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Documentation for Sendem users
www.sendem.com
Introduction
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Sendem allows you to enter jobs which may then be viewed by other Sendem users, or by users of our SMART job dispatch system.
They may also enter jobs for you to view, or update the jobs which you create.
Sendem security is tightly controlled so that users only see the information they need to see.
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This documentation is for Sendem users. (SMART users should refer to SMART user documentation.) When we talk about your Sendem Administrator this means the person at your company who is responsible for Sendem setup.
If you don't have such a person, please contact Sendem support by email to support@sendem.com.
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Logging In
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If you have the Sendem Monitor installed, right click on the system tray icon and choose 'Go to Sendem web site'. Otherwise, open your web browser and go to www.sendem.com. Click the Login icon at left to go to the Sendem login page.
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Use the operator name and password provided by your System Administrator, and click the Log In button.
Clicking the I've forgotten my password link will email your password to your System Administrator (if you are the only user of your Sendem account, the email will be sent to you at the email address you specified when you created your account).
If this login is being used by another operator, or in another session of your browser, the existing session will be logged out.
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If logging you in would exceed the number of logins allowed by your Sendem account, the operator who has been inactive the longest is logged out.
To prevent inconvenience to other operators, log out when you are not intending to use Sendem for a while.
If you just want to learn about Sendem, click the Guest Login button. You won't see details of your usual customers and jobs but you can add and change entries without affecting your companies operations.
Do not click the Create Account button if you already have a Sendem account as this will cause communication with other users to fail.
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The Jobs List
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When you first log in the Jobs List is displayed. This is the page where you will do most of your work.
The list is automatically refreshed when another operator makes a change to a job in the list. You can refresh the list yourself by pressing the Search or Clear button at top right of the list.
When you first log in, only jobs in progress are shown, with the newest job at the top of the list.
You can change the jobs in the list and the way the list looks by using the Filter or Sort option.
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To Filter the list of jobs, make an entry in one of the fields in the Filter for box above the list. If the list doesn't change immediately, click the Search: Use Filter button.
For some entries (e.g. job number) you don't need to enter the full value. For example, searching for job P158 will show job numbers such as P1581, P1582, P1583, etc.
To remove the filter, click the Clear: Active Jobs button. The list will show jobs in progress with the newest job at the top.
To Sort the list, click on the label at the top of one of the columns. To sort by the same column but in reverse order, click the label again.
To export the jobs which are displayed in the list (according to your current filter), click the Jobs List CSV Export link at the bottom of the page. Jobs are exported in CSV format which is compatible with Microsoft Excel and many other programs.
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You can take various actions by clicking the icon to the left of a job.
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Open the job for viewing or editing
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Delete the job. The job is not removed from your database, it is just given the status of Deleted. If you dispatched this job to another Sendem or Smart user, they are told that the job has been abandoned.
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Copy the job to the clipboard. This enables you to paste job details into another program without having to rekey them.
The next two options are not visible unless you are using the Advanced version of Sendem.
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The job has not yet been invoiced. Click this button to create an invoice, and optionally view or print it.
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The job has been invoiced. Click this button to view or print the invoice.
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To create a new job,
click the New button at top left of the list of jobs, or the Add a New Job at the bottom left of the list.
or
Click the New Job From Clipboard button. This option is only available in some Alarm Monitoring control rooms with compatible software.
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Creating or Editing a Job
The Job Details page is displayed when you open a job for viewing or editing, or create a new job (see above).
When you click the Save the Job Changes button (at the bottom of the page) any other SMART or Sendem user involved in the job (e.g. the company that sent you the job, or the company doing the work on your behalf) will see your changes, usually within about 10-30 seconds.
| Job Number: |
The job number is displayed at the top of the page. The first few letters of the job number identify the job's creator. |
| Request: |
Details of the work required and/or the reason for the job. |
| Repeat Every: |
If anything other than 'no repeat' is specified here, a new job is created with the same details when this one is complete. The due date of the new job is based on the scheduled date and time if there is one, or else the received date and time. |
| Customer Ref: |
This can be any reference, usually an order number or job number, used by the customer to identify the job. It can be used to search for the job in the Job List.
