Overview of Encircle Inventory Software

And we are recording this, so we'll be able to share this with you. So if you have other members from your company that you think would like to see the video, we will be sending out the link so that you can share it with them as well. So thanks for joining us. I'm Barb Jackson and I'm in Pittsburgh and we just had some snow so we're dealing with the winter weather already. And Chris is from in circle and he's in Winnipeg, Canada. He's got five inches of snow, he says. So for, for those of you that are on, if you could just go into your chat area and let us know if the audio is okay. making sure that we're connecting with you. I appreciate that. And everybody is going to be on mute and without video. So it looks like my camera is the only one that's working right now. Chris is not going to be on video, but he is the host today, and he'll be sharing his screen for the Encircle software. Okay, so some of you are messaging. Thank you so much. So we have Katie from Windsor. Hi, how you doing? Okay, good. Perfect. All right. Okay, so for those of you that have just joined us, welcome. We are presenting with Chris from Encircle. And he's going to share information with us about the Encircle inventory software. So welcome, Chris. And you can take it from here. Perfect. Well, thanks, everyone, for joining. And what we'll do is during the session, I'm going to, as I transition through screens, don't hesitate to ask questions. Barb will field the questions to me and manage that part of the webinar. What we're going to do is we're going to go through. take about five minutes to show you a quick overview of what encircle is and and and the big picture and then what we'll do is we'll dive into contents and and into the contents pack out and handling and then we'll take a lot more questions at the end uh for anyone that that has questions there but during the session don't don't worry about asking questions please go ahead and and ask them and we'll turn this into a conversation what i did is is i started a claim so from our uh from our claims handling system What I did is I created a claim. Now we have this feature which we call Link. And what we're able to do is as of about two weeks ago, we now have the ability to have documents signed remotely. We also have the ability to get photos from the homeowner directly synced to our program. So we send out a text message to the policyholder and we're going to send the text message out to Barb here. And we're going to ask her to send in. some photos of the exterior and office. So we're going to tell her, you know what, we just need some photos of your office. We're going to send out this link. And essentially, what we do is we create a secured encrypted message over to her, which then opens up a portal on the mobile app for her, and it opens up a webpage on her end. She then gets this text message, clicks on the link, and it brings up... Your branding so whatever your company brand is if you're with the Paul Davis you'd have a Paul Davis logo there Anyone else would have their logos and that's your first touch point with your customer now What's happening is Barb's now had the she has the the link on her side She's gonna start taking photos and in real time We're gonna be able to get photos of her office to come in now. I say it's real time. It's not necessarily coming in live as she clicks There's a little bit of a downtime, but when we say it's live data, we know that when the system, when we start pulling information in from the system, it's coming in and in nearly real time. And we can already see that we've got a photo of a, of our office coming in. Now that we get a second one in, what we do is we can now engage Barb from, from the first call and say, Hey Barb, you know what? You got a great looking office. And it looks like if you guys have water on the floor, we're going to have to come there and assess the situation. But. You've got great flooring, a great looking office, and I can scroll through the photos and start talking to her about what's important. for us to deal with. So Barb, with your business, we're going to want to make sure we keep these files. Are those files that are active today or those files that we can box up and take away? You're able to engage that customer and make them feel connected to you without even having to do any marketing. So they may not know who you are until you had this claim. Now that they've engaged with you, you're able to start selling them. You're also able to do a few other things. So we look here and we know that the carpet is all wet. I can already start gauging what kind of resources I need to move this furniture to pack out the contents. So instead of going in blind and sending a project manager out, I'm now able to start looking at these photos and go, okay, I got some big furniture there. Maybe this is a two-, three-, or four-person job. And I can already start planning that maybe my technicians don't need to go there and do any of the equipment setup yet because we're going to have to move some contents out of the way. The other thing we can do here is if Barb comes in and says, you know what? I've had this fern here forever and it's really important. My mother gave it to me when I started my business. Well, we can click on that and we can create a contents item right from our overview pictures. That content item, we can then resize and put a note beside it of what we want to do with it. So we can say that this plant is a sentimental item. And I can save that. And I can even create a note in this room telling my team, hey, I want you to handle contents, handle with care, please pack and take care of plant. And then what we can do is we can go in and add a photo of it. Now, what you'll hear during this session is that we're working with really tactile oriented people. What we want to do is we want to be able to move those people in and out of their job. We want to be able to communicate with our staff that these priority contents are something that they really need to take care of. We take a photo of it, we put it in a note, and then what we do is we can add that into here. In our mobile app, so this is actually a screenshot of what my phone is, my field team... is able to see that we have a content item already identified and there's a note there. And inside here, my team can already read this note and understand that we have to handle this with care. Most people that are in this business know if you deal with contents, you're actually dealing with possessions that matter most to the homeowner. So the first thing we're doing is starting to simulate with them and try to handle the items that matter to them. Now what happens is we can come in here. And we can send a document to the insured. And I'm just going to do a privacy consent form. And I can come in here and I've got the claim number and everything attached to it. And I'm going to save this document. Now, what I want to do is I want to send this document over to Barb. And what I want to do is I want to send it to her in advance. We can actually come in here and send another text message to Barb and say, Hey, Barb, I'm sending you this document. You want to take a moment, read through it before my team gets there and sign it. And you'll see on the Encircle system that it says require signature in red. This is just telling us that we've sent the insurer the document. They can sign it through text messaging now. This is a big change for handling documents. So if you would have gone through any of the cat losses in Fort McMurray, Windsor, Florida, or Houston, where a large number of people are displaced, you just need to be able to connect to them either through email or a mobile device and have them sign that document. So right now, Barb's got another text message. With with his document to get signed. I now dispatch my crew to the job site and what I'm going to do is I'm gonna bounce to an outside Job here So I take my crew to the to the exterior and what you want to do is you want to start capturing? that good overview of the of the exterior and That's not the right one. Just gonna grab this one here And what we want to do is we want to capture pre-existing conditions, parking instructions, anything to do with their pets, the real details that matter to a family. So we always take our exterior photos as a nice horizontal photo. This will be a cover shot of the report. And then every photo we take here is left to right, slightly overlapping. And it doesn't matter whether you do contents or mitigation or rebuild. You should have these photos. In the last 12 months, we've had eight contractors now that have been told that they need to pay for the cracks in the driveway of the homeowner because they put a bin down on the driveway. Those eight contractors, eight for eight, the insurance company said it was the contractor's responsibility to pay for it. Eight for eight were able to come in and say, no, we had photo evidence that there wasn't any cracks in the driveway. That's great. The pre-existing conditions. So we take good overviews. Then we go in here, we take in, we can make notes of it, and we can actually document that and detail it out. Same thing with pets. If there's a pet on site. You want your staff to be able to engage. And this is the, it doesn't matter what you're doing for work. You want to be able to start moving in and connecting with that homeowner. Now what we're going to do, I'm going to come back up to Barb's file here. And you can see that in the time that we were talking about the other things, she's come back and signed that document. And that document has a signature there now. She signed our work authorization, our completion certificate, any document that we need to send out, we can get her to sign and send back through that text message. where you're going to see the biggest impact here is on your completion certificates. The job is done, the insured is happy, and now you have to try to schedule somebody to go get a piece of paper signed. You can do it in a text message while you're on the phone with them, get them to sign, and you get that document back. So we've done that. Now what I'm going to do is I'm going to come in, I'm going to add a room. We're going to make this a holiday special. This is going to be the living room. And what we're going to do is we're going to add a room in. and do a full walkthrough. I'm going to go to the mobile app here, and I'm going to show you how your teams would work in the field. So it's just in the middle of syncing up here. We've got the living room now in. And then what I'm going to show you is as we do work on the mobile app, it's live syncing with your office. And if you can imagine this, that if we had five or six phones connected to this job, you'd be live syncing with the other team members on this job as well, including a project manager or admin teams that aren't. involved in the in the job as well on the app we have everything in the top is structured videos photos photos videos notes sketches and everything in the bottom is contents and what I'm going to do is I'm going to go through the how to document a job site if I was doing contents and then we'll get into the listing of the contents right after so in here I'm going to click and take some overview photos now typically I would take my photos left to right when I walk into a doorway and It's very quick to take your photos. We're going to grab overview photos of the entire room. Now, what you'll notice here is maybe this is too dark. We have a button here on the bottom. We have a slider so that you can change the exposure so that if you want to brighten up your photo of the items inside that room, you can. And it usually happens when you get dark spot like that. If you want to brighten it up because the windows don't matter, you can capture your contents this way. And so you're able to get really good photos, especially when you look at a photograph like this one versus this one. That might tell you a little bit more about what you're looking at. Now we've got our photos. Now it live synced the photos that I was doing from my phone. I just hit done on my phone and it's going to drop that sixth photo in there right now. So this is live syncing from the field. This is going back to my desktop and it's all coming back in from my remote device. If I come in here and I take a 360 video, you want to do these as a quick overview, no more than 15 to 30 seconds, but it tells a story to the adjuster or