This Toolkit will help guide students to learn the program from basic navigation, initial setup steps, and ultimately preparing themselves for their course project. This toolkit is your trusted guide to managing your interior design student projects.
- Getting Started
- Support and Training Options
- Company Overview
- Managing Client and Vendor Contact Information
- Room Lists and Rooms
- Item Forms aka Documents: An Item’s Life Cycle
- Document Management: Types, Sharing, and Deleting
- Money In Basics
- Money Out Basics
- Time Billing
Before you dive into Items and your paperwork, we recommend reviewing some key information about your account and system requirements, for a seamless and smooth learning experience with Studio Designer.
- Preferred Browsers – Studio Designer works best on certain browsers - read this article to ensure that you're setting yourself up for success.
Logging in and Troubleshooting Login Issues
- How to Log In to Studio Designer – Once you're set up with the proper browser, it's time to log in for the first time! This article will help you get started.
- Pro tip – Your username will be your school email address and you can reset your password at any time unless your professor has a specific password set.
- Password Reset – Steps to successfully conduct a password reset if you're unable to log in.
- Studio Designer License Types – A breakdown of subscription levels, pricing, and their corresponding page access. Student license types are of no charge utilizing the Professional License type.
Support and Training Options
Need help? Our Knowledge Base and training resources are here to help. Here are articles on how you can leverage each of these resources.
Training and Knowledge Base
- Live Training Classes – A schedule of upcoming live webinars, hosted typically on Thursdays at 10 am PT, and how to register.
- Accessing the Student Studio Designer 101 Training Course – How to register for the Studio Designer Learning Hub and access a course for beginners.
- Scheduling Phone Support – Access the interactive calendar and book a free 15-minute phone call for issues that require live guidance.
» Zoom Screen Sharing Guide – Audio, video, and screen sharing setup to help troubleshoot over-the-phone issues.
Now that you're familiar with your account and support options, it's time to dive into Studio Designer.
- My Company Overview – A walkthrough of the tabs under Settings > My Company. This is where you'll enter most of the details about your design company.
These time-saving default settings can be set up once and applied going forward to avoid having to enter things manually. Newly created items and address records will automatically apply these settings, but they can always be altered at the moment on an individual basis.
- Settings: My Company – How to set up defaults for contact information at a company level.
- My Company: Codes – How to set up additional side mark information, item defaults, address defaults, and financial defaults including localization, General Ledger information, and Time Billing information.
- Report Defaults – How to set up your company logo to display on reports and configure which information will be visible to clients on documents shared with them.
- My Company: Messages – How to set up messages that will be automatically appended to documents shared with clients.
- My Company: Email – How to set up custom messages to be automatically entered into the body of your emails when sharing documents with clients.
Managing Client and Vendor Contact Information
Clients and Vendors—your design firm's lifeblood. These articles will teach you how to manage their contact information.
- Entering a Client Address – How to create new addresses, the most commonly used identifier for client, vendor, and project names.
» Creating Contacts – How to create contacts for people associated with a client or project (relatives, doorman, housekeeper, etc.)
» Emailing Contacts – How to share documents (invoices, proposals, etc.) with contacts.
- Relating a Project to a Client Address – Key differences between Client and Project type addresses.
- Entering a Vendor Address – How to create new vendor addresses, which are necessary to place Purchase Orders.
- Importing Addresses – How to import CSV files containing addresses from other programs.
Rooms Lists and Rooms
Your instance of Studio Designer comes with a default room list with standard rooms that you can use to organize your projects. If you want to add additional rooms to your default list, or create custom room lists for projects, read these articles.
- Creating Custom Room Lists – How to access your room list database and add new room lists, and a list of related reports.
- Adding Rooms to Room Lists – How to add and manage new rooms to custom room lists.
- Renaming Existing Rooms – How to rename preloaded rooms to better fit your needs.
- Shortcuts: Creating Rooms and Room Lists – Shortcuts to creating rooms and room lists without having to navigate back to their pages.
Studio Designer is an item–based system. Items tie back to various records including proposals, invoices, purchase orders, specification sheets, and tear sheets. In a sense, they're the engine that drives Studio Designer.
- Items Page Overview
» Introduction to Items – A full overview of the Items page, possibly the most important page to familiarize yourself with to get set up for success.
» Filtering Items – How to navigate the Items page and apply and clear filters.
» Sorting and Item Views – How to sort and select the item view that will provide you with the most relevant information based on what you determine to be important.
» Individual Item Tabs – An overview of each tab under individual items and what the fields indicate.
- Creating Items
» Manual Item Creation – How to create an item within the Studio Designer application.
» Adding Images to Items – How to upload, manage, and apply images to items to show your clients.
» Studio Capture – A walkthrough for a browser extension that allows for quick item creation when browsing vendor sites by clipping the images, pricing information, and description.
••• Installing Studio Capture – Where and how to access your browser settings to install Studio Capture.
••• Troubleshooting: Studio Capture FAQs – From browser settings to new folder creation, this article goes over obstacles that may prevent you from using Studio Capture.
