How to use the Setup Assistant in VOGSY

To get the most out of the platform, a proper setup is essential. This guide walks you through the VOGSY Setup Assistant, a six-step process designed to configure your environment correctly from the start.

For a smooth setup, we recommend having a dedicated project team and strong support from your management.

To make the setup process fast and efficient, gather the following information first. This preparation is the foundation for a successful VOGSY environment.

• Company and Department Structure: Map out your full organizational chart, including all legal entities and departments. This is crucial for reporting, resource management, and financial roll-ups.

• Work Breakdown Structure (WBS): Understand how you will structure projects. VOGSY uses a hierarchy to break down work into smaller parts. You'll need to define:

  • Deliverables: The major outputs of a project.

  • Activities: The specific tasks needed to create a deliverable. Also, know which job roles perform which activities.

• Employee and User List: Compile a complete list of every employee and contractor who will use VOGSY. For each person, you will need their role, department, cost rate, and standard billable rate.

• Revenue Streams: Compile a complete list of every employee and contractor who will use VOGSY. For each person, you will need their role, department, cost rate, and standard billable rate.

The Setup Assistant will guide you through each of the following configuration stages.

Step 1: Basic Setup

This first step establishes the core foundation of your VOGSY account.

• Configure Company & Departments: Enter your company details and create the departmental structure you defined in the checklist.

• Add Your Branding: Upload your company logo and customize templates for documents like quotes and invoices.

• Set General Settings: Choose your default currency, time zone, and language.

• Define Work Hours & Holidays: Set your company's standard work week and add official holidays. This is vital for accurate resource planning.

Step 2: Resources Setup

Here, you'll add your people to the system and define how they work.

• Create Employees and Users: Add everyone from your list (employees & contractors), assigning them to the correct department and role.

• Define Roles and Activities: Establish the job roles in your company and link employees to the activities they can perform.

• Set Cost and Billable Rates: Enter the internal cost and external billable rates for each employee. This drives all project budget and profitability calculations.

Step 3: CRM Setup

Connect your external Customer Relationship Management (CRM) system to VOGSY for a seamless flow from sales to project execution. VOGSY integrates with platforms like Salesforce, HubSpot, and others.

• Authorize the Connection: Link VOGSY to your CRM.

• Synchronize Opportunities: The main goal is to pull sales opportunities from your CRM into VOGSY for pipeline visibility and resource forecasting.

• Map Your Data: Ensure information like customer details and opportunity stages are mapped correctly between the two systems.

Step 4: Accounting Integration Setup

Automate your financial workflow by connecting VOGSY to your accounting software (like QuickBooks Online, Xero, or Exact).

• Connect to Your System: Choose and authorize your accounting platform.

• Define Sync Level: Decide how deep the integration should be—from just sending invoices to a full two-way sync of accounts payable and receivable.

• Map Ledger Accounts: Link VOGSY revenue types and other financial items to the correct general ledger accounts in your accounting system to ensure accuracy.

Step 5: Project Setup

Define the fundamental building blocks for how you will deliver services to your clients.

• Define project costs: Set up all your non-activity based costs.

• Configure Project Settings: Establish the required project workflows and settings to match your business processes.

Step 6: Accounting Setup

This final step ensures all financial data from your projects is categorized correctly for analysis.

• Configure Revenue Types: Create the revenue streams you identified in the checklist, which will be linked to project deliverables.

• Set Up Ledger Accounts: For each revenue type, assign the specific ledger accounts for revenue, work in progress, and cost of goods sold. This is critical for generating accurate profit and loss statements.

A smooth technical setup is only part of the equation. True success with VOGSY requires a supportive environment and the right people at the helm.

1. The Right Project Team: Your setup team should include members from sales, project management, finance and operations. Their combined insight ensures VOGSY is configured to work for everyone.

2. Ensure Active Leadership Support: For a successful rollout, support from your leadership team is essential. This means they should actively:
   - Commit the right resources: Dedicate the necessary time and people to the setup process.
   - Champion adoption: Publicly encourage the use of VOGSY and communicate its importance to the entire organization.