Setup Instructions

Welcome to Tank Track! To set up your Tank Track account for the first time, please use the following instructions.

 

Before you get started: If you are planning on importing your contact list from another program, make sure your contact list is ready to go. Click here to check out our article on preparing your Excel spreadsheet (or a file from another program).

 

Note: Steps 1 and 2 MUST be completed in the order listed.
Steps 3 and following can be completed in any order.

 

1. Customize Property Information Fields (DO THIS FIRST).

Before you can transfer your contacts into your Tank Track database, you need to customize the fields that you will see on your job forms and on the Individual Contact/Property page for each property. Tank Track already has fields for basic info such as address, number of tanks, tank size, directions, property notes, etc. However, since each septic company collects different information about properties, you can also add your own custom fields. (For instance, some companies want to add a checkbox for “hose available?” and some want to add a text field for leach field details.) To create custom fields, click on “Settings” and then select “Property Details” from the list on the left – or simply click here.

For more information about customizing fields and setting defaults for properties, click here

 

2. Import your contacts and property details.

 You can easily import your list of contacts into Tank Track from another program (such as Excel or QuickBooks) as a .csv file.

First, open your file in your existing program. Then, export the file to a .csv format. (Directions for this step will vary based on what program you are working in. You may need to seek help on this point within the program you’re exporting from.)

[In Excel: Click “File,” and select “Export.” Choose “Change File Type” and select “CSV” or “.csv,” also called “comma separated values.” Follow the prompts to save your document in this format.]

 After saving your database as a .csv file on your computer, sign into your Tank Track account and click on the main header for “Contacts.” Click the link “Import Contacts” (upper right). Follow the directions to upload your file.

Once your file has uploaded, you can complete the import process by matching each field in Tank Track with a field in your document.

After the entire process is complete, click on the Contacts header to see your contact list.

 Note: If you do not have a contact list already in a spreadsheet of some kind (for instance, if you have only paper records), you will have to input your contacts one at a time. You can either do this directly into Tank Track, or you can type them into an Excel spreadsheet first and then follow the import directions above.

3. Customize Settings

Now that you have imported your contact list, it is time to customize your settings. If you click the "Settings" link in the upper right of your Tank Track screen, you will be able to access the following areas:

  • Users: Here you can add the people in your company, including those who will use Tank Track, and also those who will be available to choose as truck drivers in the schedule.
  • Trucks: Here you can add your trucks as you want them to appear in the schedule. You can give each truck a nickname and a color (to colorcode your schedule). You can also give each truck a tank capacity that will show up next to the truck in the schedule as a reminder of how much volume that truck can hold before needing to be emptied.
  • Job Forms: Here you can customize your job forms. You can choose whether to have a one-part form (where the driver's instructions and the invoice are the same) or a two-part job form (where the driver's instructions are separate from the customer's invoice). You can also customize all of the text on your job forms/invoices, and input all of the tasks or products you normally bill for.
  • Frequent Destinations: Here you can add the addresses of the places you go often, so that you can add them into a truck's route on the daily schedule. It is especially important to add the facilities where you typically deposit waste. The facilities here that are marked as a "dump" will appear in the Reports section to summarize how many gallons you dumped at each location.

4. Go for it!

Once you have completed the three steps listed above, you are ready to go! Don't forget to purchase paper to use for your printed job forms. The pages will print nicely on regular 8.5x11- inch paper. You can use regular printer paper or you can choose to purchase blank carbonless paper (you can use it in the same way as carbon paper, but it can go through a laser printer).

Enjoy, and let us know how it goes!

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