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We're Streamtime, makers of project management software for the creative industry. We love design as much as you do and know that productivity and creativity aren't mutually exclusive.

Talking money with clients, why is it so hard?

At CreativeMornings Sydney last week, Jason Little gave an inspiring talk on Failure. One of his key points was our failure to talk money. He said, “designers, we’re terrible with money, we undersell ourselves, we work for free”. Unfortunately, that statement is often all too true.

In order to be competitive and get the job, we lower our prices and sometimes even work for free. By doing this, we are basically telling the world that our time isn’t worth much, when in fact, time is our most valuable asset.

To avoid this, it’s important we understand just how much time it takes to complete a job. It’s very easy to dismiss an hour of our time in order to win a job, but what happens when that hour turns into 10 hours? That’s a lot of effort for no more money. The easy way to track time is by doing timesheets. Yes they’re tedious and boring, but they also show us just how much effort we put into completing a job. So when a similar job pops up again we have a very good idea of just how much of our time it will take to complete it and can quote accordingly.

When talking money with a client, it is also important to agree to get some form of payment up front. There’s nothing worse than delivering the goods and not getting paid for our time and effort. In other industries this is standard business practice and we shouldn’t be afraid to follow suit. Send an invoice before the job starts asking for a percentage up front and don’t start the work until payment has been received.

If you haven’t seen it already, check out the talk below by Mike Monteiro for CreativeMornings San Francisco. It’s titled F*ck You, Pay Me and it’s enlightening.

Of course there are times when working at reduced rates or for free is potentially mutually beneficial. If we’re working for a not for profit, then the work itself might be rewarding enough. Similarly, working for a particular client might allow us total creative freedom and could possibly score us an award or two. But these circumstances should be the exception to the rule.

Remember: don’t be afraid to charge for your time or request payment up front, and most importantly, don’t undersell yourself and the work that you do.

Photo by Ken Teegardin and used under Creative Commons license.


Tips & Tricks: How to create favourite reports

If you find you run the same reports over and over again, you can set these reports as favourites in Streamtime.

Simply click the heart next to the report you want make a favourite, it will then be available in the favourites tab.

See our knowledge base for more information on reporting in Streamtime.


Tips & Tricks: A quick way to find active jobs and quotes

In Streamtime, you can easily see the quotes and jobs you’re currently working on for a client by going to the client record in the contacts tab.

When you’re in a client record simply click the Active Quotes tab and you will see which quotes are currently active for that client.

By clicking the arrow next to a quote, this will take you straight to that quote so you can view and/or amend it.

If you wish to see active jobs for a particular client, you can click the Active Jobs tab.

Again by clicking the arrow next to the job you wish to view, this will take you straight to that job.

Finally if you’re in a supplier record you can similarly view any active purchase orders associated with that supplier by clicking the Active Orders tab.

Clicking the arrow next to the appropriate order will take you directly to that order, enabling you to view it, amend it etc.

Streamtime wins AUS Mobile & App Design Awards 2014

We were delighted to pick up the award for Project Management Software at the AUS Mobile & App Design Awards last night.

Our Lead Developer Pius Jeon (pictured above left) and Interactive Designer Cam Trollope have worked very hard to deliver this product and it is great to see their hard work rewarded.

If you’re new to Streamtime, and would like check out our award winning work, you can see a demo of Streamtime on the web here. If you already use Streamtime, our Streamtime knowledge base has all the information you need to set this up, or alternatively give our support team a call for assistance.

Tips & Tricks: Simple scheduling in Streamtime

In Streamtime you can create tasks directly onto the Task Calendar for simple scheduling.

Simply find the staff member that is free at the time you wish to schedule the task, double click in the space available and follow the prompts.

See our knowledge base for more information on scheduling in Streamtime.

Tips & Tricks: Manage contacts from anywhere

Just met a potential prospect? Need to check a supplier’s address to pickup your proofs, or call your client from the taxi to let them know you’re running late?

With the latest update of Streamtime on the web, you can now create and manage your contacts from anywhere.

Managing contacts has never been easier.

If you’re new to Streamtime, check out the demo of Streamtime on the web here. If you’re already a Streamtime subscriber, our Streamtime knowledge base has all the information you need to set this up, or alternatively give our support team a call for assistance.

Tips & Tricks: Compose and Hold

Selecting Compose & Hold before emailing a quote, purchase order or invoice out of Streamtime will create a draft email with an attached PDF of the relevant item.

This allows you to double check the item and add any additional attachments before clicking send.

Tips & Tricks: Quick keys for Streamtime on the web

With Streamtime on the web you can use quick keys to enter information faster.

Quick Timesheet Entry

In your personal tab, simply type ‘n’ to go straight to a new time entry.

You can also click ‘esc’ to close the time entry window without saving.

Quick Company Entry

In the companies list, type ‘n’ to create a new company entry.

Again you can click ‘esc’ to close the new company window without saving.

If you aren’t already using Streamtime on the web, our Streamtime knowledge base has all the information you need to set this up or alternatively give our support team a call for assistance.

