BigChange’s award-winning technology is an all-in-one platform which allows automatic synchronisation between your mobile workforce and back office. Best of all, this is all done in real-time, helping you to complete more jobs, control your cash flow and hit your customers’ KPIs.
Working Day Essentials
To begin work on your device, open the JobWatch app and use the keypad to enter your ID, followed by the Work button.
The screen will now display your Dashboard.
- Date & time – these settings are not just informative, they are used to provide you with up-to-date jobs details as well as pulling through onto your timesheet information.
- Name/Vehicle Reg No – The information here will differ depending on whether there is a permanent matching of driver and vehicle. Where this isn’t the case, only the relevant detail will be shown.
- Driver Behaviour – this will show how you are performing against the driver safety targets which your company has in place, including parameters such as speeding or excessive idling.
- Jobs – As well as displaying the number of scheduled jobs you have on the dashboard view, you will see that it is also shown on the right-hand menu so that it is visible whichever screen is showing. The number shown in the blue circle next to the Jobs icon shows unopened jobs, meaning that you will always be aware when a new job or an update to an existing one, is received.
- Messages – Any messages you receive will be shown here, for example, your company may have opted to disallow messages whilst you’re driving and so they will appear once you arrive at your destination.
To Begin work, click on the timesheet button on the left-hand menu:
Now select the start work option on the right:
Set the date and time, pressing ‘Done‘ after each:
To end work for the day, simply click on the Timesheet button on the left, then the End Work button on the right and repeat the process of agreeing the time and date:
Then click on the Sign Timesheet button:
Sign it using your finger/stylus and click Ok to submit it.
Performing a Vehicle Check
Vehicle checks are customisable checklists to be completed at the start of the day before driving to jobs e.g. ‘check windscreen’, ‘check tyres’, ‘check oil’. Each item to be checked is referred to as a ‘defect’. When a tablet user reports a defect, the system will log the defect as ‘open’ on the vehicle until it is marked as resolved.
If your company requires you to perform a vehicle check, this can be done by clicking on the vehicle check button on the left-hand menu:
Your vehicle check will now appear. If you wish to clear the keypad which appears, use the back button on your device. Complete the check either item by item, using the checkboxes to the right of each category or by pressing the Validate All button on the right-hand menu where that is appropriate ie all of the responses are Ok. Responses that are OK will display in green, whilst issues display in red and may require a photograph:
Where an answer is negative, a popup will open offering ways to access a photo, either from your library or take one on your device:
Select and Save a photograph:
Add notes describing the nature of the damage and click Edit on the right-hand menu if you wish to annotate the image:
That will open a colour palate. Select the colour(s) you wish to use and draw on the image using your finger/stylus:
When you are satisfied, click Ok and then Save on the next screen. Your description will now appear under the relevant section in the list view. Once all of the answers have been completed you can click on the Sign off button:
and then sign and Send:
To begin work on a job, click on the Jobs button on the Dashboard view.
You can now opt to choose from the right-hand menu either Display open jobs or Today’s Jobs, as below:
Click on the job you wish to start :
The job details will now display. You will also see that you have a number of blue icons showing. For explanatory purposes, the red numbers next to them have been added with an explanation below:
- This is the job history for this contact. If you click on the icon, you can scroll down through all of the jobs carried out for this customer by your company with the job dates and details, any notes and the name of the resources who carried them out.
- This icon provides you with information about the customer you are visiting. Additional information can be added but it will include as basic the name, address and Primary Person (ie the main contact) information for the customer.
- This allows you to click to call the Primary Person, with options for either Skype or Phone.
- This icon allows you to message the Primary Person at the contact, with the number being automatically pulled through from the customer Contact card. Here you can add any comments or attachments you wish.
- Offers email options for contacting the customer
- This allows you to edit the contact information for the Primary Person
- You can edit the Contact’s details or add additional information
- This allows you to view any job attachments, giving the option of which app you want to use to view it
Starting a Job
To begin work on a job, click on the Jobs button on the Dashboard view.
You can now opt to choose from the right-hand menu either Display open jobs or Today’s Jobs and click on the job to select it. Now press on Accept Job on the right-hand menu.
You will see that the purple icon for Accept Job is now showing in the left-hand corner of the Job details. Press Start driving in the right-hand menu.
The green Start driving icon will now be displayed at the top left of your Job details. You will be asked whether you wish to use Sat Nav or not. If you select Yes then it will open automatically. Once you arrive at your destination, press Start Job in the right-hand menu.
