Filling in Timesheets
Timesheets are used when starting and finishing the working day, and when logging additional activities such as breaks and lunches. This replaces clocking in machines and paper-based clocking in and clocking out methods.
On your device, click on the Timesheet button on the upper left of the screen:
On the upper right, click on Start Work
Confirm the date and press Done
Confirm the time and press Done
This will add a line to your Timesheet for when you started work. If your back-office settings do not allow you to change the start and finish time to your timesheet, you will not see this step:
Adding Additional Activities
There are additional activities available, such as Break and Lunch (depending on what your back office have added). These are to be used when suspending work on a job, such as lunches, breaks or going to a supplier.
On the Timesheet menu, press Add Activity on the upper right of the screen:
Click on the additional activity. This will open another time and date confirmation. This is where you need to enter the start time of the activity:
This will add a line onto your timesheet:
When you have finished your activity, you need to press Stop Activity, where you will need to confirm the end time and press Done. This will add another time to your activity line:
From the upper right of the Timesheet menu, press End Work. This will give you a confirmation of when you finished work:
This will add a line to the Timesheet:
You will periodically be asked by back office to sign your Timesheet, we would suggest as a minimum that you do this weekly. When you are asked to sign the timesheet, go to the Sign Timesheet option on the right of the device screen:
Sign the timesheet using either your finger or the provided stylus and press OK:
Completing vehicle checks
If your company required vehicle checks to be completed. Vehicle checks are physical checks which identify potential problems with your vehicle. The vehicle checks can differ from company to company, and vehicle to vehicle, depending on what has been entered into the back office.
Opening Vehicle Checks
Click on the Vehicle Checks option on the left of the screen:
To confirm a check you have undertaken, touch the tick next to that check, which will turn it green. Or press the x to confirm a defect turning it red.
Depending on how your Administrator has set up the defects in the back office, a defect will prompt to take a photo:
Click on the grey picture frame, and choose Take a Photo:
Point your camera at the defect and take a photo and press Save:
Click the Notes section to add a description of the damage:
Click on Edit to annotate the photo:
Draw over the image where required and press OK:
Click Save to save this defect. The notes appear against the defects list:
Once all checks have been done, press Sign Off:
Sign the box, and press Send:
Viewing previous vehicle checks from tablets
There may be occasions where you will need to look back at previous vehicle checks on your vehicle. To do this, go to the Vehicle Check Screen:
On the left, go to the Previous Checks button as shown above, this will take you to the last completed vehicle check:
- The Date Selector will allow you to choose a previous date for a vehicle check
- This is the vehicle registration number
- This is the date and time of the check
- This is the Odometer reading of the last check
- This is the type of vehicle you did the check on
- These are the items that were checked
- This is the result of the items checked
Creating jobs from tablets
There may be instances where jobs will need to be created from a tablet. This could be if an engineer is on an out of hours call out, and needs to create a job when on the road. The jobs available will vary from company to company, as these are dependent on the Job Type settings in the back office.
To begin, go to the Jobs menu from the Dashboard:
Click on Create Job:
Enter all the details required by this job type, and press Create:
This will now appear on your jobs dashboard.
Signing in against another vehicle
Depending on your back office settings, you may have the ability to sign in against a different vehicle. This is useful if you do not have a fixed vehicle which you use every day.
There are 2 places you can do this, the first is when you log in and the second is when conducting a vehicle check.
Signing in on a different vehicle at login
When logging in, if your back office settings allow it, you can choose which vehicle you are driving that day:
Select the vehicle from the list and press the arrow in the top left of the screen.
Changing vehicle from the vehicle check
To change vehicle during the vehicle check, go to the Vehicle Check Screen as below, and press the Other Asset/Vehicle option:
As before, select the vehicle from the list and press the arrow, which will give the following message:
Press Yes and this will change the vehicle you are signed in against.
Different job views
There are different ways for you to view your jobs on your devices. This will allow you to sort and filter the information presented to you in order to ensure that you exactly what you need to see.
From the Dashboard click on Jobs:
The top three options on the upper right of the screen are the filtering options:
- The first is Display All Jobs, which will show every job assigned to this resource in the last 12 months.
- The second option, Display Open Jobs, will allow you to see all jobs which are still open (have not been completed). This allows you to plan all jobs which require work doing to them.
- The third option, Today’s Job, allows you to choose any jobs which have been assigned to you today. This includes completed and open jobs.
- The fourth option down allows you to change the sort order of the jobs available to you.
Accepting, driving to, starting and completing jobs
There are four stages which need to be undertaken after the job has been created for a user to complete their job. These are Accepting the job, Driving to the Job, Starting the job, and completing jobs. All of these are to be done on the device.