Tips & Tricks: Streamtime support

Need some Streamtime help? We use TeamViewer to give remote support to all our subscription clients, at no additional cost.

Simply download TeamViewer from our website and call one of our Streamtime Aces.

By downloading TeamViewer onto your machine, our Aces are able to see what you see and help you faster!

TeamTime – Voyage en France

Every year we like to treat our hard working staff to a bit of a break and some team building. We call this TeamTime and this year Team Northern Hemisphere were sent to Paris. Here’s my take on our three days of fun and frolics in the City of Light.

Day 1

After an early start we arrived at our hotel in Paris at around 13:00 local time to be greeted by Aaron and his family who had been in Paris for a few days already. Aaron had obviously spent too long in Europe as we all received double cheek kisses. Those red pants are bright in real life too.

After checking in, our first activity was to head out in teams to find three local places of interest. Our activity bag included (among other things) postcards of three destinations that our teams had to get to and then have a photo taken in front of. Mode of transport was the Velib (Parisian hire bikes). The weather was hot, and the cycling hard going at times, so the water and Redbull in our packs were very welcome.

Our team made up of myself, Neil and Nate got some great shots of The Lourve, Eiffel Tower and the Quarter Invalides which we followed with a leisurely (mostly liquid) lunch at one of the many street cafes on our way back to our hotel. The other teams of Aaron, Michael and Dani and Miel, Ryan and Mark also had great fun getting their shots among the many tourist attractions in Paris.

The evening included more drinks at a bar near Pont Neuf, followed by a cruise down the Seine with a lovely three course meal. It culminated in a fireworks display from the Eiffel Tower and nearby bridge to celebrate Bastille Day. A pretty awesome show and a really nice way of spending our first evening together in Paris.

Day 2

Day two started with the realisation that no one in our hotel had hot water, so after a very quick shower and a hearty breakfast we headed to Montmartre to enjoy a bread making lesson from Franco-American chef Alex Dreyer.

We had a really informative and hands on couple of hours resulting in a large batch of focaccia, traditional baguettes and many different styles of brioche. We got to enjoy the bread with cheese, meats, pates and of course wine.

After lunch our next stop was to learn how to play Pétanque/Boules with our host Victor in place Dauphine. After a brief history lesson, we took to the sand, splitting into teams to perfect our skills. I was pleased to learn that the most important part of the game was enjoying some more French Wine. Just as well for me, since the activity ended with an all-in game which was won on a single demon boule from Mssr. Clement to knock my winning ball flying.

The day ended with a team meal and as it was a beautiful, warm evening, most of us went on to enjoy a few more drinks in the local bars before bedtime.

Day 3

Day three began with more cold showers and after breakfast we headed over to the Eiffel Tower for a climb up to see the sights of Paris from above. The queue for the elevators was ridiculously long, so we decided to ascend on foot.

Once we reached our destination we were rewarded with some great views over Paris, which we followed with another leisurely team lunch as a restaurant nearby.

Afterwards a few of us jumped in taxis back to the hotel while others chose to have one last ride on the hire bikes before we said goodbye to this wonderful city.

All in all it was a really fun trip. Tiring, hot, with the odd cold shower thrown in for good measure, but lots and lots of good times had by all. It was a great team building exercise and will live in my memory for a long time to come.




Why do we do timesheets?

A few weeks ago this image of Seinfeld’s soup nazi was doing the rounds, and while it made me laugh, it also got me thinking, why is it so important that we do timesheets?

For as long as I can remember I’ve had to do timesheets as part of my various jobs in the creative industry, just blindly accepting that it was part of my job requirement. But I never really stopped to ask myself, “why”?

While timesheets may be an obvious benefit to business owners—allowing them to see how much time their staff are putting onto a job—it’s not so easy to see how timesheets benefit the rest of us. To most, they’re a right royal pain in the butt, taking up important design time.

So what are the benefits of doing timesheets? Well it just so happens, there are quite a few.

By tracking your time correctly, there is total transparency on the job. All the people involved can see how many hours work was required to complete the job, allowing the people that will create future estimates to have a better understanding of just how many hours that type of work takes, and those creating the invoices to charge the right amount for the job.

There are also clients that are invoiced based on the actual time it took to do the job, rather than based on an estimate. So if timesheets aren’t done, the client won’t be invoiced correctly. Essentially, they’ll be paying less for all your hard work.

Or what about this old chestnut, the client changes the brief in the middle of the job and now you have to spend extra time and effort getting the job done. Someone has usually given the client an estimate, but if you don’t track your hours, it’s hard to see if the client has gone over that estimated time. By tracking your time it will be much easier for the client service team to see that there are extra hours on the job and potentially charge that time to the client. Wouldn’t it make you feel better about doing the extra work if you knew the company was getting paid for it?

The cynics among us may see timesheets as a way for business owners to keep tabs on their staff, but think of it this way, if you have to work late to get a job done, or spend extra hours on a job because of complications, isn’t it a good thing that your company knows you put the extra hours in?