anyone involved. And so you have that quick overview video. We're losing you, Chris. You're coming in and out. You know what? That's just the uploading of the video. Okay. Yeah, we won't be doing any more videos because it will sink us down a little. The next thing we have is we have the notes. And so the notes gives us an opportunity to document the structure. We only get one chance to document pre-existing conditions before we ever start. So what we do is we come in, we take our photo note, and we basically can grab photos of any marks, blemishes on the walls. And you can take a macro photo if you want, and then a micro photo. However you need to document it. All you're trying to do is just make sure that you have photo evidence of pre-existing conditions. And Chris, is there any way to take a pano shot? Or is that instead the video is in lieu of the pano? You're going to want the pano pictures distort. Oh, okay. Because you want details, you're going to take multiple photos. The other thing is it's really hard to put a panel photo into a report. Okay. So that's why we use the static photos, regular photographs to do it. Okay, thanks. So you go through and if you're capturing pre-existing conditions, you don't need to put a big description down there. The fact that you have the photographs and that you can zoom in on them, that's enough evidence and that's all you need. And all you're trying to do is reduce a discussion or a controversy before it happens. We know that insurers become hypersensitive to this. to looking at all the walls that you didn't touch. So if half the room is painted, the other half has dings, you must have put them in there because I never noticed it. And it's just that hypersensitivity to the situation that you're seeing. We then have the ability to sketch and go into moisture. I'm not going to go there right now with here. I'm going to jump into contents. So then what we do is we can come into the job and we can look at what contents we're doing. And we have a couple ways of packing out contents. We can do a very quick photo of an item, take an overview photo, we could pack it into a box, and we usually use the room that we're packing out of, and then it numbers the boxes for us. So we can have living room box one, and it's a medium box, and then we can set our disposition. How do we plan on cleaning this, or what are we going to do with it? Well, this item maybe we'll store on site. Now, this item, this is... maybe how most of you're taking if you use pen and paper you're probably taking one or two photos per item if you're doing another digital system you may be capturing all the information but the problem with this is if you don't capture the pre-existing conditions on this based on this photograph that car is in good shape but if you don't go ahead and add in the pre-existing conditions you probably aren't going to pick up the dead stings and scratches that are on the item and you don't want to get blamed for all the pre-existing conditions The problem is if you have a very tedious manual system or a system that's a little bit more tedious, you're going to run into where you're not taking as many photos. We make the system easy to take photographs. The whole goal is that you want your staff in the field to be working through listing and logging contents and capturing all that pre-existing damage so that you can't be blamed for it in the future. And I don't go in and I don't give it any more description because the photos tell... the story of the pre-existing conditions and we just leave it at that. Sometimes you get black half screen, it's my screen sharing program, I just have to clear it by opening up the text box. So we can do that. We can add an item. So I can go and add the next item. And what's great about this is we have it set where the living room box is already there and we have the items stored on site. So I don't even have to do anything. If I'm not putting a detailed description on this item, I can just go and I can start taking pictures of the next item. Those are all going into the same box as we work along. What you'll notice is if you see over on my computer side, when I hit done here, I have a little syncing and then the image pops up over here. So what it's doing is transferring the information to the server and the server is being updated on the web in real time. Over here, you have the ability to preview those items. We didn't put a description in, so it just went item one, two, three. Now what we have the ability to do is we can come back on the mobile device. I'm going to shift it over to this side of the screen now. We have the ability to come in, click on contents, and we're going to pack out the rigid cordless impact driver. So now let's say this is a non-restorable item. I'm going to come in here and I have a description. So we'll put that in. This impact driver. Disposition as non-restorable. I then click on my box. Now, if I'm not putting it into a box, I can go and put a dumpster up here. Hit done. No box size. Quantity is one. And I can help the insured out by taking the serial number of model off of that. And as long as I take this picture, this serial number model are going to ride with that item for the entire life of the item. If I have any notes, anything that I want to add to it, I can put it in there, but it's already in dumpster non-restorable. So if we're going to pack out a bunch of non-restorables, we can go out and take pictures of it. And then we just come in. Now we only have to fill out the details because everything else is already nicely filled out. And we can then just fill in the missing information. and then we can click on the serial number for that item take the photo and then rotate it around And then we can go add another item and continue the process. I'm going to hit done here. Again, I'm just going to clear that black screen. And now we have our content. So we can get into packing multiple items. If we come in here, and I want to take a picture now on the display showing that it's on my phone it's horizontal. On the display it's showing it as a vertical shot. It's going to look like this. If I want to take a picture of multiple items, I can take a picture like that and I can edit details. And then we can come in here. We can put these are maybe ultrasonics, hard general items. We can put them into a new box. We'll put them in the living room two or three. We'll go into two. And then what we can do is we can add in the quantity that we have. We got six, seven of those cups. And then we can do any notes. So what I can do is I can do any pre-existing conditions. I can just take a picture of the one, and then I can come down and take a photo of any pre-existing conditions. If you get a blurry photo, don't just hit add and keep going. Retake the photo so that you don't have a lot of bad photographs in your pile. Go done. You'll hear I use voice to text a lot. It's three times faster than typing. So you want to use voice to text as much as you can. And you can actually put some really good descriptions in using it that way. So we end up putting that in. It's in the living room too. Hard box. Add the next set of items. We can add the little elf here for Christmas. And then what we can do is we can come in here and change the, we can change the box. And we can also change the condition here. So we could say that we have the electronic item. And apparently my voice detects turning on my Christmas lights. Any questions right now, guys? I don't see any questions yet. That's hilarious. All right. We have a voice activated Christmas system on the tree so it's time to play some Christmas jingles. All right so we've got the we've got that now set up where we can add those details and we can put in as much detail as we want or as little detail as we want. We can pack multiples together or we don't have to we can pack them individually and then what we do is we can come in here and we can track the items. So we can look in our boxes and we have, oh, we have Barb's plant that we didn't remember to put into a box. So we can either add it to a box that we've already put into the system or we can come in and create a new box. So we can come in and create a box for the office and then we can come in here and add in that plant. So maybe we'll put it into a large box and then we say, we'll put that plant in office one, save. and now it's out of there and into office one. We already know it's a plant, it came from the office and it's a sentimental item. That may change the way we redo or whether we handle these contents. So that's why the dispositions are there. We use it where we can then put in things for cleaning process or what we're doing with non-restorables. We have the ability to then also move items around. So one of the most important times that you're going to have or two critical points to make sure you got everything off site is to do your packout we can create a location called truck and at this point and barb you maybe want to elaborate on this but uh what we typically do is have someone in charge of controlling the packing of the truck so if we've assigned somebody to the truck to make sure that every box has left the house as the boxes come out i would walk by barb and say living room one living room two, and she would check those off. And we want to make sure that we've got all the boxes off of site. Now, if we go in and we save that, and we notice that office one hasn't got on the truck, we then have an opportunity to go look for the boxes that haven't been loaded on. If we happen to get back to the shop, and let's say that we decided we load office one onto the truck, we can then put it into the truck. Now, if we decide that all of a sudden we get back to the shop and we're gonna go put our stuff into the vaults and we start unloading the truck and we realize that we don't have office one on the truck it means that maybe we made a mistake and we left the box on site so then you're able to then come in here and and capture that and you have one opportunity within that one hour or two hours of moving off a site to make sure you have all boxes accounted for the reason why is that office one if that office one box never made it onto the truck the problem is If you look at what's in office one, that's a sentimental item to the insured. If that box never made it to this truck, you're never going to recoup that claim. That claim is going to go sideways from the beginning and you're not going to be able to restore it because you lost something that meant something really valuable to that homeowner. Yeah, I see a question there. Is there a spot to put pounds of the boxes? I'm not too sure when you would take the weights of the box. You could put it in notes. You could put it as a text note, but it wouldn't show up here on the overview of the box. When would you use it? She says she uses it when they're doing laundry. So they have to weigh it after it's done for billing. Okay, absolutely. Yeah, you can do, just look in here and see. You have a note that we can put on the box. So we can put the box weight of 10 LBS on that box. It's one spot. You know what? It's a good question. I'll have to see if we can, how that would generate more reports. Let me look further into that because that's the first time I've been asked about weighting a box or a bag. Okay. And the other question is, do you number the box as well? Yeah. Great question. So. Normally, what we do is we use pre-generated labels. Now, I'm not a huge fan of printing out the insurance name on a label set. I like to have pre-made up labels with the different types of dispositions you have. Maybe let me better explain this here. If you're taking a box or a content item, I think the angel's on the missing angel there. My box name. or my box number is going to be office two. Now there's a couple ways you can do that. You can actually put office as the, uh, uh, as the room and then the box number underneath, or you can just say that the box name is office two. Um, that's the way I prefer to see it just because it's the easiest way to run your boxes. You have run office one through 12 bedroom, a one through 15 bedroom B, however you, you organize it. Then when you get to the. all the boxes are on the truck you then print a homeowner label on the way home what we do is we actually have it so that the admin staff can help you out uh in here we have the number of boxes that were packed out so they can actually then print the exact number of labels you're going to need for your