Step by step
- Open Jobs & planning › Automation (on the Monitor plan: Toner to send) and scroll to Toner to send, or press See the list on the card A toner is running low. The bell links here too.
- Each row shows the customer, the toner, the printer, its level now and Empty around a date (or Empty now). Three days or less is shown in red.
- Open Record as sent on the toner you are sending.
- Set Qty (1–50) and an optional Note (optional) (e.g.
Royal Mail tracked, arrives tomorrow). - Tick Email the customer and check Customer email (filled from the customer's billing email), or leave it unticked.
- Press Record. With email: Recorded. <email> gets a "toner is on its way" email within a minute.
What happens next
The row then shows Sent <date> (<qty>) and customer emailed for 30 days, so nobody sends it twice.
Sent recently at the bottom lists the last ten dispatches.
Recording a toner also closes an open toner request from that customer's portal for the same machine.
The toner comes out of your warehouse: when a cartridge is set for that printer model and colour (Purchase orders › Toner reorder › Cartridge per model), recording it as sent takes that many from your main store (shown in Stock as Toner sent to customer). Each row shows how many the warehouse holds; without a cartridge set nothing is taken.
If nothing is due you see Nothing is expected to run out in the next 3 weeks.
Tips
- Send toner when it shows about a week left so it arrives before the old one is empty.
Ideas to try
- Make toner dispatch part of your contract promise: the customer never has to ring for toner.
Works together with
- Toner running out (forecast)SubClik works out from each printer's daily toner levels when each toner will run out. The forecast card lists those expected to run out in the next 14 days.
- Requests from customers (toner from the portal)When a customer presses Order toner in their portal, the request appears on Automations and in the bell, and the office gets an email. Mark it done when it is handled.
- AutomationsRules that do routine work for you, each a simple “when this happens, SubClik does that”: open jobs from printer faults and planned maintenance (for the office to approve), list toners to send, collect customer requests, email the monthly readings and remind you about contracts.
- StockHow many of each part you have in the main store and in every engineer's van, what is below its minimum and every movement.
- The bell: what needs attentionThe bell at the top of every office page counts what is waiting for the office right now: jobs to approve, jobs with no engineer, missed SLAs, toner to send, readings to check, offline agents, customer requests and, for owners and admins, jobs to invoice, overdue invoices and contracts in their notice period.