As a result of doing timesheets, jobs will become more profitable and if the business is making money, that’s good news for everyone.

Tips & Tricks: Grouping Contacts

It’s just over 5 months until Christmas and maybe you’re already thinking about which of your lovely clients and suppliers will be getting a gift or an invite to the Christmas party.

By using the sort field in Streamtime, you can group and label your contacts, making it easy for you to search for those contacts when the time comes.

The sort field can be used at a company level to group your contacts together, for example, based on industry type. It can also be used on a personal level, for example, indicating which contacts within a company will get that Christmas gift or party invite.

Once you’ve assigned a sort value to a contact you can then easily use that field to search for those particular contacts.

See our Knowledge Base for more information on how to use the sort field to search and create a contact list.

Tips & Tricks: A shortcut for searching by today’s date

When in a date field in Streamtime if you click Cmd – (hyphen) on a Mac, or Ctrl – (hyphen) on a PC, the date field will automatically populate with today’s date.

This will enable you to search all invoices, time entries, quotes etc that were created today.

Providing better customer service – insights from BoS 2014

Last week Michael O’Riley (Head of Support) and I attended Business of Software 2014 Europe for two days of inspirational talks and networking.

A number of the sessions looked at providing better customer service, so here’s a few tips on this key area.

Gaming app developer and guru Kathy Sierra introduced us to the concepts behind producing killer apps. These included taking into consideration the context that the app is being used in; the key being that we focus too much on making product X better rather than getting people to be better users of X.

A big pitfall is that we don’t always acknowledge the pain that a user has to go through to get the app to do what they want it to. Many developers simply expect users to have the knowledge they do and all too easily ignore the real pain and frustration a user might be experiencing.

Helping users to feel that their problems are temporary or typical is key to motivating them to believe that this is simply a step towards ultimate success.

Day one closed with a session from former CD Baby owner, Derek Sivers. Derek’s happy nature and positive approach is infectious and in itself an enviable quality to adopt when dealing with customers. The session was an outline of six great customer service philosophies that he had gleaned over his years at CD baby and since. Here are his top tips:

1. You can afford to be generous – Good service comes from generosity and abundance. Bad customer service comes from a feeling of scarcity and survival mode type thinking. Generosity is based on the long term outcomes whereas survival mode thinking forces us to focus too much on the short term.

2. The customer is more important than the company – Derek highlighted a value choice between being defensive of your brand and doing what’s right for the customer. Placing the customer first has to be the number one priority – they are your business and your best brand ambassadors after all.

3. Customer service is a profit centre – whilst sales are obviously more profitable, the profits to be gained from this powerful area are huge. We should all be investing heavily in this area and recognise the difference it makes to our bottom line.

4. Every interaction is your moment to shine – we have so many touch points with a client, the vast majority of them coming after the sale. Good customer service isn’t about being as efficient as possible; friends are not efficient. Inefficient time allows the opportunity to build a more personal relationship with your customers.

5. Lose every fight - Being happy to lose every fight is another way to ensure that the customer is first. It’s a difficult discipline, but it’s important for anyone working in the customer service sphere to catch themselves before being defensive. Practicing empathy is key to this and remember that the loudest critics are often potentially your loudest advocates.

6. Rebelliously right the wrongs of the world - You have an opportunity to show everyone else how it’s done. Not following norms in dealing with people is a potential for competitive advantage. Think of the worst customer experience you’ve ever had and do the opposite.

The day culminated in a great meal and opportunity to spend time with peers at all levels of the business. It was interesting for me to witness that whether talking to someone who had sold their company for millions, or had a company that had been going for 10 years, or were a new startup, the challenges we face and the opportunities we are presented with are incredibly similar.

Day two included a number of interesting talks including one from Sarah Hatter, formerly of 37signals, and now of CoSupport. Sarah gave a presentation on ‘humanising the web’.

She presented ideas on how we can ensure that our communications with customers are less robotic and more personable. The session was primarily focused on the language that is used on websites and in email communications, with advice on how to make them more friendly.

Whilst these things may be obvious, it was good to remember that small tweaks in the way that we speak can have a massive effect on the outcome of the conversations we have and the relationships that we are trying to cultivate.

Reflecting on the lessons learnt over the two days, I feel proud to say that at Streamtime, we place a lot of emphasis on customer service. It’s one of our main propositions to new and existing clients. We have developed a culture of caring about our customer’s needs, of going the extra mile and doing what we can to ensure their success. But there is always room for improvement, and the BoS conference provided some great tips on how to sharpen those skills.

Tips & Tricks: Scheduling around public holidays

Do public holidays like Easter Monday, Spring Bank Holiday and Labour Day just creep up on you? You can plan for them in advance by including them on your Task Calendar.

First create an internal job called Public Holidays, then simply go to Jobs > Task Calendar and find the date of the public holiday and double click in the field. This will create a task on the calendar, first prompting you to select a job, then to create a task on that job.