There are two methods of accepting jobs. The first is to accept jobs individually, and the second is to Accept All jobs.
1. Accepting Jobs Individually
To accept jobs on an individual by individual basis, first you must go to the jobs dashboard:
Open a single job by touching it:
On the upper right of the screen, click on Accept Job. This will change the icon on the upper left of the screen from to
This has accepted the job.
2. Using Accept All
If you have multiple jobs which need to be accepted, you can accept all of them simultaneously.
To do this, go to the Jobs Dashboard and on the right side, press Accept All Jobs:
Confirm that you want to accept all jobs, and press Yes. All jobs will now be accepted:
Driving to Jobs
Once you have Accepted a Job, you will need to drive to the job. This will show back office on the Schedule that you have set off to do a job, and your ETA can be calculated from the time you said you set off.
To begin, from within the job, click on the Start Driving button as shown below:
From here you will be prompted if you wish to use Sat Nav. By default, this uses Google Maps to guide you to your destination:
If you say no, you will be taken to the Job screen, otherwise you will be shown Google Maps. Starting the job will end the Driving to Job status.
Once you have driven to a job, you will need to start the job. This is important to do as soon as you arrive on site to start the job, as this information appears on the Standard Job card, which the customer can receive copies of.
Following from the previous section, when you have finished driving to the job location, press the Start Job option, as displayed below:
You will know if this is successful, as the icon in the upper left of the job screen will change to a:
Once a job is completed, you will need to complete the job before you can start the next one.
To begin this process, press the Job Result button as shown below:
From here you will be displayed the following screen:
- Here you can pick from a selection of outcomes. This can vary between jobs, as these are configured by your back-office team.
- If your back-office team have created job flags, and asked you to add them, here you can select them
- These are notes that can be added by the engineer for the job
- This is the name of the person who will be signing the job off (at the customer site). Tapping on the name will allow you to change it.
- These are the customer notes which they can add themselves
- The customer can use a stylus or their finger to sign for the job
- If the signature needs changing or re-doing, this is where you can clear it
- Click here to finish the job
- Click here to see a PDF of how the job card will appear
If you have not completed all your worksheets, you may be prompted to finish them here. Similarly, finishing the job may prompt you to fill out another worksheet. This is depends on whether your back-office team have set these up against this job type.
Creating expenses and assigning them to jobs
There are two ways to create expenses on tablets. The first is to create a general expense, which are expenses which are not assigned to jobs. The second is an expense which is assigned to a job. This is for expenses which are incurred whilst on a job.
Creating a general expense
To create an expense from your tablet, which is not assigned to a job, you will first need to make sure that your device is not in an open job. To ensure this, make sure that you are on the Dashboard:
On the left of the screen, if you cannot see Expenses, scroll down using the down arrows:
Once you have scrolled down, click on the Expenses button:
From the below screen, any existing, non-signed expenses will appear. From here, touch Add New Expense:
Here you will be presented with the Add Expense Screen:
- Here you will need to add the Expense Group. This is defined by the back office, and typically include items such as Travel or Sustenance
- Depending on the Expense Group selected, different expense types will appear here. For example, if Travel was selected, you may see Fuel, Mileage, Parking, or Train
- Details are where you will have to enter the specific information regarding the expense you are claiming
- Here you can change the date and time of the expense.
- This is where you can change the currency of the expense. Unless you are travelling abroad and making purchases in other currencies, this will not be used
- This is where you can enter the amount post-VAT
- This is where you can enter the amount pre-VAT
- You can enter the % of VAT applied to a receipt
- If your expense required a receipt, you can take a photo of it here
Please note, that you only need to add the value into either the Pre or Post VAT field. You do not need to include both.
Once you have entered the information as above, touch Save Expense
This will add the expense to your expenses.
Adding an expense to a Job
You may add expenses to Jobs. This is useful for when you must purchase items as part of a job, such as supplies, hotels or mileage.
To begin, go to a Job:
On the right side of the screen, press Add New Expense. The expenses screen works exactly the same as before, except that the title of “Expenses for job at…” followed by the information of the job the expense belongs to above it:
Fill this out and press Save Expense. When you go to your Expenses, you will now see that the expense will say that it belongs to a job:
Adding flags to job
When completing a job, if Job Flags in the back office have been enabled, you may add a flag to indicate an outcome to back office.
To do this, go to a job you are completing. Here you can touch the field to show a list of flags to add to the job.
You will not see the flag anywhere on the device, but this will be shown in the back office against that job.
