Replies posted by David Perry
@William Mertz, just a suggestion here as a work around. Rather than use the actual app on your iPhone, you can save the Karbon website as an “app” and have the full Karbon functionality. Here are some instructions: Save website on iPhone HomepageThis will then allow you to add an email to your my week. When viewing the mail this way, you have to click on the tab with the “i” in the circle, then select “plan for this week.” This wasn’t obvious to me at first, as the screen is smaller on my iphone, but it’s there!
@William Mertz, glad to help, and yes, I am relying on my week (with a few systems in place as a backup, as it does take some time to transition due to the recurring work items I have set up and the timing of tasks created in those recurring items). Love it so far overall and where it’s headed!
@Jeremy Wells Yes, this is an issue we’ve had, as we are learning we need to choose the planned week each time we set up a work item. Simple, but sometimes I forget.The biggest issue we’ve had is with recurring items. Because the default seems to set up work items to be created 3 months before they start, if I make the adjustment on the recurring template, we don’t see the work item go into My Week by themselves until they start creating new work items.Which is a bit of a pain… Unfortunately we had to manually go through the Work items… in list view, sorted by date, and one by one manually choose the Planned Week for any “No Week Planned” items until all of our recurring items had a planned week.After doing this (what seems like 2-3 times just to make sure we got them all), it seems items are flowing into My Week now as the recurring templates set up the new work items.So, once we got through the initial transition, it seems to be going well. Until I forget to plan a week when setti
I have thought this also, but as I have started to use My Week, I find myself going to “work” less and less. I mainly go to Work when I need something specific or to double check to make sure My Week didn’t miss any important items, so I have relied on the saved views. But, I still like the idea of being able to save the default view!
@max, it is a video chat/meeting platform, so it could replace Zoom for me when I set up meetings, especially ones that are intentional. We could have pre-set Agenda’s for different meeting types (consulting, one-on-one’s with team, calls with prospects, etc). You can keep notes and set up “action items” which would allow us to push those into Karbon as work items. I’m not sure how deep the integration goes yet, I’m just starting to play with it. But, I like the idea of it.
@Dan Yamamoto, does bill. com have a mail in address? I use Dext, and I can just forward the email to Dext using a dext address. I guess that’s not as fast as drag and drop, but maybe a little less annoying than having to save to a pdf and then drop it in to bill. com.
@Dan Yamamoto, you can have different contact types. I simply have Karbon as a “supplier” contact, and am able to add items to the timeline and pin them that way. I have a few people at Karbon I am in contact recently as I use their 1 year service subscription to help me optimize Karbon for my business, so this has been helpful for me.
@Dan Yamamoto, I do like this option, as it would be wayyyy faster to drag and drop directly to QBO in this instance, good idea! If you could just drag the PDF from Karbon, see how that would be more useful, as in your bill . com case… there are work arounds, but your suggestion would increase efficiency in a few situations.
@Keeping Balance, I do something similar to max, but I have bi-weekly payroll dates, so I go to the Time tab, but click on “colleague utilization” and filter within the date range I need for my biweekly payroll. I can download that data, but it downloads it in minutes instead of hours. Is there a way to change the download to hours @Amelia Freeman?If you wanted to download the information for records, the other option is to select the “print” option for the browser, which looks like this if you hide the sidebar on the left.
@Mary-Clare Switz, I too want more options to sort by in my week, including the ability to search by client. I feel a bit constrained in My Week when I’m trying to find specific items because of how they are organized… so I end up going to the kanban, but would love to be able to mostly stay within My Week to do the sorting I would like. I would like customization of sort options… similar to the Kanban, but within My Week, so I can choose how I want to search items rather than a generic list of search options across the top…. I don’t use 75% of them because they haven’t been useful for me in most cases yet. I would have to do a lot of optimization for those tags to be helpful. In the long term, that’s great, but the short term it’s a nuisance.
