Module 7: Admin Scheduler - Create a New Project

Step 1: Select the Project Type

From the home screen, click the + symbol and select the type of project you're creating.

Project Type Options Include:

• Residential Project
• Commercial Project
• Private Works

Details:

• Sits at the bottom-left of the home screen, alongside your other quick-access icons
• The project type selected here determines which project template and fields are used going forward

Step 2: Add the Instructing Client

Click the Instructing Client field and select the insurer or client this project is being carried out for.

Available Instructing Clients Include:

• AAMI
• Allianz Insurance Ltd
• Auto & General
• CGU Insurance
• Crawford & Company
• IAG
• McLarens
• QBE Insurance (Australia) Limited
• RACQ Insurance Ltd

Details:

• Required before the project can be saved
• Sits at the top of the Client / Insurer / ELA section

Step 3: Enter the Reference Details

Click Reference to enter the required project reference number, then use External Loss Adjuster and Additional Reference to add any further reference details relevant to the project.

Details:

• Reference is required before the project can be saved
• External Loss Adjuster uses the same list of companies as the Instructing Client field, for projects where a separate loss adjuster is involved
• Additional Reference is optional, and useful for recording a second reference number where one applies

Step 4: Select a Brand

Click the Brand dropdown to link this project to a specific brand, where applicable.

Details:

• Optional — the project can be saved without a brand selected

Step 5: Select the Division and Location Type

Click Division to select the state or region the project is located in, then choose Metro, Regional, or Rural to describe the location type.

Details:

• Division is required before the project can be saved
• The Metro / Regional / Rural selection affects how the job is categorised for reporting and scheduling purposes

Step 6: Add the Peril and Catastrophe Details

Use Specific Client, Peril, and Catastrophe to record the details of the loss, then set the Excess amount and toggle Collect Excess if the excess needs to be collected on this project.

Details:

• Specific Client defaults to None and only needs to be set where a sub-client applies
• Peril and Catastrophe are both optional dropdowns used for reporting
• Excess defaults to $0 and can be updated to reflect the policy excess
• Collect Excess is ticked by default

Step 7: Set the Loss Date

Click the Loss Date field and use the calendar picker to select the date the loss occurred.

Details:

• Required before the project can be saved

Step 8: Add Client Instructions and Critical Information

Click Client Instructions to add any client-specific notes for the project, and Critical Information to record essential details the team needs to be aware of.

Details:

• Both fields are optional, free-text boxes
• Critical Information is useful for flagging anything the team should see before starting work on site

Step 9: Set Up the Default Job

Under Default Job, click Workflow Name to select the workflow for the project's first job module, then add a Description and, where relevant, a Job Reference.

Details:

• Workflow Name and Description are both required before the project can be saved
• Job Reference is optional and used to match the job against an external reference number
• This becomes the project's first job module once the project is saved

Step 10: Assign the Case Manager, Estimator, and Project Manager

Click Case Manager to assign the team member responsible for overseeing the project, then use Estimator and Project Manager to assign the remaining roles.

Details:

• Case Manager is required before the project can be saved
• Estimator and Project Manager are optional at this stage and can be added or changed later
• All three roles are set for the project's default job and can differ from job to job as further modules are added

Step 11: Add the Customer Details

Under Customer(s), tick Individual if the customer is a person rather than a company, then complete Title, First Name, Last Name, preferred contact number, Email, Notes, and Address.

Details:

• First Name, Last Name, and a contact number are required before the project can be saved
• Preferred # lets you choose which number (Mobile, Home, or Work) is used as the primary contact method
• Ticking Use this as the postal address carries the customer's address through as the postal address automatically
• Click Add Customer to add a second customer to the project, where relevant

Step 12: Add Site Contacts and the Site Address

Click Add Site Contact to add a contact for the site itself, and enter the Site Address the work will take place at. Tick Override Address if the site address differs from the customer's address entered above.

Details:

• Site Address is required before the project can be saved
• Site Contacts are optional and separate from the Customer(s) added above — useful for a tenant or site manager who isn't the instructing customer

Step 13: Select Reporting Options

Tick Escape Of Liquid or Flood Claim if either applies to this project.

Details:

• Both are optional checkboxes used for reporting purposes
• Leave both unticked if neither applies

Step 14: Save the Project

Click Save to create the project.

Details:

• Any required field left incomplete is flagged in red, and the project won't save until these are resolved
• Once saved, the project is created with its first job module ready to work in, using the workflow and team assigned above

Summary

Key Project Creation Steps:

Client and Location Details:

• Select the project type and instructing client
• Enter the reference, division, and location type
• Add peril, catastrophe, and excess details where relevant

Setting Up the First Job:

• Select a workflow and add a description for the default job
• Assign a Case Manager, Estimator, and Project Manager

Adding People and Places:

• Add the customer's details and contact information
• Add any site contacts and the site address

Key Points to Remember:

• Instructing Client, Reference, Division, Loss Date, Workflow Name, Description, Case Manager, customer name and contact details, and Site Address are all required before the project can be saved
• Brand, Specific Client, Peril, Catastrophe, Estimator, Project Manager, Additional Reference, and the Reporting Options checkboxes are all optional
• The workflow selected for the default job determines the statuses and blockers available on that job module going forward

👇Recap

• You've learned how to select a project type and instructing client, and enter the reference, division, and loss details for a new project.
• You've set up the project's default job by selecting a workflow, adding a description, and assigning a Case Manager, Estimator, and Project Manager.
• You've added the customer's details, any site contacts, and the site address, then saved the project.

FAQ

Which fields do I actually need to fill in to save a new project? Instructing Client, Reference, Division, Loss Date, Workflow Name, Description, Case Manager, the customer's name and a contact number, and the Site Address are all required. Everything else: Brand, Specific Client, Peril, Catastrophe, Additional Reference, Estimator, Project Manager, and the Reporting Options  is optional.

What's the difference between the customer's address and the site address? The customer's address is the contact's own address, entered under Customer(s). The Site Address is where the work is actually taking place, and can be the same as the customer's address or different. For example, a tenanted property or a site the instructing client manages remotely.

Can I add more than one customer to a project? Yes, click Add Customer under the Customer(s) section to add a second contact.

What happens if I don't select an Estimator or Project Manager when creating the project? The project can still be saved both fields are optional at creation and can be added or changed later.