Message Center / FrontDesk Tab
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Welcome
Welcome to MyFBO. This document is intended to guide Administrators through some initial steps in configuring and using their new system.
As you review this document, you'll occasionally see references to additional online help documentation. These related documents are also listed and linked in the "See also" section above.
In addition to the guide you are reading now, MyFBO offers the quick guides linked below for other levels of system users:
Getting Started
If you are the Administrator who initially set up your MyFBO system, you were provided with a temporary link to your system by e-mail.
If you are a new Administrator for an existing MyFBO system, you will most likely gain access to the system from a link established on your organization's website.
The first time you log in to the system, you'll use the temporary password reset. You will immediately be required to create a new password that will be known only to you. For system security, it is required that you keep your login and password private. Login and Password sharing is not allowed per MyFBO's Terms of Service.
After you've changed your password, you'll be asked to review and update your personal information. Please take the time to do this thoroughly. It is essential that you have a valid Primary E-mail address in your information.
After you've updated your personal information, you will arrive at the main page in your MyFBO system. All staff users land on this Message Center page, with the FrontDesk Tab active.
Message Center / FrontDesk Tab
System Navigation
As an Administrator level user, you have the highest level of access to the system, which means you are presented with every possible menu choice. This may look a bit daunting at first, but be aware that your various staff users are only presented with as many menu choices as their authority allows, based on what they need to be able to do in the system. If you allow your customers to log in (recommended), they see a very specific, simple customer menu.
It is important to take some time to explore and become familiar with the menu system and functions. To get started you need to know MyFBO has navigation tabs, with related menus located under the tabs. MyFBO help documentation, and responses to support inquiries, will often direct you to a specific portion of the system by providing reference to the tab and associated menu, e.g., Admin Tab / Parameters & Settings menu. For an overview of the navigation options and menus, please read Navigation Overview.
You'll also need to know how to put a customer "in focus". In MyFBO, you can place an individual customer in focus and then quickly perform any number of tasks related to that customer. There are a number of ways to change the customer in focus. Please click the link below to watch a very quick e-learning that will show you how to put a customer in focus and also give you a look at the system tabs and menus.
Put Customer In Focus (speakers or headphones needed)
Learning to Use MyFBO
MyFBO has extensive online help documentation available. From within your MyFBO system, you can use the blue question mark (
)
icon in the system header to access the help system.
e-learnings are a very helpful tool in learning to accomplish specific tasks in the system. e-learnings are pre-recorded, interactive tutorials that can be quickly viewed online. There are many e-learnings available within your MyFBO system via the Support Tab.
As you navigate through the system, you'll notice small blue or red question mark (
) icons next to
menu options. Clicking on the blue icons will bring up a help document specific to
that function and clicking on the red will bring up an e-learning specific to that function.
Another great tool is the ability to create a Sandbox (test) copy of your MyFBO system. This is helpful to Administrators because it allows you to test out features and settings without affecting your live system. It's equally helpful for staff just learning to use the system, since it allows them to practice without the fear of making mistakes in the live system. Only a Senior Administrator can create a Sandbox, but once created, the link or URL to the Sandbox system can be shared with other staff for their use. For more details, please read Sandbox.
MyFBO support staff are always happy to help if you have a question or need advice on system settings, so please do not hesitate to ask. Any staff user can enter a quick support request via the Support Tab. There is also always a small Enter Support Request link in the footer of the system.
Customizing Your MyFBO System
During the automatic setup process, questions were answered that helped define the system initially, and you may have created resources, such as flight staff, aircraft, or fuel tanks, in the system.
MyFBO has many available features and options, and detailed parameters and settings. While all these settings can be a bit challenging, they allow for customization of your MyFBO system to fit your organization's specific needs.
It is not unusual for Subscribers to use and become more familiar with the system before exploring and tweaking various settings, but if you have a brand new system, there are some basic settings that you need to review now. Please navigate to the Admin Tab and review the Admin menu.
Admin Menu
At a minimum, you should review the following:
Please review company owner and billing contact information for accuracy. All billing statements for your MyFBO service are issued by e-mail, so it's important to keep this information up to date. For more details, or if you need a document to share with your accounts payable staff, please see MyFBO.com Billing and Payment.
Every MyFBO system consists of a CORE operating system. Since every operation is unique, the Features & Options you select to include in your subscription are the first steps in building on the core system to suit your specific operational needs. Initial Features & Options are enabled during the automated setup process, but should be reviewed now for accuracy. You may find additional options that you wish to include. For more information, please see Features & Options.
