This guide details how to configure the operational settings within Realview Hub, which are crucial for managing staff assignments, customer access, booking rules, and other essential business operations. Properly setting these options ensures smooth workflows and tailored customer experiences.
Prerequisites
Access to the Realview Hub web application.
Administrator or appropriate user permissions to modify settings.
Steps
Follow these steps to configure your operational settings:
1. Access Operation Settings
From the main application interface, navigate to the Settings section.
In the left-hand menu, select the Operation tab. This will display the various operational settings.
2. Set Auto Assignment Criteria
This section determines how staff are automatically assigned to appointments when auto-assignment is enabled in order forms.
Locate the Auto Assignment Criteria section.
Click the dropdown menu to select your preferred assignment method:
First Available (Random): Assigns to the first staff member available.
Choose Randomly: Assigns to a random available staff member.
Staff Performance: Assigns to the staff member with the highest performance ranking.
Least Appointment (7 days): Assigns to the staff member with the fewest appointments in the last seven days.
No Travel Fee: Assigns to a staff member who does not incur a travel fee.
Note: If the selected staff member is unavailable, the system will fall back to assigning the "First Available" staff.
3. Manage Client Access Control
This setting controls whether clients can access media and content when they have an outstanding balance.
Locate the Client Access Control section.
Use the toggle to enable or disable access:
Restricted (Default): Payment is required before customers can access media and content.
Enabled: Customers can access media and content even with an outstanding balance.
Note: This setting can be overridden at the customer group level or for individual customers.
4. Configure Customer Photo Preview
This setting allows or restricts customers from previewing photos in thumbnail resolution before making a payment.
Locate the Customer Photo Preview section.
Use the toggle to enable or disable this feature.
Enabled (Default): Customers can preview photos in thumbnail resolution.
Disabled: Customers cannot preview photos before payment.
Note: Full resolution photos always require payment. This setting can be overridden at the customer group level or for individual customers.
5. Configure Customer Upload Control
This setting determines if customers can upload media (photos, videos, documents, floor plans) into their bookings or orders.
Locate the Customer Upload Control section.
Use the toggle to enable or disable this feature.
Enabled (Default): Customers can upload media through the customer portal.
Disabled: Customers cannot upload media.
Note: This setting can be overridden at the customer group level or for individual customers.
6. Define Booking Restrictions
This controls how far in advance customers can book appointments.
Locate the Booking Restrictions section.
From the "Minimum Days in Advance" dropdown, select the minimum number of days required before an appointment can be booked.
Next Day Only (1 day) (Default): Customers can book appointments for the next day or later.
Note: These settings apply to all order forms by default unless a specific form has its own override. Staff booking in Orders > Create is exempt from this restriction.
7. Enable Customer Self-Service Rescheduling
This allows customers to reschedule their own appointments through the customer portal.
Locate the Customer Self-Service Rescheduling section.
Use the toggle to enable or disable this feature.
Enabled (Default): Customers can reschedule their own appointments.
Disabled: Customers cannot reschedule their own appointments.
If enabled, set the Reschedule Cutoff Period:
Enter the number of days before an appointment that customers are allowed to reschedule. For example, if set to 5 days, customers must reschedule at least 5 days before their appointment.
8. Set Up Public Pricing Page
This feature allows you to share your packages, services, and add-ons pricing publicly.
Locate the Public Pricing Page section.
If the page is active, you will see a "Deactivate Pricing Page" button.
PIN Protection (Optional):
Enter a PIN in the provided field to restrict access to your pricing page. Leave it empty to make it publicly accessible without a PIN.
Enable Mock Orders:
Check the box to allow staff to create mock quotes on the pricing page with group code discounts.
The Public Pricing URL is displayed, which you can share with your customers.
Note: Customers can enter square meter or square footage of a property to view pricing based on your offerings.
9. Manage Status Change Reasons
This allows you to define custom reasons for rescheduling or canceling appointments, which will be displayed in relevant modals.
Locate the Status Change Reasons section.
To add a new reason, click the + Add Reason button.
To edit an existing reason, click the Edit icon next to it.
To delete a reason, click the Delete icon next to it.
Examples of reasons include "Weather Permits," "No Fly Zone," "Home Owner not Ready," or "Agent Schedule Conflict."
10. Configure Terms of Service
This section allows you to define your terms and conditions for customers.
Locate the Terms of Service section.
Click Edit Terms to modify the content of your terms of service.
Use the toggles to control where the terms are displayed:
Show on Order Forms (Default: Enabled): Displays the terms on all order forms.
Enforce on Delivery Pages (Default: Disabled): Requires acceptance of terms on delivery pages.
You can also Preview or Delete the current terms.
Note: Placeholders for customer name, email, services ordered, and order date can be included in the terms.
11. Configure Copyright Policy
This section allows you to define your copyright and usage terms.
Locate the Copyright Policy section.
Click Edit Copyright to modify the content of your copyright policy.
Use the toggles to control where the policy is displayed:
Show on Order Forms (Default: Disabled): Displays the policy on all order forms.
Enforce on Delivery Pages (Default: Enabled): Requires acceptance of the policy on delivery pages.
You can also Preview or Delete the current policy.
Note: Placeholders for customer name, email, services ordered, and order date can be included in the policy.
Tips
Hierarchy of Overrides: Remember that settings configured at the individual customer level will override those at the customer group level, which in turn override the general operational settings.
Regular Review: Periodically review your operational settings to ensure they align with your current business practices and customer needs.
Conclusion
By carefully configuring these operational settings in Realview Hub, you can automate staff assignments, manage client access, streamline booking processes, and ensure clear communication of your terms and policies. This comprehensive control helps optimize your business operations and enhance the overall customer experience.