:

   • Add a new contact, similar to how you would add a solicitor or financial contact.

3. Enter Contractor Details:

   • First Name: Enter the contractor's first name.
   • Addressee: Enter the appropriate addressee information.
   • Category: Select "Board Contractor" as the contact category.
   • Company Name: Enter the contractor's company name.
   • Email Address (Crucial):Enter the contractor's valid email address.
     • This email address is essential for communicating board orders and enabling contractors to update job statuses.

Managing Board Orders:

1. Navigate to the Property Record:

   • Open the relevant property record in Loop.

2. Access the "Board Management" Tab:

   • Locate and click on the "Board Management" tab within the property record.

3. Review Board History:

   • The "Board Management" tab allows you to review the board history for the property.

4. Manage Contractor and Board Types:

   • You can change or amend the assigned contractor and update board types from this tab.

5. Place a New Board Order:

   • Select Contractor: Choose the contractor to whom the board order will be assigned.
   • Select Board Type: Specify the type of board to be placed (e.g., "For Sale").
   • Add Notes: Provide any relevant instructions or details for the contractor (e.g., "to the right of the front door").

6. Send the Board Order:

   • You have two options for sending board orders:
     • Keep Orders for Later: Save the order for a later time, allowing you to send multiple orders together (e.g., at the end of the week).
     • Send Order Now: Send the order to the contractor immediately.
   • Click "Yes" to send the order to the contractor.

7. Order Confirmation:

   • A banner will appear at the top of the screen, confirming the pending board order (e.g., "pending For Sale board").
   • Details of the order, including the date, time, board type, notes, and contractor, will be displayed at the bottom of the screen.

Contractor's Perspective:

1. Receive Email Notification:

   • The contractor will receive an email notification containing property details and a photo.
   • The email will confirm the type of board requested (e.g., "For Sale").

2. Access the Micro Site:

   • The contractor can click on a "View Jobs" icon in the email to access a micro site.

3. View and Update Job Status:

   • The micro site displays the full board order details.
   • The contractor can mark the job as "Complete" on the micro site after fulfilling the order.

Update in Loop:

1. Property File Update:

   • Once the contractor marks the job as complete, the property file in Loop will update.
   • The banner at the top will change from "pending" to the board type (e.g., "For Sale").

2. Board Management Update:

   • Returning to the "Board Management" tab will show that the job has been completed.
   • Any subsequent board movements will also be recorded in the board history.

Reporting:

• Loop provides reports that offer insights into outstanding and active board movements.

Support:

• For any questions, feedback, or assistance, please contact Loop support at support@loop.software.