Select your newly created Public Holidays job, then:

1. Select the task from the drop down

2. Select the staff you wish to be assigned the task. To assign it to all staff, hold down the ALT key and click on each staff member’s name

3. Include the estimated amount of time for the task, if it’s a public holiday you’ll want to allow 8 or 9 hours

4. Choose the Due Date – this should be the same day as the Start Date if it’s a public holiday

And that’s all you need to do. If you like, enter the specific holiday name in the task notes and give the job a colour so the tasks stand out on the calendar.

Click Save and the public holiday will now appear on your Task Calendar. So no more scheduling work when you should be enjoying a public holiday.

See our Knowledge Base for more information on creating tasks like public holidays and annual leave on your Task Calendar.

Tips & Tricks: Add time from anywhere

Didn’t get time to do your timesheet at work? Would you like to be able to add time via a phone or tablet on your way home?

With the latest update of Streamtime on the web your staff can now add time and complete tasks from anywhere.

Our Streamtime knowledge base has all the information you need to set this up or alternatively give our support team a call for assistance.

Doing your timesheets has never been easier.

Tips & Tricks: Easy navigation

When you do a search that returns a list view in Streamtime, you can get to a detailed view by clicking the arrow next to the first item in the list.

Once you’re in a detailed view you can use the arrows in the top right hand corner to navigate through the set of found records, rather than going back to the list view each time.

If you want to quickly jump to the last record in the list, simply hold down Cmd (Mac) or Alt (PC) when clicking the right arrow in the navigation bar and this will jump you to the last record.

Alternatively if you wish to go back to the first record quickly, hold down Cmd (Mac) or Alt (PC) and click the left arrow.

This navigation works in the contacts, quotes, orders, jobs, invoices and cost matrix sections of Streamtime.

Tips & Tricks: Setting up staff costs

In Streamtime you can assign cost rates to staff members, so when they add time to a job, you are capturing accurate costs against that job.

To do this go to Setup > System Setup > Users and apply a cost to each staff member.

This cost is an hourly rate i.e. what your staff member costs your business, per hour.

Now when a staff member adds time to a job, that rate will be applied and you will have an accurate account of what the job cost your business.

Tips & Tricks: A keyboard shortcut for creating new items in Streamtime

If you want to quickly create a new contact, quote, order, job or invoice in Streamtime, then this keyboard shortcut is for you.

Simply go to the relevant Streamtime tab and click Cmd+N on a Mac or Ctrl+N on a PC.

This handy shortcut will prompt Streamtime to create a new record. So creating a new contact, quote, order, job or invoice has never been easier.


Tips & Tricks: Setting your default Streamtime start up screen

In Streamtime the default startup screen is set to the Streamtime splash page, but you can change this so it’s more applicable to you and the type of work you do.

You can set your default startup screen in two places:

The first is on the Streamtime splash page.

You can also go to Setup > My Setup and set your default start up screen there.

So if you’re someone that only enters time in Streamtime you may set your startup screen to default to your timesheet. Likewise if you’re an Account Manager that spends most of your time creating client quotes, then you can set Streamtime to take you straight to the quotes screen.

CreativeMornings part of Vivid Ideas

This month’s CreativeMornings Sydney is a special one. Not only is being held at one of the best venues in Sydney, the Museum of Contemporary Art no less, but it’s also part of this year’s Vivid Ideas.

So come and join us on Tuesday 3rd June to hear Thomas Williams, Founder and Creative Director of Hunt&Co, Editor in Chief of internationally awarded design publication Process Journal and Founder and Editor of MADE, talk on June’s global topic which is Minimal.

As always this event is FREE so book your tickets now.

Tips & Tricks: Creating a client facing job report

If you need to send your client a breakdown of the time and money spent on a job, you can create a report in Streamtime to do just that.

Go to Jobs tab > Job List and do a find for the job or jobs you wish to report on.

Once you have found the job, click on the button with the dollar sign ($) and this will give you a financial view of that job. Note that you’ll need to have either full or partial access to ‘Invoices’ in the setup area to see this button. Talk to your Streamtime admin to have this set for you.

Once you have that financial view click the print button and select ‘Detailed time and orders by job’ from the drop down menu.

You can then preview, print or save the report as a PDF and send it to your client.

Note: The report shows the charge out (sell) rates for the time and orders, not your actual costs.

Tips & Tricks: Turning a quote into tasks

If you’ve gone to the trouble of creating a quote for a client, why not leverage off that quote and turn it into tasks for your staff? This will give your staff a clearer picture of what’s been quoted to the client and how many hours they have to do the assigned work.

As long as a quote is related to a job, then you’ll see a Related Tasks tab on your quote.

Click that tab and on the right hand side you’ll see the ‘Import Tasks from Quote’ button.

By clicking this button it will import your quote into your job, allowing you to assign the quote line items as tasks to your staff. You can even set a start & due date for each task here too.

Click here for more information on how to create tasks in Streamtime.


