Pre-Implementation Checklist for HaloPSA
Pre-Implementation Checklist for HaloPSA
Welcome to your journey with HaloPSA! To ensure a smooth implementation, there are several steps you can take to prepare your existing systems for integration with HaloPSA. The following checklist will guide you through cleaning up your data and setting the stage for a successful import into Halo.
1. Accounting Package Cleanup
Before integrating with HaloPSA, tidying up your accounting package is crucial. This will prevent unnecessary data from cluttering your new system and ensure accuracy in your records.
a. Inactive Former Clients
Go through your client list and identify any clients you no longer do business with. Make sure to mark these clients as inactive. This will prevent old client data from being migrated to HaloPSA.
b. Company Display Names
Ensure that every company in your system has a customer name that is accurate and appropriate for display in HaloPSA. This name will be used across the platform, so it should be recognizable and consistent.
c. Product Catalog Clean-Up
Review the items in your product catalog. Any items that are no longer offered or needed should be marked as inactive. This will streamline your catalog in HaloPSA, making it easier to manage.
d. Vendor Information
If you're importing vendor information, clean up the company names and details. Consistent and accurate vendor data will support better management and reporting within HaloPSA.
e. Tax Rates
Ensure that tax rates within your accounting system are current and correct. Clean up any outdated tax information to prevent discrepancies post-import.
2. Integrations Preparation
a. Consistent Company Names
To streamline the integration process, it's important to ensure that the company names in your third-party integrations—such as documentation platforms, Remote Monitoring and Management (RMM) systems, and others—align with the company names in your accounting package. Maintaining consistent naming conventions across systems is crucial for seamless company matching during the integration setup.
In your Microsoft Partner Center make sure you have a clear idea of which tenants are active and will be brought into Halo, and which ones are old and won't be.
b. Standardize Client Azure Tenants
HaloPSA can set users that get imported from the CSP Integration to be "Service Accounts", automatically excluded from billing automatic quantity calculations but still able to have tickets recorded against. These users are defined by marking an "Inclusion Group". Having a single group across all Azure Tenants that all billable or "real" users exist in, and any user that DOESNT exist in that group is marked as a Service Account.
Additionally with HaloPSA you can assign permissions to the Self Service Portal, notifications, and report access based on HaloPSA User Role. These Roles can be automatically assigned based on the Azure Group Membership.
If you don't have one already, you should be creating a standardization of Azure Groups for all of your clients that then gets deployed in advance. This will allow for quick and easy setup of the CSP Integration. Having the CyberDrain Microsoft Portal (https://cipp.app) will significantly improve your experience.
Use a Microsoft Azure Dynamic Group in your Clients Tenants to select only the users you want to sync into Halo.
The below dynamic group syntax will select enabled users that have a license assigned to it.
(user.assignedPlans -any assignedPlan.capabilityStatus -eq "Enabled") and (user.accountEnabled -eq true) and (user.userPrincipalName -notMatch ".onmicrosoft.com")Use the above syntax to build a group named "Supported Users" or "<MSP Name> Supported Users" across all of your client tenants. We'll be using that group to filter the user sync from CSP to only. Note that this means disabled users will not sync into Halo therefore Halo users that are made inactive in Azure will remain active in Halo unless manually or otherwise disabled.
3. Branding and Templates
Email Templates
To align your communications with your brand identity in HaloPSA, navigate to Configuration > Email > Email Templates. Here, you'll want to revise the content to mirror your up-to-date branding and messaging.
PDF Templates
PDF Templates are fairly complex and can dive into raw HTML design. If you have an internal designer available it may be best to have them available on our sessions when we're discussing these. Having your branding logos and color's readily available can be helpful regardless.
4. Organization Setup
Inside Configuration > Organizations > Configyre my Organization in the Details tab populate the relevant information relating to your Organization. These details get used in the PDF Templates and Email Branding as they become available to be referenced as $_variables. We'll review this together on the call live if you have any questions. Youc an avoid the Department, and Org Chart tabs for now.
Make sure to set your logo on the top left corner.
BONUS ITEMS: If you have the time and want to come as prepared as possible
Process Flowcharts
Develop flowcharts for your processes, such as the ticket lifecycle, quote to cash, and other workflows. This not only helps you visualize your operations but also assists in configuring HaloPSA to match your business processes, leading to a more tailored and efficient system.
Remember: The more thorough your preparation, the smoother your transition to HaloPSA will be. Take the time now to clean up and clarify your data, and you'll reap the benefits in the form of a more streamlined and effective implementation.
Ticket Statuses
Go into Configuration > Tickets > Ticket Types and open the Incident ticket type. In versions pre 2.139.x focus on the Details tab and search for any reference to the Status. Identify the situations a status can be changed automatically and consider what Status you'd want to use in each case, including if a new Status would be required at this time. Here are some examples.
- Status after Customer Updated the ticket
- Status after the Agent updated the ticket
- Status after an appointment is booked by an Agent
- Status after an appointment is booked via the Resource Booking (Calendly style) link
Build a list of the statuses that you'll want to have, and consider the state of the ticket in these statuses (For example is the ticket on hold waiting for the Customer - and SLA is paused, or is the ticket scheduled - and SLA Is paused, or is the ticket internally on hold and SLA Is not paused). Use this document for reference https://demort.hosteddocs.io/shared_article/VizHwXSeW5fmK9jrP4uppxYd
Service Level Agreements
Consider the contractual requirements that you have and make sure they're readily available so we can review and implement them when we're dealing with Tickets.
YouTube Video's to watch
Administrators
HaloPSA Administrators should use this Playlist and can follow along/configure Halo as videos are posted. We'll be verifying the configuration on our calls if it's already done so this can save you hours and move the implementation along.
https://www.youtube.com/playlist?list=PLMFa_IDjZ7n4J9HqHJrP0oRJK5uR0qfVC
Technicians and Administrators
This video is a general walkthrough of HaloPSA interface and ticketing areas