your labeling of your boxes when you get home now there's a bunch of there's no right way of doing uh labels it's just that's the way i've seen most common in the field is that a lot of people, instead of overprinting labels, are printing the homeowners. Then when the truck comes to the shop, every box gets accounted for and gets a homeowner label before it gets off that truck. I don't know, Barb, if you have a better process. Most of the label design is manual in the field with preprinted labels, but if there's a better way, I'm definitely open to hearing it. My preference has always been to have labels that were pre-numbered 001 to infinity so that there was no duplicate number 10, you know, that for me, it's hard. Like if I see a bunch of 10s, if it's office or living room, so I just like consecutive numbers. And I found that any kind of labeling system that an inventory company uses can just be added and, you know, can be used in addition. to whatever else the company wants to use. So I prefer to see the job name and the room it's from and the cleaning destination so that when I've got all my boxes and I'm taking them to be cleaned, that I know that these boxes go to ultrasonics, these go to hand cleaning at the wet station, certain boxes go for dry processing, and we can load up. rolling racks with 12 to 16 boxes that go to the cleaning area. So we also like pack the box according to the cleaning station that it's going to. So it just kind of all helps with that assembly line system. Absolutely. So one of the issues that you run into when you go from manual systems to digital system. So I completely agree with you, except for if we run a one to infinity, what happens is you have to have an on-site process, which I'm sure you have, so that someone's assigned 20 boxes and they're given one to 20, so they'll never grab box 21. Stickering, you're pre-labeling your 1 to 500. That's perfect if everyone has their labels that they're accounted for. What we typically find is because of, and this is where a lot of systems are loose, is finding that label system. If we label it living room 1 and you get that 1 to 50, really a box number like using living room 1 is just an identifier. No different than 100 to 1 or 200 to 1. The one reason why we like the living room 1. versus the 1 to 500 is in the system you can have 5 to 10 people in the field. You can have unlimited number of people in the field taking photos in each room and they'll never steal each other's box numbers. And so if the phone is slightly out of sync or two people grab the box at the exact same moment in time, you'll never get an error in that two people pack the same stuff in the same box number. How do you show that box number on the box itself? It could be however you draft it here. If you go LR1, it would show up as LR1. Just think of the living room, the room name as part of the identifier of that box. Okay, so you just have to take it from, the number is being generated in the software, and that's what you're handwriting onto the box. That's right. However you choose to do these numbers. Okay. And then how many employees can take and add items to food to photos in the same room at the same time? Yeah, you can have as many as you want when you run it multiple people into the same room. So if they're working now, let's take it to a bigger scale. Let's say it's a gymnasium store where you have a big area and some multiple people are packing out the same the same area. What you can do is you can actually then turn livery room and you can have Packer A want. and B1 because again, we just don't want them to steal each other's boxes. And what happens in the mobile, and you're going to have this in almost any mobile system, is that you're going to come in and if you're creating systems or creating boxes with content, if Barb's creating content items and I'm creating content items, and all of a sudden we both go to grab this box, unless we're broken down somehow, by either I'm packing out all the A's and her team's packing out all the B's, but we're still in the same office. That's one way to get around it. The other way is that if you're going in, yeah, you could go and say, you know what, we're going to go 102. I don't like that system because it just breaks it down too much. We'd rather use the living room and then pack her A. And that's just a nice way to break it down, A1, 2, 3, all the way down. And that's just something we found from people doing contents, that was one of the easier ways to use the system. Because now I'm only going to see the LRA1s. The next person that takes a picture and they're working on their phone, if they create a box and they go B1, all they're going to see is the LRB1s. So that team will continue to be able to box that way. At the end of the day, LRB1 is just an identifier of the boxing. It's really like a box number. It's just you're using some letters to help identify. And someone's asking, can you put the employee's name instead of the letter? Or can we do like initials? Oh, you can absolutely do that. If you want to put in on an item that is their initials instead of just a regular, you could go KR1. Okay. And so everyone can have it. All this is doing is just identifying. just what you're trying to do in the field. It's just, we're just trying to separate it out so we don't grab a digital duplicate. And it works really well. Like that process or that system hasn't become a problem because then what happens is that box is now labeled that way. It moves to the shop and you're able to move it around and get things done with it. And where it shows up is, again, you go to your box views, it just becomes what the label you're looking for, LRKR1. Okay. Right. So then we've gone in, we've just rushed on vaults. So now inside, if you're really liberal about how you want to move your stuff around, some people are just going in here. You can do a few things. So let's say vault 101. has items that are getting cleaned today. You could go in and just put the entire location as dirty. And then when that location moves, you could say, hey, we're going to take the dirty stuff at 101 and we're going to move it to ultrasonics. So you could actually just add to it. It's at the ultrasonics cleaning. That now goes over. It's getting cleaned. They get clean. You now put all your stuff into white boxes. That's your process. And you can come back and you can change the description on all those items. So you don't have to go item by item. You can just put in now that that whole vault is clean and all those items are now taken care of. Okay. It's, at the end of the day, we're trying to be really flexible in the field so that you're able, you're not spending a lot of time with trying to manage a system. The system's trying to manage your contents for you. And then you can move these clean items. We can go back to that truck and say, yeah, we're going to take 101 back, and we're going to take all the things from the clean 101, those are going to go back on the truck, and we're taking those back to the job site. And then we can physically get a sign-off on the if you want to get content signed off on, we can do that as well. Perfect. Any other questions about that, guys? What I'm going to do is I'm going to take you and show you reports here on how we how we do reports, and how we take all of this stuff and move it into sort of a finished product for the insured. So we can do this in the field, we have the ability to take documents here, we're going to go in, we can generate a report. So we're now working on the mobile device before we leave the job site, we can generate a report, we'll do a schedule loss here. And so now all we're doing is creating all items. Now we'll call this the NR list. That's typically when you're going to do a schedule loss. Here we go. There is a question, Chris. Is there a way to get a sign off from shop? to shop if you have additional shops multiple shops uh if you have multiple shops to do shop to shop so you're transferring items in between you could get sign off if you wanted to yes okay the way you probably would do it is you would change the name that's a good question um if you had location so let's say that you had vault 101 but you actually moved it to a secondary location You could put that in the vault's name is that you're in the Philly location. And then you could put it in that way. If it's outside of the norm of that office and that handling crew, you could do that. Absolutely. Okay. Is that, I don't know if that answered the question the way it was asked, but yeah, we'll see. Okay. She says yes. Okay. Yeah. And so we make it pretty simple. So you're not managing the whole warehouse. You're just managing. where those items are on that job. Then what we have is we have the schedule of loss and then we offer the other side of it, which is a photo report. So this happened 10 years ago, probably about eight years ago now. My team had taken three oak desks out of a house. We wrote on the schedule of loss, oak desk, oak desk, oak desk. The homeowner said, yeah, throw all that away. About three months later, they came back and asked where their walnut desk was. And I talked to my crew and it ended up one of the oak desks. We misidentified the wood. It was a walnut desk and it was a hundred years old. It was their grandparents desk. That was a horrible event that we went through. However, coming back through there, it's happened to everyone. If you've been doing contests long enough, something happens. What we can do is we can give the insured a photo report of all the stuff we're going to throw out. And what we can do is we can actually give them a chance to go and look at everything. so that they have an opportunity to actually see what we called an oak desk is now actually a walnut desk. And so here's what the NR schedule lost is going to look like. It's going to be a spreadsheet. And so what we have here is we have a spreadsheet. If we put a description in, it then adds that description to the living room, also with a data tag. The nice thing about this is that anywhere that we add these items and we took a photo of them, it's a hyperlink. So we actually have a hyperlink on the plant that we took a picture from. We've got the cordless impact driver. We've got a high-res picture of it. And then we also have the data tags that go with it. So there's the model number, serial number. So that all helps to create that evidentiary process for the insured to understanding what their loss is like. or describing their loss to their insurance carrier. Those are dessert cups, and that's what we're looking at. You can zoom in on those if you want. So that schedule a loss report, you can then print that off in Excel and pass it on to the Assured, and they can then deal with that. Then what we have is we have this photo non-restorable photo list. This is the one that's going to carry a lot more weight. So it gives us a hyperlinkable interactive table of contents. There's Barb's sentimental plant. Again, we can click on everything from the photo report. So this is a PDF report that they can zoom into. The other thing we can do is we can come down and you can see that you've got in here the ID tags that are going with those items. Then what we have is we have down here the living room and we have the vehicles. So now we have the pre-existing conditions that are riding with that item. If I have the insurance sign off on these contents. They're basically going to be signing off that these contents have these pre-existing conditions before we ever take them off site. And then there's the pre-existing conditions. Really easy, really simple to get. Same thing in the glasses, just goes through and does that up for you. So one of the questions we get a lot is we get a question from the homeowner saying, well, you know how often should we sign stuff off or from the contractor how often should we sign stuff off what we normally notice is that contractors aren't getting their signature signed off on documents that they should a lot of releases aren't typically signed off and properly uh document we can do that digitally now so we can actually have a content sign off or nr we can save that you And that could be something that my team has to go and get signed. In the field, my technicians can actually get that document here. So it's a signature that's required. I say, you know what, we're going to do this. I'm just using our change order. It just shows the tool and our items to be disposed of. I can attach that list of