If you schedule anything through your MyFBO system, such as aircraft, flight staff, ground services, you need to set your days and hours of operation. This is the most basic information used by the system in controlling scheduling availability.
Customer & Staff Access
Adding Existing Customers to MyFBO
MyFBO offers a one-time free import of an existing customer list for new subscribers. The import can include any information that would be stored in the customer information records (not transactions). This import must take place after system setup and before encryption of your system for security, so please contact
[email protected] now if you are interested in this option.
If you use FBO Manager:
All data is saved on your computer in an Access database.
If you use TotalFBO:
In your current system there are various reports with the option to send to an Excel file.
If you use Flight Schedule Pro:
Log into your Flight Schedule Pro system and display the Contacts Report. Copy and paste the body of the report into a spreadsheet. MyFBO can import from the spreadsheet.
MyFBO frequently receives import requests for the programs listed above, but customer lists can be imported from other programs, including accounting packages such as QuickBooks. Basically, if you can get the data into an Excel spreadsheet in the format shown below, we can import.
If you have questions about importing customer information not included in the list
below,
please contact [email protected] to
discuss. MyFBO cannot import customer financial transactions or customer
account balances, but we can provide an easy method for you to quickly enter
starting account balances for your existing customers once your customer list
has been key entered or imported. Please contact us if you need this option
enabled.
|
Customer Data Typically Imported Each field below should be a column in the spreadsheet. Multiple pieces of data combined into one field, such as First Name & Last Name, cannot be imported. |
||
| First Name Middle Name Last Name Organization Address 1 Address 2 City State Postal Code Country Home Phone Work Phone Cell Phone Fax E-mail 1 E-mail 2 Emergency Contact Name Emergency Contact Phone |
||
Important:
If you only have an Organization/Company name for the customer, enter that into the last name field.
The field cannot contain any other data or multiple addresses. Once a specific address has been used as the E-mail 1 / primary address for one customer, it can not be used as the E-mail 1 address for another customer. Any customers with duplicated E-mail 1 addresses will not import.
Any system emails that are sent will also be copied to E-mail 2.
The field cannot contain any other data or multiple addresses. It CAN contain duplications of E-mail 1 addresses.
Before sending your import file, please take the following steps to ensure data quality and a smooth import :
Look for and remove any leading blank spaces. A blank space in front of a name will keep it from showing up in system searches.
Confirm that all records have an entry in the Last Name field. A record with a blank Last Name field will not import.
Look for and remove any leading blank spaces. A blank space in front of a name will keep it from showing up in system searches.
Review for duplicate customers and resolve any duplication issues before import.
Look for and remove any leading blank spaces.
Review for duplicated email addresses. Combine duplicate customers as appropriate.
Any customers with duplicated E-mail 1 addresses will not import. If the customers are NOT duplicates, you can resolve by moving the duplicated addresses to E-mail 2, leaving E-mail 1 empty.
Adding New Customers to MyFBO
Every user of your MyFBO system must have a customer record.
In MyFBO, the term customer generally refers to your customer, client, club member, student. When you create a new customer in the system, you are actually creating a customer record where all the data specific to that individual is stored. You can also choose to allow individual customers to log in to your MyFBO system. If you do so, they will see a simple menu designed specifically for customer use, and they will only be able to access their own data.
Please read Adding a New Customer.
Adding Staff / Employees to MyFBO
Since every user of your MyFBO system must have a customer record, your staff (instructors, mechanics, dispatchers, front desk staff, etc.) are first added to the system as customers per the instructions above. Once you have created the customer record, you can then assign a higher system access level for the employee. This is accomplished from the Manage Tab / User Security menu.
Please read Grant Staff Level Access.
You should always assign employees to the access level that most closely matches the tasks they need to perform routinely. This increases the security of your system, and it simplifies system usage for the employee since menu options that do not apply to them will be removed. If in doubt about which level should be assigned, assign the lowest level that seems applicable and then adjust later if the individual has tasks that they need to perform that are not available at that level.
Please read Employee Access Levels Defined.
The highest levels of access (manager, accountant, junior administrator) can only be assigned by a system Senior Administrator. This is accomplished from the Admin Tab / Staff Security menu.
Please read Grant Higher Level Access.
What's Next?
If you are the Administrator of a new MyFBO system, the next step is to review settings and data for the components of MyFBO that your organization will be using.
If you schedule flights, please read Flight Operations Guide.
If you provide Fuel and Ground Services, please read Fuel Management Guide.
If your operations include a Repair Center, please read Service Order Overview.
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07/29/14 cli