The Instruction Manual for Voxtools
When designing Voxtools, our mantra was “Clean and Simple.” Nobody should have to guess how anything works. But it’s always nice to have a little guidance when starting out. Read through these, and you’ll be a Voxtools Power User in no time.
The first thing you’ll want to do in Voxtools is to create your personal settings. Do that by pulling down the menu (or tapping the hamburger button) under your name in the upper right. Go to Settings.
Inside the settings window, enter your name, your company name (if you have a company name…if not, Voxtools will default to your name) and you can upload a logo. This will appear on your invoices.
Under session billing, put the address where you’d like to receive your invoice payments.
Below the address fields, you can enter a standard greeting for your invoices, (you’ll also have an opportunity to write a personal note when you generate an invoice.) Set your default billing term (typically 30 days) and your next invoice number. This feature is for those who have been generating invoices from another program, and want to keep the numbers serialized.
Click Update Profile, and you’re done.
Next, you’ll want to populate Voxtools with your contact names. Go to the Contacts tab. Click or tap the red “Actions” menu and pull down to New Contact. It’s all pretty standard stuff. The only required fields are first & last name, and an email address. You’re wise to fill out all the rest though, as they all have a purpose in Voxtools. There’s even a Social setting where you can put a client’s Facebook page, Twitter account and LinkedIn page.
When you add another contact from the same company, that company’s name (if already entered once) will appear under the company name window as you begin to type. Be certain to click that prompt, as any variation or misspelling in the name will be interpreted as a different company. Always choose the company name prompt, and all your contacts from one company will be conveniently grouped together.
If you have a massive list of contacts, Voxtools has a contact import tool that will do it all at once. But we removed it from the interface. Why? In beta testing, we found that if your contact information is not pristine (for example, a company’s name is spelled two or more ways) the import will be a confusing mess.
That’s why we highly recommend Karen Souer, VO Virtual Assistant, to handle your mass contact imports. Karen will examine your contact list, certify that all the company names & addresses match, and do any other general clean-up that needs to be done. Her rates are quite reasonable, and you can click here to contact her.
Once your contacts are entered, Voxtools is ready to get you organized!
Hidden deep within Contacts is a very useful tool—Tags. Once you’ve created a contact, click on their name in the Contacts list. You’ll be taken to the individual contact’s page. Over on the right, under “Tags,” there’s a blue button that says “Manage Tags.” Click it. You’re now on the Manage Your Tags page.
Here, you can create whatever kind of list you’d like. For example, you could create a tag list consisting of: Commercial; Narration; Imaging; Games; IVR, etc. to define what kind of work you voice for each client.
You can then check your new list of tags for each particular client on their individual Contact page. When you want to see everyone with a particular tag, just go back to the Contacts list (click the Contacts tab,) and click the tag designation on the right to filter your contacts.
Use your imagination. Voxtool’s Tag function can help you make better use of your Contacts list.
The easiest way to start a session is to book it on the Calendar page. Once you fill in the information there, you’ll find a session on that day, waiting for details to be filled in.
Another way to start a session is on the Sessions page, by pulling down the red “Actions” menu to “New Session.”
Fill in the information, and your session is ready for Scripts.
Every session is made up of one or more scripts. Click the green plus by Scripts. Here is where you fill out all the information about the script: Title; Media; Start Date; Cycle (if applicable,) and Rate.
If your script is paid media with a market list, Voxtools will then ask for Markets. Click the green plus button beside Markets, and down comes the market list. If your script is running in a single market, click the triangle to the left of the state name, and all the markets for that state will drop down. Check your market name. If it’s a statewide buy, click the state name and all the markets will be checked. If it’s national, click the national box in the upper right.
You’ve now given Voxtools everything it needs to track your avails and conflicts by market and cycle!
Over on the right side of your Session window, you’ll see the agency name above a dropdown list called “Select contact.” Click that menu, and all your contacts at that agency will be there to select from. If you’re working with a new contact, click “Add new contact” and fill out the information.
If something of note happens during the session, click “Session Notes” and jot it down for future reference. Want to see your conversations with your contact? Click your contact’s name to go to their page. The back button will return you to your session.
When it’s all over, check your session to be sure everything is right. Click the “Invoicing” link, and click the blue “Create an Invoice” button. You’ll be able to enter a PO number, modify the Invoice Date, enter a “due in” number, and add a friendly note. Click Create Invoice. From there, you can change the Billing contact if necessary, or otherwise edit the invoice. All your choices for delivery or modification are under the Actions menu.
When the check comes in, go to that invoice in Billing, and click “Pay.” Voxtools will record either full or partial payments.
The Billing tab is where you can track all your outstanding invoices. Color coding shows you the invoice status at a glance. Green means the invoice is out, red means it’s overdue, gray means it’s paid, and red hash marks indicate a voided invoice. One click on an invoice strip will take you to that invoice. When the check comes in, simply click the Pay button. Billing will accept full or partial payment of an invoice.
On the right, you can click a particular filter (30 days/60 days/due this month, etc.) to see only what you want to analyze. You can also check all invoices for a particular agency by clicking the All Agencies pulldown list and scrolling to the agency of your choice. Nothing really dazzling here, but what about accounting was ever dazzling? If it’s dazzling you’re looking for, keep reading.
The Voxtools Active Map tracks where your work is running, for whom, and for how long. All your avails are now at your fingertips. To check a market, just enter the market name in the list at the right. Voxtools will begin narrowing down markets. Choose your market & click Filter List. If there’s nothing running in that market, Voxtools will tell you.
If, for example, you want to see where all your restaurant work is running, clear your filters and pull down the Business Type menu to “Consumer Food & Drink,” and the Business Subtype below to “Restaurant,” and click Filter List. You can now see all your restaurant work across the nation. Take a minute to explore each Business Category and its related sub categories.
You can also click on any blue market pin to see what’s running, its business type, and expiration date.
If maps don’t turn you on, just use the list below. You can sort the list by clicking on the blue column headers. Click on the client name to see the markets where that work is running. Sort by Expiration Date, and you can see who needs a renewal email.
Voxtools Active Map only tracks work where market conflicts could occur, i.e. paid broadcast media.