our contents. And I can say, you know what? that's what we're going to attach preview sign mrs homeowner i sent you the list of contents i just need you to sign off before i throw them away yeah i can i can do that so our owner jane signs off and then a company representative has to verify that they watched it and they had the conversation and then that's all signed off and you can get dual signatures single signatures whatever your your process is and chris what if the customer doesn't have a computer or you smartphone um okay that's perfectly fine what what's the uh uh what's the context of that question where where would where where would you think the gap would be um i don't know let's see if they yeah if i understand like so if you're saying if you send something to them at the beginning of the call and they don't have it um like sort of when we use link then you got to go back to you could go to the where we show up on site, no different than you probably currently do. What we can do is we can actually go in with our digital forms and have them sign on our phone when we come. We can say, Barb, I've got this report for you that I'd like you, or this authorization I need you to sign. Can you read through it? Barb says, yeah, I read through it. I'm okay with that. And then you can say, could you just sign on my phone here, no different than a UPS driver would come in. So we go UPS. Oh, that's cool. Yeah. Okay. Right? And so now my technician can do this. the field and have that side and then that document again comes back at the shop here it says yep we're processing it went from needs signature to it has a signature then okay so yeah the the person who asked the question he's they're saying if you're talking to them on the phone and they inform us that they don't have a computer so yeah that you know what You're going to find nowadays the old ladies are starting to get iPads to talk to their grandchildren. So it's not as big of an issue. Actually, to be honest, we have 87% of the time when a link is sent out, it's used. That's great. That's only a 13% time. Now, the common fail point is actually not because they don't have the technology. The common fail point is that they're not at home at the time of the call. So they get the link and they're like, I can't send you photos because I'm not there. That's not a problem. Or they don't have the technology. Those are the two there. But that number is going to become less and less as you move forward. That's cool. Yeah, that is overall, that's the contents. We do moisture mapping in our product as well. The one last thing is, and this is probably a big one, if you do work with exact analysis and you're trying to, you want to take everybody's photos that were working on site and get them into a consistent pattern. Last, actually, it was at a company this morning, and I was at one about four or five months ago, and I was blown away. Every morning, they had their technicians huddled around a desk, handing in their SD cards so that they could get their photos labeled and which jobs they were at. We have that now. Essentially, what we're doing is we're grabbing everybody's information off their phones. Now, the way it works is we store all the memory or all the photos on the cache memory, not in the gallery. So when photos are being taken in a circle, we're not chewing up the memory of the phone as long as we have a cell connection. We pull the photos off the device. What happens is we store them on our server, and because of the way we took our photos in each room, so Barb's office, we were able to do that. What we ended up coming up with is we do a media export, and it's the equivalent as if you plugged in every phone to it, and it all comes up all nicely documented. So we have all the contents already labeled. So if you wanted to see what the rigid cordless was, you could click on it. And it automatically pulls up the cordless driver as the picture. Or if you had a pre-existing condition photo, you could just click on it. It would pull that up for you. So having to send photos up to exact analysis, they're already labeled for you based on the location. So there's your office photo and there's the living room photo one. Already labeled, you just have to pull five photos, send them up, and that's all it takes to get that up there. Cool. Perfect. Any other questions, guys? That's pretty much the end of the contents demonstration. I don't think I missed anything. But if you guys have questions, I'd be more than happy to answer them. There's one. So, well, it doesn't send the line items. I'm not sure what they're asking. Oh, sort of will it help you build your exact domain estimate on there? Oh, okay. Yes and no. So we have a... a scoping sheet that we built and content is coming out in January. What we did is we came up with a scoping document and I'll show you the one for category one water which is, it'll give you an idea of how we're going to do this. Everything that we put into the program is in plain English. We don't expect your technicians in the field to understand Xactimate but we can extrapolate all the Xactimate wordings. And get it back to my office to put the codes in so let's say that we had DMA site protector containment that can Be do you have any medium boxes and and wrapping? Essentially what we do is we put plain English next to it, and we put a code over here So this was medium boxes they could be clicking on yeah I have medium boxes and I need to pack and wrap stuff and then they hit yes And then what you can do is you can use our system to determine how many boxes do you need to pack out? Because we tell you in our boxes and locations how many boxes you have. So now you're able to apply some of that to your estimate and say, well, I have seven large boxes or medium boxes. I have one large box. And that's how we'll be able to help you. Now, we also build it where we take time. This is just the moisture one where we do like extraction, stuff like that. But contents is going to be the same load so that essentially we can have your billable staff, contents team, water team. Collect the data as they're working. They're the people that know exactly what's happening on the job as they're doing it. That then funnels into an Xactimate or administrator. They put it into Xactimate and then your project manager can write the estimate. This system has improved profitability for contractors anywhere between 10 and 15 percent. We've had some that have gone as high as 25, but they just they weren't using Xactimate right at all. They were really struggling. they picked up a lot because essentially what we're doing is we're putting in all the codes that you could possibly select and making sure that team in the field is doing the work can find what what's happening there so that's a a scoping document and a scoping process that we're we've developed and uh teed up with exact uh to get the revenues as high as possible cool and if you're doing time material we can convert the system over a time material as well oh yeah 100% because it's just about picking up like if you have your boxes, it'd be no different than well here Let's just go down to the equipment. It'd be no different than picking up what types of boxes you'd have We've got these types of boxes. You add them all in there and then just put your quantities in. And then we can either macro those out or you can put them into Excel, however you want to do it. Oh, okay. The whole goal is that you take, in the restoration process, there's so many administrative burdens that are being put on contractors today. The whole goal is that you take the administrative time and put it into your billable staff members. Then what we can do is we try to take that. billable staff time and reduce the amount of non-billable time your project managers or your administrators and at the end of the day if we could get a lot of the pressure we've been able to save about 70 percent of the administration work on a normal file by doing the shift to the you get two things you get the profitability increase because now that's being done by billable staff not your pm or your admin and then you have the work that's done best by an administrator being handled by an administrator so it's actually done faster yeah perfect all right guys any other questions or or comments must be pretty straightforward sounds good well if anyone wants uh we we absolutely take this for a ride it's a with us it's a free 30-day demo you get unlimited use uh Take it for a try. Put it in your business. See if it works for you. And what we do is we have a performance management coaching. We can get your company up and running within four weeks. We can do it faster if you want to do it faster. But it's basically a performance coaching and management session. We teach your management team how to manage the change management as well as how to integrate the system with your current process. And then at the end of four weeks, you should be up and running. and free to use it as much as you like. Okay, cool. Do you want to talk about the cost? Sure. So we run a couple of processes. We have a per claim is how we charge. So it's $10 a claim. Or if you buy 500 pack, 500 claims, it's $7.50 a claim. U.S., for those that are Canada or U.S., Australia, it's all U.S. dollars. If you buy the performance coaching package, we will give you 100 claims to get you started, plus the performance coaching and I believe two documents for $2,500. Money-back guarantee that if we don't deliver a 10x return to you, we'll refund your money. So far, we haven't had anyone take us up on that offer. And we don't sign you to a contract. We have a 98% renewal rate. We don't have customers that are signing up for two five-year term contracts. You pay as you go. we have no commitment to you other than if we don't deliver the service that you expect, you don't have to deal with us. So you're free to leave us at any time, but we just don't. The 2% we've lost is retirement, bankruptcy, and we had one customer leave because of dissatisfaction. But that's, for the most part, we're keeping our customers. I'd like to be on that retirement list. Yeah, in software, I wasn't aware of this, but that's a really high number. And yeah, at the end of the day, we don't want to put anyone into a position where it's not the right system. Sometimes people change, right? Your business changes and maybe you need a different software platform to move with you. The other question we get a lot is what if I'm running Dash or PSA? How does this work with it? We actually complement those systems really well. If you look at them as an inverted pyramid, they're built for the management team. They're built to run the office and calculate the dollars earned and lost. If you look at Encircle… We feed the information to the management team, but we're really used heavily by the field teams. So we're actually like a regular pyramid where the base of our users are field staff and all of the information flows up to the management team. So it's an inverse relationship, but we actually complement those systems and make them better. Some of their tools that they don't do, that they're not very good at, we replace. And for us, they do a lot of things that we don't do. So you have to. to use one of those systems to manage your business we don't manage the business so it's a good good relationship there i think 80 of our customers are dash customers and then the other 20 make up either no systems or psa or somebody else okay and what's the best way to engage or ask questions or get the trial set up or is there a free app yeah absolutely uh you could download the app online uh on the app store or uh uh on the app store or the Play Store. You can also, here, I'll put my email up on the screen, kbrzezowski at insertvillalap.com. Link it with me on LinkedIn. Or you can give us a call. Okay, awesome. There you go. Okay, great. Anybody else have any questions as we're wrapping up? It looks pretty straightforward. So, Chris, do you have anything else? Oh, you know what? That's good. Thanks for taking the time to spend with us, guys. I really appreciate it. Yes, absolutely. Good turnout. Thanks, Mark. Okay. Thank you, Chris. Thanks, everyone. And enjoy the rest of your afternoon and evening. And I'll leave the screen up for a few minutes so that you can get Chris's contact information. So thanks, everyone. I'll be around. If anyone wants to ask questions on chat, I'll be hanging around for a couple more minutes here. Okay, cool. Thank you.