Attention to the details

I appreciate quality and attention to the smallest detail. I also like to see what creators in other fields are making and how they do it. Here’s four videos of people making and assembling luxury goods—taking attention to detail to the extreme—starting with the classic Eames Lounge Chair.

via www.subtraction.com

Watch this: My life in typefaces, Matthew Carter

I watched this TED talk the other day from the designer of such famous (or infamous) typefaces as Verdana and Georgia, Matthew Carter. Well worth a watch.

Streamtime webinars are back

We’ve got a new series of webinars aimed to help you get the most out of Streamtime.

These 30 minute sessions will be run from our Sydney office (AEST) each Tuesday morning and will be repeated on Wednesday afternoons, to allow for busy work schedules and different time zones.

Best of all these sessions are free. So what are you waiting for? Register today!

Advanced Search Tips
Explore some of the more advanced search functions and additional menus in Streamtime 13 to help you find exactly what you’re looking for.

Tuesday 13 May 10am AEST. 30 mins
Repeated: Wednesday 14 May 3pm AEST. 30 mins

Financial Reporting Tips
We’ll explain some of the financial detail on your jobs and quotes in Streamtime and also show some of our favourite reports.

Tuesday 20 May 10am AEST. 30 mins
Repeated: Wednesday 21 May 3pm AEST. 30 mins

Become a Streamtime power user in 30 minutes
In this session we’ll show some of our favourite tricks from duplicating templates to using quick keys and other advanced tips, to help you become a Streamtime guru.

Tuesday 27 May 10am AEST. 30 mins
Repeated: Wednesday 28 May 3pm AEDT. 30 mins

Exploring Streamtimer and Streamtime on the web
We’ll show you a great, easy way to add time and materials and view tasks with our desktop widget Streamtimer, and how to access Streamtime on the web from your mobile devices and desktop web browsers.

Tuesday 3 June 10am AEST. 30 mins
Repeated: Wednesday 4 June 3pm AEST. 30 mins

We hope you can join us.

Tips & Tricks: Catching up on timesheets

In an ideal world you’d do your timesheets every day, but that isn’t always possible.

If you’re a bit behind on your timesheets you can add time for any day when entering time via the Me screen.

Just use the date picker to change the date when adding time and the time will be recorded on the selected day.

If you’re using Streamtimer, again just use the date picker to change the date.

If you enter time via Streamtime Web, you can use the forward and back arrows to change the date.

Don’t forget, if you make a mistake and enter time on the wrong day, you can always edit your time entry and correct the date.

Now there’s no excuse for not having your timesheets done.

Need some creative inspiration? Then Tokyo is the place to go.

When I think of creative cities, I immediately think of Berlin, London, New York and Melbourne. But now I can add Tokyo to that list.

From the minute you arrive, Tokyo is an assault on the senses, with it’s futuristic landscape, it’s unique style and it’s unashamed love of pop culture. It is also a city with lots of creative goodness.

You could spend a month here and still not see all the excellent galleries, museums and general creativity on offer. On a recent trip, I managed to visit just two of these excellent spaces.


Advertising Museum Tokyo

Curated by Japan’s largest advertising agency, Dentsu, this museum showcases advertising works from the Edo, Meiji & Taisho eras—yes advertising did exist way back then—as well as showcasing some of Japan’s best contemporary campaigns.

While I was there, I was also treated to The One Show exhibition. The One Show, organised by the One Club for Art and Copy—a non-profit organisation based in New York—is an international creative competition judged by creatives who are front-runners in the creative industry worldwide. This exhibition was one of the best displays of creative work I’ve seen for a long time. Highlights for me included: the gold pencil winning:

Even without this exhibition the museum is well worth a visit, and it’s FREE!

Address: 1-8-2 Higashi-shinbashi B1-B2 fl, Caretta Shiodome Bldg, Tokyo
Opening Hours: Tuesday – Friday 11:00 – 18:30, Saturday & Sunday 11:00 – 16:30. Closed Mondays.
Cost: Free


Tokyo Metropolitan Museum of Photography

The Tokyo Metropolitan Museum of Photography is another visual feast. While I was there I was lucky enough to catch the Robert Capa exhibition, which blew me away.

A prolific photographer best known for his work during the Spanish Civil War and World War II, Robert Capa was more interested in the people the war affected than the action taking place. The result: some of the most unforgettable war time images ever taken. The exhibition included many photographs from his days as a war correspondent but also photographs of celebrity friends including the writers Ernest Hemimgway and Truman Capote, the artists Pablo Picasso and Henri Matisse and Hollywood stars Humphrey Bogart, Gary Cooper, Ingrid Bergman and Gene Kelly, to name a few.

The museum shows a number of exhibitions by international and Japanese photographers, and the entrance fee is dependent on the number of exhibitions you wish to see on the day.

And if viewing all that amazing photographic talent makes you thirsty, then you’ll be happy to know that just nearby is the Yebisu Beer Museum.

Address: Yebisu Garden Place, 1-13-3 Mita Meguro-ku Tokyo
Opening Hours: 10:00 to 18:00 (until 20:00 on Thursdays and Fridays)
Cost: Entrance fees vary depending on the number of exhibitions you wish to see

Team Streamtime: cooking up a storm

Take some foodies, a dash of competitiveness, lots of yummy ingredients, add some creativity and you get Streamtime’s Sixty Second Signature Sensations.

