Your existing user logins and security access levels will not carry over. Instead you will be required to "invite" your teams to Operate. Their new login will be their email address and a new password will be set up as they register from the invite.
Instructions on adding users here.
Please refer to article on Security Groups
Your team members will then need to complete the user profile and we strongly recommend also their email signature. Instructions to do that can be found here
Your documents in Centrecharge will need to be copied by the essensys team into Operate and will reside under the Email Templates module. While we can copy the documents, the customer will be responsible for checking, and re-entering any merge fields, as these do not carry across.
If you use the member portal - all of the email notifications are automatically copied over into the Email Templates and sit under the folder with the prefix "Portal" However we still recommend a quick spot check on these too.
Additional articles about Email Templates can be found here
License Agreements and other templates
All Agreements, Invoices, Statements and Booking reservation forms will be re-created under the relevant Templates sections in Operate. Only those files you upload to basecamp will be re-created and the lead time to re-create will start from when ALL templates are uploaded by the customer. The good news is that this module is editable by the customer so you can make changes yourself going forward.
Licence Approvals will need to be set up again in Operate - they do not carry over at the moment.
The way that licence approvals work in Operate is also different to centrecharge - you can find out more about how licence approvals work here
In CentreCharge, you need to tick a box in order to mark an Account as Terminated. In Operate this is done using the Account End Date. If this field contains a date, then the system considers the Account as terminating on that date. This means the Account is no longer a customer and will no longer be billed. The Account End Date is not the same as the Licence Agreement Term End Date, each have their own separate functions: One terminates the customer Account itself, while the other only terminates a Licence, not the customer's Account.
The way Centrecharge handles certain modules and values is different to Operate, and this can create some report discrepancies. For example, see the KB article about how a lead is handled in Centrecharge when converted v. Operate here. Other differences to note is the fact Centrecharge doesnt display £0 charges so batch sheets and draft invoices with £0 are hidden in Centrecharge but may display in Operate.
Operate has all "standard" Centrecharge reports, however any custom reports you have created will not be available. Use this as a good time to review your custom reports and select only those you really need. Training can be given to assist with rebuilding them in Operate, or you can use the Knowledge base articles / walk-throughs to self learn.
In Operate, Sales Ledger is called "Accounts Receivable" Slight differences are that because Operate shows £0, the AR master list view shows all customers even those with £0 balance, in addition to those customers who may have terminated with you. You can create additional list views to show you only those customers who have a balance greater than £0 if you wish.
The process to add a payment to a customer account is slightly different, but still allows you to allocate payments and credit notes against invoices, or leave unallocated.
There is no default email that is set up and sent to customers / center teams when a team member adds a reservation to the calendar.
You can either select to send the customer a reservation confirmation form, or you can use workflows to set up you own email that can be sent to the customer every time a reservation is created/edited.
For Operate Essential - the export option is a .csv / excel standard file that you download from Operate and then upload into your financial software. It is not customizable and only those fields on the export file are available.
If the current export you use requires a file locally installed on the PC where you financial software resides, there will be little change to how you export. There shouldnt even be a requirement to change the already installed file, however we will test this prior to the first export. The process will be the same, whereby you still login to a local instance of Centrecharge to export the data.
If your export is to a web based software, the process will be slightly different and will require you installing the relevant app.
All On One Invoice
Within Operate its not possible to send multiple invoices on a single email.
We would recommend that you use a statement from the accounts receivable to show outstanding invoices or alternatively you can still select invoices and send these individually by previewing the invoice and then selecting email.
Layout of information in list views and accounts not the same
We apply a default layouts to your database, this is often different to what you may have been used to seeing in centrecharge.
You can customise this information in the list views by following the instructions here - once a list view is saved it will always be there for you unlike grouping info in CentreCharge.
You can also customise the information within related lists - e.g you might want to see additional fields within the licences section, you can see how to do this here
Operate has many additional features (depending on the edition of Operate you have opted for) which you can now benefit from:
- Workflows to automate your sales experience and customer onboarding
- e-sign for licence agreements
- Ability to add / discontinue users yourself
- Audit of each module though "see events"
- 2-way email
- Customizable list views
- Mailing Lists
- Integrations with other platforms through Zapier
- API access (Enterprise only)