He's got five inches of snow, he says. So for, for those of you that are on, if you could just go into your chat area and let us know if the audio is okay. making sure that we're connecting with you.

I appreciate that. And everybody is going to be on mute and without video. So it looks like my camera is the only one that's working right now. Chris is not going to be on video, but he is the host today, and he'll be sharing his screen for the Encircle software.

Okay, so some of you are messaging. Thank you so much. So we have Katie from Windsor. Hi, how you doing?

Okay, good. Perfect. All right.

Okay, so for those of you that have just joined us, welcome. We are presenting with Chris from Encircle. And he's going to share information with us about the Encircle inventory software. So welcome, Chris.

And you can take it from here. Perfect. Well, thanks, everyone, for joining. And what we'll do is during the session, I'm going to, as I transition through screens, don't hesitate to ask questions. Barb will field the questions to me and manage that part of the webinar.

What we're going to do is we're going to go through. take about five minutes to show you a quick overview of what encircle is and and and the big picture and then what we'll do is we'll dive into contents and and into the contents pack out and handling and then we'll take a lot more questions at the end uh for anyone that that has questions there but during the session don't don't worry about asking questions please go ahead and and ask them and we'll turn this into a conversation what i did is is i started a claim so from our uh from our claims handling system What I did is I created a claim. Now we have this feature which we call Link.

And what we're able to do is as of about two weeks ago, we now have the ability to have documents signed remotely. We also have the ability to get photos from the homeowner directly synced to our program. So we send out a text message to the policyholder and we're going to send the text message out to Barb here. And we're going to ask her to send in.

some photos of the exterior and office. So we're going to tell her, you know what, we just need some photos of your office. We're going to send out this link. And essentially, what we do is we create a secured encrypted message over to her, which then opens up a portal on the mobile app for her, and it opens up a webpage on her end. She then gets this text message, clicks on the link, and it brings up...

Your branding so whatever your company brand is if you're with the Paul Davis you'd have a Paul Davis logo there Anyone else would have their logos and that's your first touch point with your customer now What's happening is Barb's now had the she has the the link on her side She's gonna start taking photos and in real time We're gonna be able to get photos of her office to come in now. I say it's real time. It's not necessarily coming in live as she clicks There's a little bit of a downtime, but when we say it's live data, we know that when the system, when we start pulling information in from the system, it's coming in and in nearly real time. And we can already see that we've got a photo of a, of our office coming in. Now that we get a second one in, what we do is we can now engage Barb from, from the first call and say, Hey Barb, you know what?

You got a great looking office. And it looks like if you guys have water on the floor, we're going to have to come there and assess the situation. But.

You've got great flooring, a great looking office, and I can scroll through the photos and start talking to her about what's important. for us to deal with. So Barb, with your business, we're going to want to make sure we keep these files.

Are those files that are active today or those files that we can box up and take away? You're able to engage that customer and make them feel connected to you without even having to do any marketing. So they may not know who you are until you had this claim.

Now that they've engaged with you, you're able to start selling them. You're also able to do a few other things. So we look here and we know that the carpet is all wet. I can already start gauging what kind of resources I need to move this furniture to pack out the contents. So instead of going in blind and sending a project manager out, I'm now able to start looking at these photos and go, okay, I got some big furniture there.

Maybe this is a two-, three-, or four-person job. And I can already start planning that maybe my technicians don't need to go there and do any of the equipment setup yet because we're going to have to move some contents out of the way. The other thing we can do here is if Barb comes in and says, you know what?

I've had this fern here forever and it's really important. My mother gave it to me when I started my business. Well, we can click on that and we can create a contents item right from our overview pictures.

That content item, we can then resize and put a note beside it of what we want to do with it. So we can say that this plant is a sentimental item. And I can save that.

And I can even create a note in this room telling my team, hey, I want you to handle contents, handle with care, please pack and take care of plant. And then what we can do is we can go in and add a photo of it. Now, what you'll hear during this session is that we're working with really tactile oriented people. What we want to do is we want to be able to move those people in and out of their job.

We want to be able to communicate with our staff that these priority contents are something that they really need to take care of. We take a photo of it, we put it in a note, and then what we do is we can add that into here. In our mobile app, so this is actually a screenshot of what my phone is, my field team... is able to see that we have a content item already identified and there's a note there.

And inside here, my team can already read this note and understand that we have to handle this with care. Most people that are in this business know if you deal with contents, you're actually dealing with possessions that matter most to the homeowner. So the first thing we're doing is starting to simulate with them and try to handle the items that matter to them. Now what happens is we can come in here. And we can send a document to the insured.

And I'm just going to do a privacy consent form. And I can come in here and I've got the claim number and everything attached to it. And I'm going to save this document. Now, what I want to do is I want to send this document over to Barb.

And what I want to do is I want to send it to her in advance. We can actually come in here and send another text message to Barb and say, Hey, Barb, I'm sending you this document. You want to take a moment, read through it before my team gets there and sign it. And you'll see on the Encircle system that it says require signature in red. This is just telling us that we've sent the insurer the document.

They can sign it through text messaging now. This is a big change for handling documents. So if you would have gone through any of the cat losses in Fort McMurray, Windsor, Florida, or Houston, where a large number of people are displaced, you just need to be able to connect to them either through email or a mobile device and have them sign that document.

So right now, Barb's got another text message. With with his document to get signed. I now dispatch my crew to the job site and what I'm going to do is I'm gonna bounce to an outside Job here So I take my crew to the to the exterior and what you want to do is you want to start capturing? that good overview of the of the exterior and That's not the right one. Just gonna grab this one here And what we want to do is we want to capture pre-existing conditions, parking instructions, anything to do with their pets, the real details that matter to a family.

So we always take our exterior photos as a nice horizontal photo. This will be a cover shot of the report. And then every photo we take here is left to right, slightly overlapping. And it doesn't matter whether you do contents or mitigation or rebuild. You should have these photos.

In the last 12 months, we've had eight contractors now that have been told that they need to pay for the cracks in the driveway of the homeowner because they put a bin down on the driveway. Those eight contractors, eight for eight, the insurance company said it was the contractor's responsibility to pay for it. Eight for eight were able to come in and say, no, we had photo evidence that there wasn't any cracks in the driveway. That's great.

The pre-existing conditions. So we take good overviews. Then we go in here, we take in, we can make notes of it, and we can actually document that and detail it out.

Same thing with pets. If there's a pet on site. You want your staff to be able to engage.

And this is the, it doesn't matter what you're doing for work. You want to be able to start moving in and connecting with that homeowner. Now what we're going to do, I'm going to come back up to Barb's file here.

And you can see that in the time that we were talking about the other things, she's come back and signed that document. And that document has a signature there now. She signed our work authorization, our completion certificate, any document that we need to send out, we can get her to sign and send back through that text message.

where you're going to see the biggest impact here is on your completion certificates. The job is done, the insured is happy, and now you have to try to schedule somebody to go get a piece of paper signed. You can do it in a text message while you're on the phone with them, get them to sign, and you get that document back.

So we've done that. Now what I'm going to do is I'm going to come in, I'm going to add a room. We're going to make this a holiday special.

This is going to be the living room. And what we're going to do is we're going to add a room in. and do a full walkthrough. I'm going to go to the mobile app here, and I'm going to show you how your teams would work in the field.

So it's just in the middle of syncing up here. We've got the living room now in. And then what I'm going to show you is as we do work on the mobile app, it's live syncing with your office. And if you can imagine this, that if we had five or six phones connected to this job, you'd be live syncing with the other team members on this job as well, including a project manager or admin teams that aren't. involved in the in the job as well on the app we have everything in the top is structured videos photos photos videos notes sketches and everything in the bottom is contents and what I'm going to do is I'm going to go through the how to document a job site if I was doing contents and then we'll get into the listing of the contents right after so in here I'm going to click and take some overview photos now typically I would take my photos left to right when I walk into a doorway and It's very quick to take your photos.

We're going to grab overview photos of the entire room. Now, what you'll notice here is maybe this is too dark. We have a button here on the bottom. We have a slider so that you can change the exposure so that if you want to brighten up your photo of the items inside that room, you can. And it usually happens when you get dark spot like that.

If you want to brighten it up because the windows don't matter, you can capture your contents this way. And so you're able to get really good photos, especially when you look at a photograph like this one versus this one. That might tell you a little bit more about what you're looking at.

Now we've got our photos. Now it live synced the photos that I was doing from my phone. I just hit done on my phone and it's going to drop that sixth photo in there right now.

So this is live syncing from the field. This is going back to my desktop and it's all coming back in from my remote device. If I come in here and I take a 360 video, you want to do these as a quick overview, no more than 15 to 30 seconds, but it tells a story to the adjuster or anyone involved. And so you have that quick overview video. We're losing you, Chris.

You're coming in and out. You know what? That's just the uploading of the video. Okay. Yeah, we won't be doing any more videos because it will sink us down a little.

The next thing we have is we have the notes. And so the notes gives us an opportunity to document the structure. We only get one chance to document pre-existing conditions before we ever start. So what we do is we come in, we take our photo note, and we basically can grab photos of any marks, blemishes on the walls. And you can take a macro photo if you want, and then a micro photo.