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| The next four fields have common features (see below) |
| Location: |
The place where the job is to be carried out |
| Bill To: |
The company you will charge for the job |
| Requester: |
The company asking you to do the job. |
| Provider: |
The company (e.g. patrol company) or contractor carrying out the job. Selecting a company: You can click in the area where the company name is displayed, and type the first few letters of the company name. Sendem will attempt to match what you have typed and display a list of matching companies. |
| Selecting a Company: |
If the company you want is one in the list, click on it to select it.
Otherwise, click the lookup button  to search the company list (see the end of this section for more details on searching and adding companies)
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| Editing company details: |
Click the edit button to make changes to details of the selected company. Do not change the details so that they show a completely different company because this will affect all previous jobs linked to this company.
If no company has been selected, pressing the edit button will allow you to enter details of a new company. Do not enter a new company unless you have completed a thorough search (see Searching section, below).
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| The icon to the left of the company name and in the drop down list tells you whether the company has automated communications (if they do, the job and any changes will be sent to them automatically) |
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| You will also see these icons in the company list: |
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The company is active and may be selected. |
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The company has been marked Inactive by your system administrator or other authorised person. You must not select them.
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| Provider bill to: |
If you are dispatching the job to the provider electronically (e.g. by Sendem, SmartNet, or email), this instructs them who to bill.
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| Outcome: |
Details of what occurred when the job was carried out.
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The date and time fields have common features To enter a date or time you only need to enter the first few digits, so e.g. entering 12 in the date field will enter a date of the 12th of the current month, or entering 13 in the time field will enter 13:00
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Shows a calendar where you can choose a date. |
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Clicking this button enters the current date and time.
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For most jobs you will only need to enter the Dispatched, On Site, and Off Site times. A job is not sent to your Service Provider until you enter the Dispatched time.
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| Received: |
This time is entered automatically. It is the time you created the job, or the job arrived in your Sendem list.
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| Scheduled: |
The time the job is due to start. For a job which is required immediately (e.g. an alarm response) leave this time blank. Dispatched: The time the job was dispatched. If your provider is receiving the job electronically, it is not sent to them until you enter a dispatched time and save the job changes.
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| Travel start/ Travel complete. |
There is no need to enter these times unless your customer requires them.
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| On site / Off site |
The time the provider arrived at the site (location) and left.
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| Requester Advised: |
The time you advised the requester of the outcome.
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| Seal status: |
(Alarm Response only) If you are the Service Provider you request a seal check by setting this to 'Requested'. If you are the Alarm Company you approve or deny the seal check by making the appropriate selection. Do not use this facility unless you have agreed with the Alarm Company to do so. Depending on their system setup and procedures they may not see your request for a seal check promptly.
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| Status: |
The status of this job. Setting the status to Completed will remove it from the list of active jobs.
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| Attended by: |
The name of the person attending the job.
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| Docket no: |
The number of the docket left by the person at the job.
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| Abandoned: |
The job was not completed as planned. If the job was sent to you via Sendem, the sender may choose to abandon the job.
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| Declined: |
If checked, the company currently selected as the Provider has declined the job.
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| SubJobs: |
(Hours and Billing tab). Subjobs are only required if there are multiple attendances at the location for the same job, e.g. guard shifts, techician attendances, or patrol calls. There is no need to create subjobs for an alarm response or for jobs where the provider attends the location once only.
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Searching for Companies
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This page appears when you click the Company lookup button in the Job Details page. By default the list shows companies which you have previously selected, of the relevant type.
| Search for: |
Whatever you enter here will matched against the list of companies. By default, it will be matched against all company information including name and address. To match against name only, select Search Co. Name only, at right.
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My Location Co shows only those companies which have previously been a job location for you (depending on the previous page, this may also display as My Provider or My Customer or My Requester).
Selecting All MY Companies shows all companies that you have entered into Sendem or have previously been involved in one of your jobs, regardless of whether they were the Location company.
Selecting All Companies also shows companies that have been entered into Sendem by other users who have ticked the Publish box for the company.
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For an explanation of these symbols, see above.
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If you are sure you cannot find the company, you can add it by clicking this button (top left of the company list).
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Click this button to select the company.
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