@Dan Yamamoto, not sure who your email provider is (gmail or other), however, you could also set up rules in your inbox, so when a specific vendor sends a bill, it will automatically be forwarded to Dext. Then you will only have to touch it in Dext (and then again to set up approvals in bill.com). So that will help you bypass the need to handle that email entirely. (Though obviously I would watch it for awhile to make sure it’s all functioning properly and we don’t miss a bill). If you are using dext, you may be able to “fetch” the invoice automatically too, that’s been handy in quite a few circumstances for us and our clients.
Thank you @SamG, and lol, not trying to have too much in My Week is the goal for sure. When items are due, they are due and set according to our deliverables. Glad Karbon is helping me disperse the work to my team that’s helping a ton Control F trick is interesting, it highlights the keyword I type in to the search-ish bar. Is that what you are referring to it doing? That at least gives me a way to scroll through keywords or client names faster!
@Dan Yamamoto, I think I misunderstood your question, but when I have an email I want to follow up on, but clear out of my triage, I add the email to my week, and thinks that’s what you ended up doing… and changing the week if necessary and I don’t need to work on it right away.
@Mark Ball, in my experience, I have to stop the timer before going to the next, then restart. If you change the client in the timer, it will simply update your time item with the most recent client you chose. The timer is not only connected to the client, but to the work item too, so time is recorded for the particular work that’s selected. If you change the client, you also have to select a new work item. So, basically you have to be intentional about starting/stopping the timer as you work on different clients and work items.
Oh nice touches, love the simplified process to add emails to a planned week and also to re-order my work list, this drove me crazy not being able to adjust the order, lol! Also, I like the added list “Planned Week” in the work list, that’s helpful too!
@Dan Yamamoto, correct, “The work doesn’t have to be 100% signed off in a current month for the template to rollover” I believe the changes to the template (previous work item) though are done according to the schedule you have set up in the Work Creation settings in the repeating item. The setting you have to be careful of, is how soon you have “Create Tasks & Budget” From my experience, any new items you add to the recurring work item will be generated when the “Tasks and budgets” are created, not on the month end. It will also depend on the date your template is set up to repeat. I have struggled with this, because I don’t typically update from previous work items because it often brings client tasks in that I don’t want repeating (and I typically fall back on the actual template which is a manually reset and assumes few changes from month to month rather than the previous item), so I try to schedule the “create task & budget” out further (1 month before work start date
I LOVE, LOVE, LOVE My Week and we are a small team, but have been using it since it came out and had to work through it’s intricacies at first. I was reading through these, maybe I missed it, but did not see the task status “ready to start” mentioned above, and this was the key for us to move work items in and out of my week effectively to the right person, maybe I’m late to this conversation…. For our month-end template for example, there are multiple stages to this process, and we have automators set up, so the work shows up in the assignee’s my week at just the right time in the process.We heavily use the work status to tell us where an item is in the process (in the work view we can filter by work “month end” and select the columns as “status” and get a quick overview of all our clients in the kanban view to see where they are all at). Meanwhile, when the previous section is complete, the automators do several things in the following section: The assignee may at this point be assi
Hey there! In response to “if the last person the work is assigned to is say me and it stays that way once the work is complete, then will the next repeat also be assigned to me, rather than to the first person in the cycle?” In my experience, when you set up the recurring work item, the work is initially assigned to someone from your team. The work item will recur with whoever is assigned to the recurring work item, so you can change the assignee throughout the work item, and it should not change upcoming work. It just restarts the template over with the recurring work item settings.You would actually have to go and change the assignee in the recurring work item settings for it to change the initial assignee in the next cycle of work.
@Stuart Ramsay, it would be interesting to hear how people look at this.For us, the idea is someone overseeing work items/being responsible to see it through to completion. In addition, we really only want one point of contact with our clients if at all possible, a client manger type role. There are only three of us in our bookkeeping firm, but we are starting out with this mentality so we can scale later on. Something to keep in mind, if a work item does get re-assigned or if we choose to do this, when sending client requests, we have found the client request are sent out from the email of the person who the WORK is assigned. So, if my team goes into do bookkeeping and finds we are missing items, they create a client request list, and even if they set up and send the list, the email it get sent out by is whoever the WORK is assigned. So, we have been careful to make sure the work is assigned to the person who has direct contact with the client. In some cases, especially with new b
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