However you need to document it. All you're trying to do is just make sure that you have photo evidence of pre-existing conditions. And Chris, is there any way to take a pano shot? Or is that instead the video is in lieu of the pano? You're going to want the pano pictures distort.

Oh, okay. Because you want details, you're going to take multiple photos. The other thing is it's really hard to put a panel photo into a report. Okay. So that's why we use the static photos, regular photographs to do it.

Okay, thanks. So you go through and if you're capturing pre-existing conditions, you don't need to put a big description down there. The fact that you have the photographs and that you can zoom in on them, that's enough evidence and that's all you need. And all you're trying to do is reduce a discussion or a controversy before it happens. We know that insurers become hypersensitive to this.

to looking at all the walls that you didn't touch. So if half the room is painted, the other half has dings, you must have put them in there because I never noticed it. And it's just that hypersensitivity to the situation that you're seeing.

We then have the ability to sketch and go into moisture. I'm not going to go there right now with here. I'm going to jump into contents. So then what we do is we can come into the job and we can look at what contents we're doing. And we have a couple ways of packing out contents.

We can do a very quick photo of an item, take an overview photo, we could pack it into a box, and we usually use the room that we're packing out of, and then it numbers the boxes for us. So we can have living room box one, and it's a medium box, and then we can set our disposition. How do we plan on cleaning this, or what are we going to do with it?

Well, this item maybe we'll store on site. Now, this item, this is... maybe how most of you're taking if you use pen and paper you're probably taking one or two photos per item if you're doing another digital system you may be capturing all the information but the problem with this is if you don't capture the pre-existing conditions on this based on this photograph that car is in good shape but if you don't go ahead and add in the pre-existing conditions you probably aren't going to pick up the dead stings and scratches that are on the item and you don't want to get blamed for all the pre-existing conditions The problem is if you have a very tedious manual system or a system that's a little bit more tedious, you're going to run into where you're not taking as many photos.

We make the system easy to take photographs. The whole goal is that you want your staff in the field to be working through listing and logging contents and capturing all that pre-existing damage so that you can't be blamed for it in the future. And I don't go in and I don't give it any more description because the photos tell...

the story of the pre-existing conditions and we just leave it at that. Sometimes you get black half screen, it's my screen sharing program, I just have to clear it by opening up the text box. So we can do that. We can add an item. So I can go and add the next item.

And what's great about this is we have it set where the living room box is already there and we have the items stored on site. So I don't even have to do anything. If I'm not putting a detailed description on this item, I can just go and I can start taking pictures of the next item. Those are all going into the same box as we work along.

What you'll notice is if you see over on my computer side, when I hit done here, I have a little syncing and then the image pops up over here. So what it's doing is transferring the information to the server and the server is being updated on the web in real time. Over here, you have the ability to preview those items.

We didn't put a description in, so it just went item one, two, three. Now what we have the ability to do is we can come back on the mobile device. I'm going to shift it over to this side of the screen now.

We have the ability to come in, click on contents, and we're going to pack out the rigid cordless impact driver. So now let's say this is a non-restorable item. I'm going to come in here and I have a description. So we'll put that in.

This impact driver. Disposition as non-restorable. I then click on my box. Now, if I'm not putting it into a box, I can go and put a dumpster up here. Hit done.

No box size. Quantity is one. And I can help the insured out by taking the serial number of model off of that. And as long as I take this picture, this serial number model are going to ride with that item for the entire life of the item. If I have any notes, anything that I want to add to it, I can put it in there, but it's already in dumpster non-restorable.

So if we're going to pack out a bunch of non-restorables, we can go out and take pictures of it. And then we just come in. Now we only have to fill out the details because everything else is already nicely filled out. And we can then just fill in the missing information. and then we can click on the serial number for that item take the photo and then rotate it around And then we can go add another item and continue the process.

I'm going to hit done here. Again, I'm just going to clear that black screen. And now we have our content.

So we can get into packing multiple items. If we come in here, and I want to take a picture now on the display showing that it's on my phone it's horizontal. On the display it's showing it as a vertical shot. It's going to look like this.

If I want to take a picture of multiple items, I can take a picture like that and I can edit details. And then we can come in here. We can put these are maybe ultrasonics, hard general items.

We can put them into a new box. We'll put them in the living room two or three. We'll go into two. And then what we can do is we can add in the quantity that we have. We got six, seven of those cups.

And then we can do any notes. So what I can do is I can do any pre-existing conditions. I can just take a picture of the one, and then I can come down and take a photo of any pre-existing conditions.

If you get a blurry photo, don't just hit add and keep going. Retake the photo so that you don't have a lot of bad photographs in your pile. Go done. You'll hear I use voice to text a lot.

It's three times faster than typing. So you want to use voice to text as much as you can. And you can actually put some really good descriptions in using it that way.

So we end up putting that in. It's in the living room too. Hard box.

Add the next set of items. We can add the little elf here for Christmas. And then what we can do is we can come in here and change the, we can change the box. And we can also change the condition here. So we could say that we have the electronic item.

And apparently my voice detects turning on my Christmas lights. Any questions right now, guys? I don't see any questions yet.

That's hilarious. All right. We have a voice activated Christmas system on the tree so it's time to play some Christmas jingles. All right so we've got the we've got that now set up where we can add those details and we can put in as much detail as we want or as little detail as we want.

We can pack multiples together or we don't have to we can pack them individually and then what we do is we can come in here and we can track the items. So we can look in our boxes and we have, oh, we have Barb's plant that we didn't remember to put into a box. So we can either add it to a box that we've already put into the system or we can come in and create a new box.

So we can come in and create a box for the office and then we can come in here and add in that plant. So maybe we'll put it into a large box and then we say, we'll put that plant in office one, save. and now it's out of there and into office one. We already know it's a plant, it came from the office and it's a sentimental item.

That may change the way we redo or whether we handle these contents. So that's why the dispositions are there. We use it where we can then put in things for cleaning process or what we're doing with non-restorables.

We have the ability to then also move items around. So one of the most important times that you're going to have or two critical points to make sure you got everything off site is to do your packout we can create a location called truck and at this point and barb you maybe want to elaborate on this but uh what we typically do is have someone in charge of controlling the packing of the truck so if we've assigned somebody to the truck to make sure that every box has left the house as the boxes come out i would walk by barb and say living room one living room two, and she would check those off. And we want to make sure that we've got all the boxes off of site. Now, if we go in and we save that, and we notice that office one hasn't got on the truck, we then have an opportunity to go look for the boxes that haven't been loaded on. If we happen to get back to the shop, and let's say that we decided we load office one onto the truck, we can then put it into the truck.

Now, if we decide that all of a sudden we get back to the shop and we're gonna go put our stuff into the vaults and we start unloading the truck and we realize that we don't have office one on the truck it means that maybe we made a mistake and we left the box on site so then you're able to then come in here and and capture that and you have one opportunity within that one hour or two hours of moving off a site to make sure you have all boxes accounted for the reason why is that office one if that office one box never made it onto the truck the problem is If you look at what's in office one, that's a sentimental item to the insured. If that box never made it to this truck, you're never going to recoup that claim. That claim is going to go sideways from the beginning and you're not going to be able to restore it because you lost something that meant something really valuable to that homeowner.

Yeah, I see a question there. Is there a spot to put pounds of the boxes? I'm not too sure when you would take the weights of the box.

You could put it in notes. You could put it as a text note, but it wouldn't show up here on the overview of the box. When would you use it? She says she uses it when they're doing laundry.

So they have to weigh it after it's done for billing. Okay, absolutely. Yeah, you can do, just look in here and see.

You have a note that we can put on the box. So we can put the box weight of 10 LBS on that box. It's one spot.

You know what? It's a good question. I'll have to see if we can, how that would generate more reports.

Let me look further into that because that's the first time I've been asked about weighting a box or a bag. Okay. And the other question is, do you number the box as well? Yeah. Great question.

So. Normally, what we do is we use pre-generated labels. Now, I'm not a huge fan of printing out the insurance name on a label set.

I like to have pre-made up labels with the different types of dispositions you have. Maybe let me better explain this here. If you're taking a box or a content item, I think the angel's on the missing angel there.

My box name. or my box number is going to be office two. Now there's a couple ways you can do that. You can actually put office as the, uh, uh, as the room and then the box number underneath, or you can just say that the box name is office two.

Um, that's the way I prefer to see it just because it's the easiest way to run your boxes. You have run office one through 12 bedroom, a one through 15 bedroom B, however you, you organize it. Then when you get to the. all the boxes are on the truck you then print a homeowner label on the way home what we do is we actually have it so that the admin staff can help you out uh in here we have the number of boxes that were packed out so they can actually then print the exact number of labels you're going to need for your your labeling of your boxes when you get home now there's a bunch of there's no right way of doing uh labels it's just that's the way i've seen most common in the field is that a lot of people, instead of overprinting labels, are printing the homeowners. Then when the truck comes to the shop, every box gets accounted for and gets a homeowner label before it gets off that truck.

I don't know, Barb, if you have a better process. Most of the label design is manual in the field with preprinted labels, but if there's a better way, I'm definitely open to hearing it. My preference has always been to have labels that were pre-numbered 001 to infinity so that there was no duplicate number 10, you know, that for me, it's hard.