Completing a Job
Once you have finished the Job, click on the Job result button on the right-hand side
Here you can add any notes relevant to the Job and then pass the device to the customer. They can then add any notes or comments that they may have and can add their signature. Finally, select Finish Job from the right-hand menu.
If you have forgotten to complete a Worksheet associated with the job, you will receive a reminder
If that is the case, click Ok and the Worksheet will open. Complete it and then click Back to Job
Click Job result and then Finish job to complete. The job will now appear in the list of Today’s jobs with a green thumbs up icon to show that it has been completed satisfactorily.
Stock & Equipment
In order for you to be able to use Stock/Equipment on a job, you must be assigned to a vehicle on signing in.
For a detailed look at this area, please read the dedicated Stock & Equipment on a Device article.
To add an activity, press the Timesheet button on the left-hand menu and then select Add Activity from the right-hand menu:
You will now see a list of the options available within your company:
Click on one to select it and then set the start date and time. It will now show on the list view. When you have finished your activity, repeat the process by pressing the Stop Activity button:
And you will see that there is now both a start and end time for the activity displayed:
Creating an Expense from a Device
You can log an expense through your device, either as a general expense or logged against a job. If an expense is logged to a job it can still be claimed as a personal expense.
To log an expense on a device:
Use the scroll function of the right-hand side of the tablet to get to the expense icon. If the expense is to be directly assigned to a job, then you would click the add expense option when on the job details screen, rather than from the dashboard.
Click on the Expense button.
Click Add new Expense
Click on Expense Group and choose the type of expense from the dropdown menu:
Then select the Expense Category. This is the sub-category of the group eg hotel, lunch, etc.
Then enter a brief description of the expense, eg ‘Lunch with client’. Click on the back button to exit the keyboard.
Next, select the expense date and time. Please note this date and time prompt will not appear if your company have opted to not let you edit date/time for expenses. Where this is the case, the device settings will be used by default.
Enter the amount paid, either before VAT or including VAT. Then click Next.
Then, where necessary, click the grey box to take a photo of the receipt or add one from your photo library.
Once the form is complete, click save expense in the right-hand corner.
The expense item will then show in the list.
Repeat the processes to add any additional expenses, then click Sign and Send.
Check the totals, sign in the area provided and click Sign and Send again.
Raising An Expense Against A Job
To raise an expense against a job, ensure that you have filled in your Timesheet and then navigate to the job on the tablet. Select Add New Expense. Note it can be at any job stage, either completed or not.
Fill in the expense details as you would do normally. Note how at the top it confirms that you are adding an expense against a job.
Save the expense.
you will be given a prompt asking whether you want to claim the expense for your own.
Selecting ‘Yes’, will add the item as an expense that needs to be reimbursed to the resource. Selecting ‘No’ will still record the expense against the job but it will appear as an amount that doesn’t need to be reimbursed. This is particularly useful for adding expenses which are paid for using a company account or company credit card.
Finish by adding/signing off expenses as described above.
You can only create absences from your device if the permission has been granted by an Administrator in the back office. Where permissions are in place, the process is simple.
To request leave from your device, log in and then select Absences from your right-hand menu:
You will now see the list of all holiday already booked. Click on the Request Absence button on the right:
Complete the form and then click OK:
Your requested absence will now show on the list view
Adding a Contact
To add a new Contact from your device, click on the CRM button on the left-hand menu. If you can’t see it, you might need to scroll up/down.
This will bring up a list of all contacts in alphabetical order. You can use the Search button to check your CRM for a contact name. To add a new one, press the New contact button on the right-hand menu
A New Contact form will now have opened ready for completion
Note that there are 2 address options, you can type in an address or postcode in search or click the compass icon to add your current location.
Once you have completed the form, click Ok to save.
Creating a Job
If you have the correct permissions, Jobs can be created on your device, through the JobWatch app, for pre-configured Job Types. As well as custom fields, this facility includes fields, such as order number and job group reference.
This video demonstrates how jobs can be created from the tablet, and how it’s set up from the back office.
Adding Videos to a Job
There are times when adding a still image to a job does not meet the required needs. In those instances, it is possible to add a video in one of 2 ways:
- Use the device camera to take a small video (less than 10MB) and add it as an attachment
- Or for larger files, upload the video to a cloud service, such as Dropbox and add a link as the answer to a Worksheet question
1. Adding a video as an Attachment
For files of less than 10MB, videos can be added in the Attachments field of a job.
- Click on the Attachments field
- This will open a Downloads menu. Click on the burger menu at the top left
- and select Videos
- Now select the video you wish to upload and click on it
- And it will now appear in the Attachments field of your job.