When on jobs, there are occasions where you may need to use stock or equipment in order to complete a job.
There are several scenarios you will likely encounter; Stock booked against a job, Stock on the Van to be used on the job and Picking up Stock from the site.
Today’s Job Stock
If stock has been booked against a job, you will need to check which stock is required, and the location of where the required stock, so that it can be picked up if necessary.
To do this, from the Dashboard, click on Stock on the left:
- This is the menu to view the stock stored in the van – if this is incorrect, you may need to do a stock-take to make rectify this
- This is a summary of all items stored in the selected location
- This is the stock required for the jobs to be undertaken today
- You can search stock stored in other vans, so that you can swap stock with other drivers
- You can search for the stock items held by your company, and find where it is located
- Here you can view item specifics
- This is the search function if there you are looking for a specific item
- If you have had additional jobs assigned to you, or stock has been moved whilst you have been doing your checks and inventory, pressing Refresh will update the stock locations
- This option will allow you to add stock from a location to your van.
- Here you can create new items of stock – this is for if you are doing a stock take and find unlisted stock, or if you go to a merchant and need to add the new items you have purchased to stock.
Picking Up Job Stock
From the stock screen, if you click on Today’s Job Stock, you will be presented with the below screen:
- This line tells you which job the stock is for
- This tells you the quantity of stock required
- This is the stock description and barcode number of the stock item
- This is the status of the stock – if you have not yet confirmed the stock (see point 6 below) then this will say To Be Confirmed
- This tells you where to pick the stock up from
- This will allow you to confirm the pickup of stock
- This will allow you to cancel stock (this would be used if the incorrect part was assigned to the job
If you are at the location to pick up the stock, press the Confirm button (see point 6 above). Confirm your quantity and press OK:
You will see on this screen that the status is now in black and says Confirmed and that the confirm button is now green. The Van Stock will also have changed to reflect this.
Adding Stock Using Barcodes/Serial Numbers
If you need to add additional stock to your van from stock, you may do this using a barcode or serial number for the item.
From the Stock screen, click on the Add to Van option:
This will open the dialogue box below, asking to identify where the stock is coming from:
You have the option to choose a Contact or a Vehicle. Select the desired option, and enter the name of the contact or Vehicle:
From here, you can either use the barcode option (by pressing the picture of the barcode) or by entering the barcode number:
As you begin to enter the item barcode details, a list of items which begin with the serial number will appear in grey beneath the barcode box. Click on the one you wish to add:
When you select the item, a tick will appear. Click OK. The item you have just added to the list of Van Stock will now appear as below:
Creating New Stock Items
Sometimes it will be necessary to add new stock items from a tablet, such as following a purchase from a merchant.
From the Stock screen, click on Add New Item:
You will first need to decide whether the item is stock or equipment. Stock is a consumable item (such as a lightbulb) and Equipment is a serialised item (such as a tool, electrical goods, etc…).
From here, then select a category from the pre-defined list created by your back office. Then begin to search the make and model:
If the item already exists, you can select it from the drop-down list.
This will open the fields for you to confirm, and fill out, before pressing Save:
If the item does not show in the list, you can press the + next to the item, and then fill out the fields as before, and press Save.
Using Stock on Jobs
There are two methods of using the stock on jobs. This can be done through the Stock Menu or from the job itself.
Adding Stock from the Stock Menu
You can add stock from the stock menu, once it has been confirmed as being picked up and on the van.
To do this, go to the Stock Menu, and select the Today’s Jobs Stock:
Next to the item of stock you intend to use, press the green button. Here you will need to select the quantity to drop at the site:
If you are not at the correct site or place (your tracking will work out whether you are at the correct location), you will see the below warning:
Once you have done this, the Status will now be green and say Done.
Using the Stock from the Job
You can also use Stock from a Job from within the Job itself. To do this, go to the job, and you will see the Job Stock option as below:
In the upper right of the screen, you will see the Use Part option:
From the below screen, you will have several options:
- Here you can select where you are getting the stock from. Van will take it from the stock in the van. Site is for the site you are currently located at for the job. Contact will allow you to pick another contact/site to pick the item from
- This allows you to choose whether you are going to use the part on the site (i.e. you are just generically using the part, like a lightbulb). Specific is where you can use the part on another piece of equipment. (i.e. If the Stock was a Pump, it could be used on a Boiler as part of a repair.)
- Allows you to scan the barcode from the item
- Allows you to search the item
Once you have selected the item, select the quantity and press OK:
You will now see the stock movement against the job:
When you complete the job, any stock you have used will show on the summary:
Filling in worksheets
Often, work sheets will have been attached to jobs for you to fill out whilst carrying out work. A worksheet is a digital representation of the sheets you would normally have to fill out on a job. These could include Risk Assessments, Delivery Notes, or Service Sheets.