Like if I see a bunch of 10s, if it's office or living room, so I just like consecutive numbers. And I found that any kind of labeling system that an inventory company uses can just be added and, you know, can be used in addition. to whatever else the company wants to use.

So I prefer to see the job name and the room it's from and the cleaning destination so that when I've got all my boxes and I'm taking them to be cleaned, that I know that these boxes go to ultrasonics, these go to hand cleaning at the wet station, certain boxes go for dry processing, and we can load up. rolling racks with 12 to 16 boxes that go to the cleaning area. So we also like pack the box according to the cleaning station that it's going to.

So it just kind of all helps with that assembly line system. Absolutely. So one of the issues that you run into when you go from manual systems to digital system. So I completely agree with you, except for if we run a one to infinity, what happens is you have to have an on-site process, which I'm sure you have, so that someone's assigned 20 boxes and they're given one to 20, so they'll never grab box 21. Stickering, you're pre-labeling your 1 to 500. That's perfect if everyone has their labels that they're accounted for.

What we typically find is because of, and this is where a lot of systems are loose, is finding that label system. If we label it living room 1 and you get that 1 to 50, really a box number like using living room 1 is just an identifier. No different than 100 to 1 or 200 to 1. The one reason why we like the living room 1. versus the 1 to 500 is in the system you can have 5 to 10 people in the field.

You can have unlimited number of people in the field taking photos in each room and they'll never steal each other's box numbers. And so if the phone is slightly out of sync or two people grab the box at the exact same moment in time, you'll never get an error in that two people pack the same stuff in the same box number. How do you show that box number on the box itself?

It could be however you draft it here. If you go LR1, it would show up as LR1. Just think of the living room, the room name as part of the identifier of that box.

Okay, so you just have to take it from, the number is being generated in the software, and that's what you're handwriting onto the box. That's right. However you choose to do these numbers. Okay.

And then how many employees can take and add items to food to photos in the same room at the same time? Yeah, you can have as many as you want when you run it multiple people into the same room. So if they're working now, let's take it to a bigger scale.

Let's say it's a gymnasium store where you have a big area and some multiple people are packing out the same the same area. What you can do is you can actually then turn livery room and you can have Packer A want. and B1 because again, we just don't want them to steal each other's boxes. And what happens in the mobile, and you're going to have this in almost any mobile system, is that you're going to come in and if you're creating systems or creating boxes with content, if Barb's creating content items and I'm creating content items, and all of a sudden we both go to grab this box, unless we're broken down somehow, by either I'm packing out all the A's and her team's packing out all the B's, but we're still in the same office. That's one way to get around it.

The other way is that if you're going in, yeah, you could go and say, you know what, we're going to go 102. I don't like that system because it just breaks it down too much. We'd rather use the living room and then pack her A. And that's just a nice way to break it down, A1, 2, 3, all the way down.

And that's just something we found from people doing contents, that was one of the easier ways to use the system. Because now I'm only going to see the LRA1s. The next person that takes a picture and they're working on their phone, if they create a box and they go B1, all they're going to see is the LRB1s. So that team will continue to be able to box that way.

At the end of the day, LRB1 is just an identifier of the boxing. It's really like a box number. It's just you're using some letters to help identify.

And someone's asking, can you put the employee's name instead of the letter? Or can we do like initials? Oh, you can absolutely do that. If you want to put in on an item that is their initials instead of just a regular, you could go KR1.

Okay. And so everyone can have it. All this is doing is just identifying. just what you're trying to do in the field. It's just, we're just trying to separate it out so we don't grab a digital duplicate.

And it works really well. Like that process or that system hasn't become a problem because then what happens is that box is now labeled that way. It moves to the shop and you're able to move it around and get things done with it.

And where it shows up is, again, you go to your box views, it just becomes what the label you're looking for, LRKR1. Okay. Right.

So then we've gone in, we've just rushed on vaults. So now inside, if you're really liberal about how you want to move your stuff around, some people are just going in here. You can do a few things.

So let's say vault 101. has items that are getting cleaned today. You could go in and just put the entire location as dirty. And then when that location moves, you could say, hey, we're going to take the dirty stuff at 101 and we're going to move it to ultrasonics. So you could actually just add to it.

It's at the ultrasonics cleaning. That now goes over. It's getting cleaned. They get clean.

You now put all your stuff into white boxes. That's your process. And you can come back and you can change the description on all those items.

So you don't have to go item by item. You can just put in now that that whole vault is clean and all those items are now taken care of. Okay.

It's, at the end of the day, we're trying to be really flexible in the field so that you're able, you're not spending a lot of time with trying to manage a system. The system's trying to manage your contents for you. And then you can move these clean items.

We can go back to that truck and say, yeah, we're going to take 101 back, and we're going to take all the things from the clean 101, those are going to go back on the truck, and we're taking those back to the job site. And then we can physically get a sign-off on the if you want to get content signed off on, we can do that as well. Perfect.

Any other questions about that, guys? What I'm going to do is I'm going to take you and show you reports here on how we how we do reports, and how we take all of this stuff and move it into sort of a finished product for the insured. So we can do this in the field, we have the ability to take documents here, we're going to go in, we can generate a report. So we're now working on the mobile device before we leave the job site, we can generate a report, we'll do a schedule loss here.

And so now all we're doing is creating all items. Now we'll call this the NR list. That's typically when you're going to do a schedule loss.

Here we go. There is a question, Chris. Is there a way to get a sign off from shop?

to shop if you have additional shops multiple shops uh if you have multiple shops to do shop to shop so you're transferring items in between you could get sign off if you wanted to yes okay the way you probably would do it is you would change the name that's a good question um if you had location so let's say that you had vault 101 but you actually moved it to a secondary location You could put that in the vault's name is that you're in the Philly location. And then you could put it in that way. If it's outside of the norm of that office and that handling crew, you could do that.

Absolutely. Okay. Is that, I don't know if that answered the question the way it was asked, but yeah, we'll see. Okay.

She says yes. Okay. Yeah.

And so we make it pretty simple. So you're not managing the whole warehouse. You're just managing. where those items are on that job.

Then what we have is we have the schedule of loss and then we offer the other side of it, which is a photo report. So this happened 10 years ago, probably about eight years ago now. My team had taken three oak desks out of a house.

We wrote on the schedule of loss, oak desk, oak desk, oak desk. The homeowner said, yeah, throw all that away. About three months later, they came back and asked where their walnut desk was. And I talked to my crew and it ended up one of the oak desks. We misidentified the wood.

It was a walnut desk and it was a hundred years old. It was their grandparents desk. That was a horrible event that we went through. However, coming back through there, it's happened to everyone.

If you've been doing contests long enough, something happens. What we can do is we can give the insured a photo report of all the stuff we're going to throw out. And what we can do is we can actually give them a chance to go and look at everything.

so that they have an opportunity to actually see what we called an oak desk is now actually a walnut desk. And so here's what the NR schedule lost is going to look like. It's going to be a spreadsheet.

And so what we have here is we have a spreadsheet. If we put a description in, it then adds that description to the living room, also with a data tag. The nice thing about this is that anywhere that we add these items and we took a photo of them, it's a hyperlink.

So we actually have a hyperlink on the plant that we took a picture from. We've got the cordless impact driver. We've got a high-res picture of it.

And then we also have the data tags that go with it. So there's the model number, serial number. So that all helps to create that evidentiary process for the insured to understanding what their loss is like.

or describing their loss to their insurance carrier. Those are dessert cups, and that's what we're looking at. You can zoom in on those if you want.

So that schedule a loss report, you can then print that off in Excel and pass it on to the Assured, and they can then deal with that. Then what we have is we have this photo non-restorable photo list. This is the one that's going to carry a lot more weight. So it gives us a hyperlinkable interactive table of contents. There's Barb's sentimental plant.

Again, we can click on everything from the photo report. So this is a PDF report that they can zoom into. The other thing we can do is we can come down and you can see that you've got in here the ID tags that are going with those items. Then what we have is we have down here the living room and we have the vehicles.

So now we have the pre-existing conditions that are riding with that item. If I have the insurance sign off on these contents. They're basically going to be signing off that these contents have these pre-existing conditions before we ever take them off site. And then there's the pre-existing conditions.

Really easy, really simple to get. Same thing in the glasses, just goes through and does that up for you. So one of the questions we get a lot is we get a question from the homeowner saying, well, you know how often should we sign stuff off or from the contractor how often should we sign stuff off what we normally notice is that contractors aren't getting their signature signed off on documents that they should a lot of releases aren't typically signed off and properly uh document we can do that digitally now so we can actually have a content sign off or nr we can save that you And that could be something that my team has to go and get signed.

In the field, my technicians can actually get that document here. So it's a signature that's required. I say, you know what, we're going to do this.

I'm just using our change order. It just shows the tool and our items to be disposed of. I can attach that list of our contents.

