The Hofy platform is an online web portal with its own mobile version. It is a straightforward and easy to navigate, allowing you to equip your global team members, within seconds.
As a Hofy manager, you have access to update settings, onboard and off-board team members, place and approve orders while overseeing your daily operations. We take the manual work out of your hands, but we still provide you with insights, regular updates on your orders, contracts, invoices so that you are never left in the dark about your organisation's equipment status. Everything you need to do to equip your team can be done on our platform.
Navigating around
Upon logging into your account, you are directed to your main dashboard or your 'Home'. Here, you'll see a breakdown of what is currently happening in your account - active orders, team members joining, requests, etc.
Profile
You can manage and update your personal details in the Hofy platform, as well as manage your notifications for Hofy contracts, orders, anything relevant to do with Hofy, by navigating to your name in the bottom right hand corner of the app. Click the arrow next to your name to expand the menu options, and you should see the ‘Profile’ option.
Once you click into the Profile menu, here, you manage your in-app and email notification preferences for every reminder we normally send to you. You can update your personal information by clicking the ‘Edit Profile’ button in the top right corner.
Settings
When you click on your name in the bottom left-hand corner, you'll have the option to select 'Settings.'
- On the 'General' settings page, you'll find your company name, your default currency (GBP, USD, EUR - whichever one you signed up for) and the option to enable automatic invites for your team members to log into the Hofy platform. Here, you can determine whether you want to default to inviting team members whilst you're creating their profile.
- The 'Permissions' page allows you to promote team members to Hofy managers and customise their level of access.
- The 'Payments & Billing' page is to set your organisation's defaults for rentals or purchases, as well as to select your preferred options for our Global Hardware Support and Extended Warranty options (new terms of service only).
- On the 'Security' page, you'll have the option to enforce Google or Microsoft single sign-on logins and two-factor authentication. If your Hofy account tier is Pro or Enterprise, you will also have the option to connect a SAML 2.0 login.
- In 'Locations' you create and manage your organisation's specific locations such as offices or warehouses, you can then assign assets to them and request support within 'Assets' rather than associating assets with a person.
For more information on Settings options, see the following Help Centre articles:
Hofy Manager permission types
Payments & Billing - configuring your rental terms
Customising orders with unbundled rentals or purchases
Security - Log in securely into Hofy
Teams
On the left-hand side, you'll see some color-coded teams - these are just templates to help get you started. If your organisation is signed up for Hofy Entry, you will be limited to two teams.
Teams are a very customisable feature used to organise your team members in a specific way. Here are some examples:
Departments and teams (Customer Operations, Product, Sales...)
Locations (United Kingdom, India, Australia...)
Probation status (Post-probation)
Equipment specifics (Devices only)
This feature helps you not only to organise your team members and keep track of them, but also to customise their team's approved items and override certain rental or purchase defaults for a specified team, instead of adhering to your company wide settings from Payments & Billing.
Note: When are are placing requests, your team members can only see the items you have already approved for their assigned team in the 'Products' tab.
We recommend taking some time browsing our offering based on your hiring locations (to ensure what you approve is actually available) and add items to pre-approved lists. Whenever you filter our catalogue by 'Delivery country,' the catalogue will update to reflect the products available in that specific country. To add a product to the approved list, simply select 'Add to approved list.'
For more information on utilising our Teams function, see Managing your teams' approved products and Managing teams' Allowance & Approvals.
Team members
When you create a team member profile, we'll ask you to assign them to a team first. You just need to fill in their personal details - name, address, phone number (for deliveries and collections), their work and/or personal email address (please add a personal email address before your employee's work email is even created so we can coordinate deliveries or in the event you have to off-board them).
For new starters, it helps us if you indicate their start date from the calendar - this is to ensure we deliver in time for their start date, which we is what we commit to. If there is no start date provided, we'll ship the order right away. If their start date is in less than 10 working days, we'll suggest you adding express shipping during the ordering process - Hofy's delivery coverage and express shipping.
Automate your onboarding process by integrating your HR system with Hofy on the 'HR Integration' tab. By syncing with your HR software, you can select which users to import with the click of a button and save time rather than manually adding team members' personal information each time.
Understand how we can help to streamline your processes by diving into our HR integration guide and Country identifiers - Do I need to provide an ID number?
Requests
Give you team members the option to select any equipment they need from a custom curated catalogue for their own team. Whenever your team members request equipment, you'll see an order request come through that must be approved by a Hofy organisation manager before being placed as a real order. Requests will come through to Hofy organisation managers on the 'Requests' tab on the main sidebar or on the 'Requests' page for within each team.
Read more about Managing team member's requests.
Orders
The 'Orders' tab offers you visibility into every single one of your orders. You can also download an XLSX spreadsheet which includes device serial numbers for your records.
Shipments
Check real time, in-depth status updates and movements of your equipment with greater granularity than orders with our 'Shipments' tab. You can click into the tracking link for each order or download a spreadsheet with the tracking links to all orders.
Learn more about Tracking Orders, Shipments and Collections in Hofy.
Contracts
For a simple invoicing run, we give a great visibility over all of your Hofy contracts on our 'Contracts' page. Filter by contract status active, pending (to be delivered), ended or available to reuse (device rentals stored with Hofy). Here, you can download an XLSX spreadsheet with detailed information on all of your contracts, including contract duration, time remaining, total contract value and price per month.
For more, see Contract Management - review and manage your Hofy contracts.
Billing
Click on your name in the bottom left-hand corner and navigate to 'Billing'. There, you'll see several tabs with lots of insights into your invoices and details which make reconciling invoices a breeze.
'Pay Hofy' tab lets you pay your invoices by card quickly and securely. How to pay your Hofy invoices
The 'Paid invoices' page provides quick access to your invoices with a calendar filter by billing subsidiary. Here, you may change the date range to view invoices by select months, view the total invoice amount and download copies of your invoices.
'Credit notes' are for any credit amounts Hofy takes off your invoices.
Next, navigate over to 'Invoice lines' to access all the invoicing lines for a given invoice. Each line will have a link to the assigned user of the equipment and the associated contract. Click on any invoice line to view the full description of the charge. On this page, you'll also see a breakdown of charges by Equipment, Service rendered and Platform fee categories, as well as be able to download an XLSX file of the invoice lines by invoice.
On the 'Entity information' tab, you'll see the legal subsidiary (or subsidiaries) that invoices will be sent to, as well as the email addresses being sent the invoices.
You can set up direct debit for each of your entities and Hofy's entities. 'Direct debit' More details in How to pay your Hofy invoices.
For more, see How Hofy invoicing works.