••• Troubleshooting: Unable to Log In to Studio Capture – If you get the login screen when using Studio Capture but you're already logged in on the Studio app, check your browser settings against the suggestions in this article.
- Deleting Items – To permanently delete an item, first verify that it isn't associated with any invoices or proposals, then follow the outlined steps; deletion cannot be undone.
- Item Budget – There are a few ways to create a budget in the system however the most common way is a per-item budget entered in the budget low field.
Item Forms aka Documents: An Item’s Life Cycle
Every document, payment, and accounting entry within Studio Designer stems from an item. This subsection walks you through what happens after item creation and how to navigate and modify the resulting documents.
Documents Within Studio Designer
Once you've created some items, they'll need to be applied to the appropriate paperwork. The various documents within Studio Designer can be customized and shared with clients and vendors.
- Proposals – Proposals (or preliminary invoices) allow you to display items for your clients to approve or reject, as well as request deposits or full payments.
» Creating Proposals – How to create a brand new proposal from one or more items.
» Editing Proposals – How to view and modify existing proposals, as well as customize the information that is visible to your clients.
» Adding Items to Existing Proposal – How to update existing proposals (with no applied payments) to include additional items or remove unwanted ones.
» Troubleshooting: Client Can’t Pay on Proposal – Common factors that may affect a client's ability to make a payment and how to get them unblocked quickly.
- Invoices – Invoices allow you to collect payment for items; the General Ledger records are also generally created once an item has been invoiced.
» Creating Invoice Previews – How to generate a preview of an invoice prior to formally creating one; this cuts down on having to void invoices.
» Creating Invoices – How to create a brand new invoice from a selected item or items.
» Removing Items From Invoices – How to detach the item record from the invoice and vice versa.
••• Revising Selling Cost – How to edit the Selling side of an invoiced item instead of voiding the invoice.
- Purchase Orders – Purchase orders can be created and shared once you're ready to purchase items from vendors, showrooms, and manufacturers for your projects.
» Creating Purchase Orders – How to create purchase orders and log them in Money Out.
» Editing: How to Change the Ship To Address – How to change the address on a created order without voiding it.
» Voiding Purchase Orders – How to void a purchase order once you've verified that no payments are applied to it.
- RFQ – How to create and share requests for quotes with vendors.
- Tear Sheets – How to create, modify, and share tear sheets with clients.
- Specification Sheets - How to create a specification from the item.
Document Management: Types, Sharing, and Deleting
Accessibility is important—that's why Studio Designer offers three different mediums for sharing documents with your clients ranging from a simple PDF that can be approved with just one click to the Client Portal, a robust client-facing application that puts more options and information directly in the hands of your clients.
- Sharing Documents – A guide to the three options for sharing invoices and proposals with your clients.
» Client Portal – The Client Portal is a robust application through which your clients can securely access and approve items and proposals, view invoices and project details, and make payments through Studio Designer's integrated payment processors. For the best client experience, we recommend this method of sharing documents.
••• Client Portal Overview – An in-depth guide detailing how to navigate the Client Portal.
••• Inviting Clients to the Client Portal – How to invite clients and make sure they are able to log in.
••• Client Portal Settings – How to access and dictate visibility and page access for individual clients.
» Interactive Documents – An overview of Interactive Documents, which can be shared via email and give the client the option to approve or reject the entire document before collecting payment.
••• What is a PDF? – Advantages and drawbacks of using PDFs, which are less interactive than the Client Portal, but can be sent without clients needing to register for anything.
- Deleting Documents
» Voiding Documents vs Removing Items – Documents cannot be permanently deleted, but they can be voided or edited to remove unwanted items from appearing on them.
» How to Void Documents – Prior to voiding a document, verify that no payments are associated with it.
Money In Basics
Need to log a cash receipt or a payment applied to an item? The Money In screen will allow you to record payments, view a client's available funds, and move the funds from one item to another.
- Payment Application Methods – An overview of the four different ways to log funds received from your clients to put toward their projects; the method you choose will affect which accounts or items the money is applied to.
Money Out Basics
You can record payments made to vendors, and office expenses and view check entries under the Money Out screen.
- Money Out Payment Methods
» Cash/Credit Card Accounts
» Order Payments – Two methods of entering order payments into Money Out.
» Office Payments – How to enter expenses like office rent, gas mileage, etc, into Money Out.
The Time Billing section of the program allows for assistance in tracking the firm's time for what activity was spent with the client, design fees, reimbursements, and more. Invoices can only be created in this section to bill your clients.
- An introduction to Time Billing – An overview of the various fields and tabs found within the Time Billing module
The activities section allows you to enter and maintain activities you perform on a daily basis which includes time billing. However, Activities are more commonly used to track administrative tasks such as to-dos, reminders, and more. Invoices cannot be created in this section to bill your clients.
- Activities Overview – How to enter various activities, filters, views, settings, and the calendar. The calendar of your activities created will only be visible within the program.
There are over 200 reports ready for use and in addition, you can customize your own reports and forms. This powerful tool is available to all students and can be accessed from the Report icon in the lower left of the main menu.