2. Adding a Video as a link
For video files larger than 10MB, you will need to add the video to a Cloud Service, and then embed the link as part of a worksheet question response.
- Open your chosen Cloud Service eg Sharepoint, Dropbox, etc and upload your video to the Cloud Service. The examples shown below are on Dropbox.
- Select the file and generate a link to your video (on Dropbox it is done by clicking the 3 vertical dots to the right of the file name)
- Copy the link
- Open the JobWatch App and the relevant job.
- Open the Worksheet and go to the Worksheet Question (this must require a text response) and paste the link along with any Notes
- Use the purple edit icon to add any additional notes or information and use the blue tick to save it.
- Complete the Job as usual.
Saving Your Signature
You may find that you are signing your signature several times a day, whether for your timesheet, expenses or jobs. To save time, you can store your signature on your device and add it in the signature field when needed.
Begin by pressing the Settings button on the right-hand menu:
Followed by the Miscellaneous tab on the top menu:
The signature box is the bottom field but you will need to scroll down to have a clear view and in order to save. Add your signature in the Signature box and click Save once you are happy with it:
A message will appear briefly confirming that your signature has now been saved:
When you need a signature now, you will see that there is a Use saved signature button. Simply press on the button and your signature will appear.
View a File in the File Library
When logged into the app, from the right-hand menu, select the Library button.
The screen will now display the File library in two halves. The File group, in the upper portion, acts as a folder and shows all files available to you to view.
Where a large number of files are displayed, these can be filtered by pressing on the File group field
and selecting the desired group
The lower section of the screen, the File library, contains all of the files that are within the group. Tap on the file you wish to view and you will be presented with a list of applications on your device capable of displaying that file type, eg pdf
Press on your preferred option and your file will open
Actioning Jobs in a Group on Devices
Jobs in a Group can be viewed and actioned directly on your device. Where back-office permissions have been granted, you can opt to have specified activities replicated simultaneously across all jobs within the group to save time. For example, a customer could provide one signature for all jobs in the group, or you could enable completion of the same Worksheet attached to multiple jobs in a group, where the answers to each are the same.
Information about Secondary Persons for Job Types is visible on your device, making it easier than ever to ensure that you are connected with the right person upon arrival at a job.
Tapping on the Person icon will allow you to view and edit their information where permissions have been given in the back office.
Where contact details for Persons are available, ie have been input to your CRM by the back office, they will appear as buttons on your device, allowing those with SIMs and WiFi to text/email/call direct from those links.
Similarly, when creating a job from your device, the appropriate Secondary Persons for the selected Job Type will auto-populate provided there is a data connection available.
When setting off on a route with added stops, you can select which destination information you wish to view. Tapping on a specific waypoint will bring up that Contact’s history on your device.
Copying a Worksheet for Multiple Consignments/Stock Items
When carrying out a job where a number of items of stock or equipment are required but use the same worksheet, it is useful to be able to copy the answers for one item against the others in order to save time whilst at the job.
Start the job as usual but upon completion, you will be able to click on any of the stock or equipment items and a checkbox will appear against all of them, as seen in the example below:
Please note that this will only be the case for the main resource and will not be available on an assistant’s device.
Ticking the checkboxes against all of the items will now mean that completing a worksheet for one will result in a completed worksheet being registered against all.
Calculate Driving After Job
There may be occasions when you wish to include the cost of the driving time after a job to the total cost of the job itself, for example, you may wish to charge the cost of driving from the customer’s premises back to Head Office. For this option to be available, it needs to have been set up in the back office.
Begin the job as usual. Once the job has been carried, your device will display the following option “Do you wish to start recording your driving time from this job to your next location?”:
Clicks ‘Yes‘ and the device will display as shown below:
When you arrive at your destination, click to reopen the job. You will now be able to click on one of the two tabs outlined below which will give you the option of cancelling the previous instruction or ending your journey:
Clicking on the second option, ‘End driving job’ will bring up the message below:
The device screen will now show a calendar, then a clock to confirm the date and time of completion:
The Travel costs will now have been added to the Finances for this job.
Because the JobWatch app can be configured by your own company, some processes may not be available to you. If in doubt, check with your Administrator or with the BigChange RoadCrew team.
Apply Worksheet Default Answers
Completing a Job
Creating a Job
Default Job Contact & Secondary Persons
Expenses on a Device
Group Jobs on a Device
Save Resource’s Signature
Signing In, Timesheet & Vehicle Checks
View A File On A Job
Waypoints & Contact History