Signature Sensations is a competition thought up by Aaron, who thought we should take our love of food and turn it into a team challenge.

The results? 19 videos showcasing some pretty awesome food with lots of personality thrown in.

Click here to view our sixty second signature sensations

Tips & Tricks: Faster quoting in Streamtime

If you are constantly quoting or estimating the same kind of work, then creating template quotes will save you a lot of time and effort.

Simply create a master quote in Streamtime and then use the duplicate button to duplicate it as many times as you need to.


Click here for more information on creating template quotes in Streamtime.

Tips & Tricks: Creating a Shortcut for Streamtime

We often get asked if there is a quicker way to open Streamtime rather than opening FileMaker Pro and clicking Open > Remote.

With FileMaker Pro 9 or later, creating a Streamtime shortcut is quite easy. You need to know two things to get started.

1. The IP Address of your Streamtime Server (Your IT team can tell you that)
2. The exact name of your Streamtime database (in most cases this will be “Streamtime.fmp12″).

On a Mac

To create the shortcut, open the Safari web browser
Type into the Address bar the following:

For FileMaker 12

fmp://[Server IP Address]/Streamtime.fmp12
e.g. fmp://

For FileMaker 9, 10 and 11

fmp7://[Server IP Address]/Streamtime.fp7 (where Server IP Address is the number your IT guys have given you.)
e.g. fmp7://

Before you hit enter, drag the link to the Desktop or wherever you’d like to store the shortcut. Rename the Saved File “Streamtime”.

Every time you open this link, Streamtime will open.

On a PC

Right Click on your desktop and create a New Shortcut.

On FileMaker 9, 10 and 11

Set the target location to: fmp7://[Server IP Address]/Streamtime.fp7 (where Server IP Address is the number your IT guys have given you.)
e.g. fmp7://

On FileMaker 12

Set the target location to: fmp://[Server IP Address]/Streamtime.fmp12
e.g. fmp://

Now click ‘Save’.

Double click on the new shortcut to open Streamtime.

Using Streamtime’s API

The Streamtime API allows Streamtime subscribers to develop their own interfaces and tools to interact with their Streamtime database.

Tim Kohoot from Kohoot Media in Canada, has been making the Streamtime API work for his business.

“When we were a small company, it was easy to track projects in our head, quickly respond to quote requests and flawlessly get projects into production. As our company started to grow, so did the volume of work…and 50 emails a day grew to 150+ per account rep. (99% of our projects now come to us through email requests). As you know, email isn’t perfect – it gets ‘lost’, disappears into the junk folder or just overlooked. After receiving far too many mini-heart attacks because of clients looking for projects that never made it into Streamtime, we decided to do something smart. Using the Streamtime API we created an online portal for clients to directly add jobs to Streamtime and even request quotes.”

Here’s part of the interface Tim and his team built with the Streamtime API:

If you would like to utilise Streamtime’s API, you can find more information here on our Knowledge Base.

Tips & Tricks: Opening a second window in Streamtime

Ever wanted to view a job and its related quote at the same time?

In Streamtime you can open a second window, allowing you to view two different records in the database simultaneously.

There are several ways to do this.

1. Go to the top of your screen and select Window > New Window

2. Click Cmd+5 on a Mac or Ctrl+5 on a PC.

3. Hold down the shift key and click one of the many info arrows in Streamtime.

For example if you are in a quote and want to view the related job at the same time, simply hold down the shift key while clicking the info arrow next to the job number.

A second window will open, allowing you to see both the quote and the job in two separate windows.



Do you remember the first time?

Remember the first time you rode a bike or drove a car? Remember how nervous you were, and then that feeling of exhilaration when you realised you could do it?

Now imagine being in your seventies and going on a plane for the very first time. These days it’s something most of us take for granted, but for An and Ria, it is something they had never experienced before.

Watch the journey of these two beautiful ladies as they take you on their very first flight, they will delight you.

Tips & Tricks: Save time by duplicating

In Streamtime you can duplicate quotes, jobs and purchase orders.

So if you’re continually creating similar kinds of quotes, jobs and purchase orders, using the duplicate function will save you a lot of time and effort.

Click here for full details on how to duplicate in Streamtime.

Nike launch 2014 World Cup Campaign

It’s a big year for football with the 2014 World Cup just around the corner. As the world’s most popular sport, advertisers know this is a marketing opportunity not to be missed.

Although not an official sponsor of the World Cup, Nike always have a presence when it comes to big sporting events, particularly those that are football related. At last count, they sponsor 90 football clubs, 28 national teams and 11 football associations, so it’s no surprise they want to be part of the action.

Over the years, they’ve produced some outstanding work with their agency Wieden + Kennedy. This week saw the release of their ‘Risk Everything’ campaign. Directed by Jonathan Glazer, the ad illustrates the current pressure on footballers Cristiano Ronaldo, Neymar Jr and Wayne Rooney to perform.

