Quick Setup Guide

Modified on Thu, 4 Jul at 12:24 PM

This Quick Setup Guide explains how to setup and configure Magnetic for first time use. If you've signed up for a trial, the trial system is already preconfigured with some sample data. This data can be deleted after you sign up. 

 

Before we start the configuration, let's first get familiar with the overall navigation in Magnetic.

 

NAVIGATION

The main menu in which you can navigate to the main areas of Magnetic.
A page can consist of different sub-pages. You can navigate these using the TABS.
The main content of the area you are in.
Navigate to here to change company settings, personal settings, add new users and more.



Let's get started configuring Magnetic. In the following we are highlighting the most important things to consider when configuring Magnetic. 

 

CONFIGURATION

1. Company Settings

1.1 Company logo

1.2 Opportunity/Job/Task settings: Term for a job

1.3 Status Lanes

1.4 Company header and footer

2. Item Types and Rate Cards

2.1 Item Types

2.2 Rate Cards

3. Users

3.1 Add new user

3.2 Import users

4. Clients, Contacts & Suppliers

4.1 Import Companies

5. Opportunities and Jobs

5.1 Create an Opportunity or a Job

5.2 Import Opportunities and Jobs

6.  Conclusion & Next Step

  

1. Company Settings

In the upper right corner click on your name. In this menu you will find the option to manage users, configure company settings, personal settings and more. Click here to open Company Settings.

 

 









1.1 Company Logo

As a first step, you'll want to upload your company logo to Magnetic. Click here to open Company Settings and expand Company Information. Then follow the steps in this article.


 

1.2 Opportunity/Job/Task settings: Term for a job

Expand Opportunity/Job/Task and look for "Signed Opportunity Display Name (singular)". You must decide what term you would like to use for a job. Some prefer to use the term Project, others a Case. The default is Job, but you can decide what term to use in your organisation. 

 

A screenshot of a computer

Description automatically generated

 

1.3 Status Lanes

Magnetic is preconfigured with different status lanes for Opportunities, Jobs and Tasks. Status lanes are being used to identity where in the process a certain piece of work currently sits. 

 

You can change the default statuses to the statuses you prefer. 


See more information in this article.

 

 

Example of status lanes being used on Opportunities.

 

4.1 Company Header and Footer

To upload your company header and footer (used on Cost Estimates, Purchase Orders and Tax Invoices), go to Finance and select the Edit button as seen below. 



Click on the respective New Accounts Header/Footer to upload. Note the recommended file dimensions. 


Example of Header/Footer being used on a Cost Estimate.


There are many other configuration options available in Company Settings. Take a look around.

 

2. Item Types and Rate Cards

 

2.1 Item Types 

An Item Type is used throughout Magnetic when adding a Line Item to a Cost Estimate, Tracking time or sending a Tax Invoice as examples. 

 

Most of our clients create their Item Types as roles or the type of work being delivered. As an example, if a Project Manager is delivering work you can add Project Management as an Item Type. If you have both Senior and Junior billing rates you must add both Senior Project Management and Junior Project Management as Item Types. Consider Item Types to be the foundation of your Rate Cards that you use for Estimation, Time tracking and Invoicing clients.    

 

Magnetic comes with a pre-loaded set of Item Types that you can change to your preference.

 

Open the left side menu and navigate to Finance -> Item Types. Click here to open Item Types.


 

Follow the steps in this article to add or edit Item Types.

 

2.2 Rate Cards

If you charge different rates for different clients you must create rate cards and associate these to the clients. If you charge the same rate to all clients, you can skip this step. 

 

Click here to view Rate Cards and follow the steps in this article to add or edit Rate Cards.


A screenshot of a computer

Description automatically generated

 

Example of how Item Types are being used on a job to compare Estimated (Cost Estimate and Scheduled Tasks), against Actuals and Billed

 

3.0 Users

3.1 Add new user

To add new users navigate to the upper right corner, click on your name and select Manage Users.


Click here to go to Manage UsersThen follow the steps in this article to add a new user.


A screenshot of a computer

Description automatically generated

 

As previously mentioned, if you have signed up for a trial, Magnetic will already have some dummy users added. These can be removed after sign-up. For now, you can use these users as test users as well as adding your own users to the system. 

 

3.2 Import users

Magnetic has built-in data import options and you can import users through this import. 

 

To open the import functionality navigate to the upper right corner, click on your name and select Import Data.


Click here to open Import Data.



In the right hand side you will find the various import templates. You can download a template Excel file for each import. Click here to download the template.



Once you have downloaded the template you will find that each column in the template have a description to the type of data expected. 


Follow the steps in this article to learn how to import data.

 

4. Clients, Contacts & Suppliers

To add a new Company (either a Client or a Supplier) navigate to Companies in the left hand side menu. 


Click here to open Companies.



If you've signed up for a trial, Magnetic already has some dummy companies loaded. These can be removed after sign-up. 


Follow the steps in this article to learn how to add a Client, Supplier or Contact. 

 

4.1 Import Companies

As mentioned under 3.2 you can import data to Magnetic. Follow the same steps to import companies.


Click here to download the template.

 

5. Opportunities and Jobs

5.1 Create an Opportunity or a Job

An Opportunity is basically the same as a job. The only difference is, that the Opportunity is not signed off yet. To create your first opportunity or job navigate to Opportunities or Jobs in the menu and click New. 


Click here to go to Opportunities.



For more information, follow the steps in this guide.


5.2 Import Opportunities and Jobs

As mentioned under 3.2 you can import data to Magnetic. Follow the same steps to import Opportunities and Jobs.


Click here to download the template.


6.0 Conclusion & Next Step

This completes the most important configuration of Magnetic. There are a ton of other options and we welcome you to reach out to us so we can connect you with one of experts. 


As a next step, we recommend you to take a Quick Tour in Magnetic. The Quick Tour explains how to use Magnetic through a process. 


Start the Quick Tour.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article