And I can say, you know what? that's what we're going to attach preview sign mrs homeowner i sent you the list of contents i just need you to sign off before i throw them away yeah i can i can do that so our owner jane signs off and then a company representative has to verify that they watched it and they had the conversation and then that's all signed off and you can get dual signatures single signatures whatever your your process is and chris what if the customer doesn't have a computer or you smartphone um okay that's perfectly fine what what's the uh uh what's the context of that question where where would where where would you think the gap would be um i don't know let's see if they yeah if i understand like so if you're saying if you send something to them at the beginning of the call and they don't have it um like sort of when we use link then you got to go back to you could go to the where we show up on site, no different than you probably currently do. What we can do is we can actually go in with our digital forms and have them sign on our phone when we come.

We can say, Barb, I've got this report for you that I'd like you, or this authorization I need you to sign. Can you read through it? Barb says, yeah, I read through it.

I'm okay with that. And then you can say, could you just sign on my phone here, no different than a UPS driver would come in. So we go UPS.

Oh, that's cool. Yeah. Okay.

Right? And so now my technician can do this. the field and have that side and then that document again comes back at the shop here it says yep we're processing it went from needs signature to it has a signature then okay so yeah the the person who asked the question he's they're saying if you're talking to them on the phone and they inform us that they don't have a computer so yeah that you know what You're going to find nowadays the old ladies are starting to get iPads to talk to their grandchildren.

So it's not as big of an issue. Actually, to be honest, we have 87% of the time when a link is sent out, it's used. That's great.

That's only a 13% time. Now, the common fail point is actually not because they don't have the technology. The common fail point is that they're not at home at the time of the call.

So they get the link and they're like, I can't send you photos because I'm not there. That's not a problem. Or they don't have the technology. Those are the two there. But that number is going to become less and less as you move forward.

That's cool. Yeah, that is overall, that's the contents. We do moisture mapping in our product as well.

The one last thing is, and this is probably a big one, if you do work with exact analysis and you're trying to, you want to take everybody's photos that were working on site and get them into a consistent pattern. Last, actually, it was at a company this morning, and I was at one about four or five months ago, and I was blown away. Every morning, they had their technicians huddled around a desk, handing in their SD cards so that they could get their photos labeled and which jobs they were at.

We have that now. Essentially, what we're doing is we're grabbing everybody's information off their phones. Now, the way it works is we store all the memory or all the photos on the cache memory, not in the gallery.

So when photos are being taken in a circle, we're not chewing up the memory of the phone as long as we have a cell connection. We pull the photos off the device. What happens is we store them on our server, and because of the way we took our photos in each room, so Barb's office, we were able to do that. What we ended up coming up with is we do a media export, and it's the equivalent as if you plugged in every phone to it, and it all comes up all nicely documented. So we have all the contents already labeled.

So if you wanted to see what the rigid cordless was, you could click on it. And it automatically pulls up the cordless driver as the picture. Or if you had a pre-existing condition photo, you could just click on it.

It would pull that up for you. So having to send photos up to exact analysis, they're already labeled for you based on the location. So there's your office photo and there's the living room photo one.

Already labeled, you just have to pull five photos, send them up, and that's all it takes to get that up there. Cool. Perfect.

Any other questions, guys? That's pretty much the end of the contents demonstration. I don't think I missed anything. But if you guys have questions, I'd be more than happy to answer them. There's one.

So, well, it doesn't send the line items. I'm not sure what they're asking. Oh, sort of will it help you build your exact domain estimate on there? Oh, okay.

Yes and no. So we have a... a scoping sheet that we built and content is coming out in January. What we did is we came up with a scoping document and I'll show you the one for category one water which is, it'll give you an idea of how we're going to do this.

Everything that we put into the program is in plain English. We don't expect your technicians in the field to understand Xactimate but we can extrapolate all the Xactimate wordings. And get it back to my office to put the codes in so let's say that we had DMA site protector containment that can Be do you have any medium boxes and and wrapping? Essentially what we do is we put plain English next to it, and we put a code over here So this was medium boxes they could be clicking on yeah I have medium boxes and I need to pack and wrap stuff and then they hit yes And then what you can do is you can use our system to determine how many boxes do you need to pack out? Because we tell you in our boxes and locations how many boxes you have.

So now you're able to apply some of that to your estimate and say, well, I have seven large boxes or medium boxes. I have one large box. And that's how we'll be able to help you. Now, we also build it where we take time. This is just the moisture one where we do like extraction, stuff like that.

But contents is going to be the same load so that essentially we can have your billable staff, contents team, water team. Collect the data as they're working. They're the people that know exactly what's happening on the job as they're doing it.

That then funnels into an Xactimate or administrator. They put it into Xactimate and then your project manager can write the estimate. This system has improved profitability for contractors anywhere between 10 and 15 percent.

We've had some that have gone as high as 25, but they just they weren't using Xactimate right at all. They were really struggling. they picked up a lot because essentially what we're doing is we're putting in all the codes that you could possibly select and making sure that team in the field is doing the work can find what what's happening there so that's a a scoping document and a scoping process that we're we've developed and uh teed up with exact uh to get the revenues as high as possible cool and if you're doing time material we can convert the system over a time material as well oh yeah 100% because it's just about picking up like if you have your boxes, it'd be no different than well here Let's just go down to the equipment. It'd be no different than picking up what types of boxes you'd have We've got these types of boxes.

You add them all in there and then just put your quantities in. And then we can either macro those out or you can put them into Excel, however you want to do it. Oh, okay. The whole goal is that you take, in the restoration process, there's so many administrative burdens that are being put on contractors today.

The whole goal is that you take the administrative time and put it into your billable staff members. Then what we can do is we try to take that. billable staff time and reduce the amount of non-billable time your project managers or your administrators and at the end of the day if we could get a lot of the pressure we've been able to save about 70 percent of the administration work on a normal file by doing the shift to the you get two things you get the profitability increase because now that's being done by billable staff not your pm or your admin and then you have the work that's done best by an administrator being handled by an administrator so it's actually done faster yeah perfect all right guys any other questions or or comments must be pretty straightforward sounds good well if anyone wants uh we we absolutely take this for a ride it's a with us it's a free 30-day demo you get unlimited use uh Take it for a try.

Put it in your business. See if it works for you. And what we do is we have a performance management coaching. We can get your company up and running within four weeks.

We can do it faster if you want to do it faster. But it's basically a performance coaching and management session. We teach your management team how to manage the change management as well as how to integrate the system with your current process. And then at the end of four weeks, you should be up and running. and free to use it as much as you like.

Okay, cool. Do you want to talk about the cost? Sure. So we run a couple of processes.

We have a per claim is how we charge. So it's $10 a claim. Or if you buy 500 pack, 500 claims, it's $7.50 a claim.

U.S., for those that are Canada or U.S., Australia, it's all U.S. dollars. If you buy the performance coaching package, we will give you 100 claims to get you started, plus the performance coaching and I believe two documents for $2,500. Money-back guarantee that if we don't deliver a 10x return to you, we'll refund your money.

So far, we haven't had anyone take us up on that offer. And we don't sign you to a contract. We have a 98% renewal rate. We don't have customers that are signing up for two five-year term contracts.

You pay as you go. we have no commitment to you other than if we don't deliver the service that you expect, you don't have to deal with us. So you're free to leave us at any time, but we just don't. The 2% we've lost is retirement, bankruptcy, and we had one customer leave because of dissatisfaction. But that's, for the most part, we're keeping our customers.

I'd like to be on that retirement list. Yeah, in software, I wasn't aware of this, but that's a really high number. And yeah, at the end of the day, we don't want to put anyone into a position where it's not the right system.

Sometimes people change, right? Your business changes and maybe you need a different software platform to move with you. The other question we get a lot is what if I'm running Dash or PSA? How does this work with it? We actually complement those systems really well.

If you look at them as an inverted pyramid, they're built for the management team. They're built to run the office and calculate the dollars earned and lost. If you look at Encircle… We feed the information to the management team, but we're really used heavily by the field teams. So we're actually like a regular pyramid where the base of our users are field staff and all of the information flows up to the management team. So it's an inverse relationship, but we actually complement those systems and make them better.

Some of their tools that they don't do, that they're not very good at, we replace. And for us, they do a lot of things that we don't do. So you have to.

to use one of those systems to manage your business we don't manage the business so it's a good good relationship there i think 80 of our customers are dash customers and then the other 20 make up either no systems or psa or somebody else okay and what's the best way to engage or ask questions or get the trial set up or is there a free app yeah absolutely uh you could download the app online uh on the app store or uh uh on the app store or the Play Store. You can also, here, I'll put my email up on the screen, kbrzezowski at insertvillalap.com. Link it with me on LinkedIn.

Or you can give us a call. Okay, awesome. There you go.

Okay, great. Anybody else have any questions as we're wrapping up? It looks pretty straightforward.

So, Chris, do you have anything else? Oh, you know what? That's good. Thanks for taking the time to spend with us, guys. I really appreciate it.

Yes, absolutely. Good turnout. Thanks, Mark.

Okay. Thank you, Chris. Thanks, everyone.

And enjoy the rest of your afternoon and evening. And I'll leave the screen up for a few minutes so that you can get Chris's contact information. So thanks, everyone.

I'll be around. If anyone wants to ask questions on chat, I'll be hanging around for a couple more minutes here. Okay, cool. Thank you.

Transcript for:Overview of Encircle Inventory Software

Transcript for:
Overview of Encircle Inventory Software