While this ad is beautifully executed, it is by no means my favourite Nike/Wieden + Kennedy offering. The ‘Write the Future’ campaign for the 2010 World Cup has that honour. A slick, 3 minute ad showing football stars Cannavaro, Drogba, Fabregas, Ribéry, Ronaldinho, Ronaldo and Rooney, alongside tennis champion Roger Federer, basketball star Kobe Bryant and Homer Simpson. This campaign was not only very successful for Nike, it earned Wieden + Kennedy (Amsterdam), the Film Grand Prix at the 2011 Cannes Lions festival.

An honourable mention must also go to the ‘Olé‘ campaign that was run in conjunction with Euro 2004. The ad featured the host nation Portugal taking on footballing giants Brazil in a showboating contest. It also featured big name football stars of the day, including a cameo by Eric Cantona and had a very catchy soundtrack in the form of Perry Como’s ‘Papa Loves Mambo’.

Nike and Wieden + Kennedy produce some great work together. I’m already looking forward to what Euro 2016 will bring.

Tips & Tricks: A faster way to create quote descriptions

In Streamtime, you can create quote descriptions in your cost matrix so they automatically pull through onto your quote, saving you time.

Use the details field in each cost matrix item to create your descriptions.

And when you pull those cost matrix items onto your quote, the description field will automatically populate.

Click here for more information on how to create quotes in Streamtime.

Tips & Tricks: Using invoice notes

The invoice notes tab in Streamtime is a handy place to record any internal memos, comments or changes to your invoicing procedure.

These notes aren’t shown anywhere on the actual invoice, so it’s a good place to make a note if a client asks for an invoice to be broken down into several invoices, or split and sent out to different organisations.

Recording this kind of information in the invoice notes means you never have to rely on your memory when going through your accounts.

Tips & Tricks: Saving your Streamtime login name

When you log into Streamtime, FileMaker uses the name on your computer for the default account login name.

If you’d like to change this so the default account login name is your Streamtime login name go to:

FileMaker Pro > Preferences on a Mac

Or FileMaker Pro > Edit > Preferences on a PC

Change the user name to your Streamtime login name and click OK

Next time you login, Streamtime will use the new login name you have created.

An extra tip for Mac users:
When you login you can save your login details in your keychain, therefore eliminating the need to login each time you use Streamtime.

Tips & Tricks: How to format quotes and estimates in Streamtime

In Streamtime simple text formatting can be done on any line item in your quote or estimate (or invoices and purchase orders for that matter) by selecting your description text, right-clicking and choosing a font/size/style/colour.

To indent (tab) quote description line items, use ‘Option+tab’ (Mac) or ‘Control+tab’ (PC).

You can also make master headings by applying text styles to items in your Cost Matrix. Those items will then always have your custom text styles applied to them.

Use one or all of these methods to create a more stylised quote to send to your client.


For more detailed information on how to format text in Streamtime have a read of our knowledge base article: Using Headings and Indents on Quote line items.

Tips & Tricks: Quick financial reporting in Streamtime

If you want to run a quick and easy financial report in Streamtime, simply go to Jobs > Jobs List and search for the jobs you’d like to see in your report.

Once you have a list of jobs you’d like to report on, simply click on the financial view, located to the right of the screen.

This will return all the financial data for the jobs in your list including:

• Total of active quotes on each job

• Total costs on each job – this is made up of time, materials and active orders

• The potential sell value of time, materials and active orders for each job

• Total amount invoiced on each job

• Gross Margin for each job – invoiced less job costs

• Gross Profit for each job – invoiced less active orders

This list can also be printed or exported to excel for further manipulation.

If you like this report then check out our knowledge base for some more tips on how to achieve some quick reports in Streamtime.

How creativity can change the world

[Illustration by Adam R Garcia]

At today’s CreativeMornings Sydney the guest speaker was Jess Scully, who was talking about this month’s topic, Rebel.

Jess gave a very inspiring talk and showed us some great examples of how creatives: artists, illustrators, designers, marketers etc can use their creativity to create change.

For example, in Yekaterinburg, Russia local blog URA.RU hired ad agency Voskhod to do something about the pothole situation in their town. Voskhod came up with a brilliant campaign where they painted the faces of local politicians around the potholes. Not only did this embarrass politicians into action, which made the people of Yekaterinburg very happy, but the campaign also won four Golden Lions at Cannes.

As recently as last week, one of my colleagues shared with us A Guard’s Story, a collaboration between The Global Mail, and illustrators Sam Wallman and Pat Grant.

[Illustration by Sam Wallman]

This story really moved us and while the words themselves were indeed powerful, it was Wallman’s illustrations that drove the point home.

More information on this truly moving story can be found at Behind the Global Mail Serco Detention Centre Cartoon.

Finally, probably the most famous example of the power of creatives was in Chile, 1988. The Pinochet goverment launched a referendum to effectively keep Pinochet in power indefinitely. Those who opposed this, hired a creative to help them with their No campaign. The result, against the odds they won the vote.

A film about this campaign, called No, starring Gael Garcia Bernal was released in 2012 to critical acclaim. If you’re wondering how you can use your creative skills to change the world, watch this film.

There are so many stories like these that show how creative executions are inspiring change. So think about what makes you angry, what you’re passionate about and go out there and start creating. As Jess pointed out today, “creative people can change the world and they should .”


Tips & Tricks: A keyboard shortcut for searching

Here’s a handy but often overlooked keyboard shortcut to use when searching for things within Streamtime.

If you want to search for a particular client, quote, job or invoice you can simply click Cmd+F on a Mac or Ctrl+F on a PC and this will bring up the search function (not applicable for the reports area).

If you use this shortcut while in a list view, it will activate the advanced search option.

Happy Searching!

Tips & Tricks: How to complete tasks in Streamtime

Does your task list look a little bit like this? Lots of old tasks that you’ve actually finished and they now say overdue?

By simply clicking the tick [√] button next to each task when you’re done,

those tasks will be marked as completed.

By doing this you’ll have a manageable task list, with only relevant tasks showing, and when your studio manager views the tasks on the job they’ll see that they’re complete.

For more information please refer to our Knowledge Base article on completing tasks.

Remote access on your iPad

We’ve used many remote desktop software solutions, but recently we discovered Parallels Access and it works great with your iPad.

You can leave your desktop or laptop at your desk, and control it remotely using your iPad and internet connection. Up to 10 computers (Mac and PC) can be linked to your account, and it’s very easy to setup and use. They offer a 2 week free trial and then a paid subscription.

I’ve been particularly impressed with Parallel’s ability to easily control the applications on my Mac from my iPad, and was amazed when I opened Final Cut and was editing and playing audio.. all in sync.. on my iPad. The quality was great, and it was fast. It supports copy and paste, drag and drop and all the other creature comforts of your Mac or PC.

As a Streamtime user, this means you can get quick and easy access to your entire Streamtime system. You can create quotes, track your jobs and send invoices right on your iPad.

If you have your dropbox and email account setup on your iPad and computer, you can just about get everything done from anywhere.

Download the free trial from the App Store, install the utility on your computers and give it a go.

A special thanks to our friend Sam at Ocean Design for the tip.


Creating beautiful designs for Valentine’s Day


It’s that time of year again when couples around the world are all loved up and florists, restaurants and the greeting card industry are all happy to take their money.

But Valentine’s Day doesn’t just bring out the romantic or the money hungry, it also brings out the creative side of people. The team at Creative Bloq have found 15 creative Valentine’s Day designs for your viewing pleasure.

So why spend money on over priced flowers or an average meal in a crowded restaurant? This Valentine’s Day unleash your creative side and create something beautiful for the person you love.

Photo by xavalox and used under Creative Commons license.

Tips & Tricks: How to create reminders in Streamtime

Streamtime reminders are a quick and easy way of creating follow up actions for individual quotes, correspondence, jobs and invoices.

Each reminder can be assigned to you or any of your team, and you can assign multiple people by holding the ‘option’ key and choosing another person from the list. You can set a date, time, and also set an alert for the reminder too.

Once the reminder appears at the scheduled time, clicking the ‘view’ button takes you directly to the related quote, correspondence, job or invoice.

The reminders show in your Streamtime calendar, and you can see reminders for other team members here too.

For more information see our Knowledge Base article on using reminders.

Tips & Tricks: A faster way to do timesheets in Streamtime

If you only use Streamtime for timesheets then use Streamtimer, our desktop app, or sign in to Streamtime on the web.

They’re really fast and they work from anywhere with an internet connection.

Set them up today, or give us a call and we’ll help you set them up.

Download Streamtimer here.

Getting your brand noticed on Super Bowl Sunday

At an estimated US $4 million per 30 second TVC, it’s no wonder that companies advertising during the Super Bowl go all out to create something that’s going to be memorable.

Some brands have already released their offerings online: Jaguar has released British Villains Rendezvous with Tom Hiddleston and Ben Kingsley, Budweiser have gone for cute with Puppy Love and Dannon have reunited some of the Full House cast for The Spill.

While brands like H&M have opted to go for a teaser campaign in an ad starring David Beckham where they call on the audience to vote for a #covered David or an #uncovered David for the actual Super Bowl Sunday ad.

But it’s sodastream that has everyone talking. Their “Sorry, Coke and Pepsi” ad was banned and then graciously reinstated after some editing. An oversight by the agency involved or a very clever marketing ploy to get more bang for their buck?

Tips and Tricks: Formatting Text in Streamtime

Sometimes you may wish to copy information from an email or another source and paste that information into Streamtime.

For example you may be creating a new contact and you need to copy and paste the phone number into Streamtime. But when you do, it keeps the same formatting from where you copied it:

If you wish to format the text so it uses the same formatting as Streamtime, once you paste the item into Streamtime (command v), if you click command 9 when the cursor is in the field, this will format the copy to Streamtime’s default font.

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