These will already be pre-loaded by the back office against the job and will be found when opening the job.
There may be several worksheets which require completion, and you may be required to fill in the sheet before starting a job. To fill in the worksheet, click on it:
Often, you will only see one question:
But others will appear when you pick an option:
As with the Vehicle Checks, you may be prompted to take photos or obtain signatures depending on the options chosen. This will vary from worksheet to worksheet.
When you have completed filling out the worksheet, press Back to Job at the upper right of the screen.
Accessing file library
The File Library is a collection of documents or files which have been added by the back office to be accessed on tablets. This is particularly useful for RAMs and insurance documents and certificates.
To access this, go the Dashboard and select Library.
Here you will be presented with a list of files you can access from your device:
When you select a file, you will be asked to select the app you wish to open the file with. When you select this your file will open.
Sending and receiving messages
Users in the back office may wish to contact you via JobWatch. This useful as this does not rely on you having to close the app in order to read text messages, and this does not rely on mobile signal, as these can be accessed if the device is connected to Wi-Fi.
From the Dashboard, click on the Messages Button:
From here, you will see any messages which have been sent to you and can tap to create a New Message:
In order to compose a new message:
- From here, if you start writing the name of another user, a you may pick their name from a list.
- Here you will need to write your subject
- Here you need to write your message
- Once you have filled out the three fields, press Send Message
This will be delivered to web users and devices of the user you have messaged.
Others within the business may need to contact you from time-to-time using the messaging system.
When you sign into your tablet, you will see any messages awaiting for you as a notification on the Dashboard:
From here you will be taken to the messages screen:
- The icon to the left of the message subject indicates the whether this has been read or not
- This is the Subject of the message
- This is the date and time when the message was sent to you
- This is the first line of the message (this may vary between devices, depending on the screen size)
- This allows you to delete the individual message
- This allows you to delete all Read messages
- This allows you to mark all messages as read
By clicking on the message, this will open it up:
From here, you will be able to reply to the message, and your response will appear underneath the original message, very much like a text message on a smartphone.
RoadCrew Help Button
From time to time, you may require help or assistance. Our RoadCrew team are here to help 24/7 via the RoadCrew Help Button.
From the Dashboard, the third button down on the right of the screen is the Help button, press it:
From here you have several options available to you:
- If you wish to call RoadCrew by telephone, but not from the device you are using, the RoadCrew number is here
- If your device has voice calling enabled (such as a smartphone or a tablet with Skype), then pressing this button will connect to RoadCrew
- Once you have spoken to RoadCrew, you may rate the call by clicking on one of the stars
- If you do not wish to call RoadCrew, or merely wish to ask a simple question, you may write a message here, and press the button (5) to send this
The behaviour of drivers can be seen from mobile devices. Driver behaviour is determined by the settings by the back office. This looks at a driver’s adherence to pre-set tolerances, such as speed limits, harsh braking, and cornering. These statistics are then calculated to give the driver a score out of 10, which indicates their Driver Score.
The Driver Behaviour can be found from the Dashboard:
On the dashboard, a summary of your driver behaviour is displayed. This will be an icon and a score out of 10.
There are three icons which will be displayed:
- Green Thumbs Up for a driver score of 7 or above
- Yellow Warning for a driver score of 5 to 6.9
- Red Thumbs Down a driver score below 5
You can open a more detailed summary of your Driver Behaviour by either clicking on the Summary at the bottom left of the dashboard, or the Driver Behaviour Button on the upper right of the Dashboard:
By default, the Driver Behaviour screen will show you Today’s score, however by pressing the Previous Period button at the upper left this will show you Yesterday, pressing again will show The Last 7 Days, then the Last 30 Days, and then the Last 2 Months.
- This is the score and the icon as displayed on the summary page
- All drivers are placed in groups (such as engineers, back office, managers etc…). This is the average Driver Behaviour Score of the group you belong to
- This shows your ranking within your group, and the number of users within this group.
- Total Distance is the number of miles you have travelled during this period.
Please note, if you have a low score, this could be attributed to the number of miles you have done. The score is calculated using the number of the instances occurring per 100 miles. Therefore, short journeys have more potential to reduce your score.
If you scroll down, you will see additional information:
- This chart shows an at-a-glance, week-by-week representation on your score as a bar graph.
The scores displayed below are more specific breakdowns of the elements which make up your overall Driver Behaviour Score. The percentages, frequency and thresholds allowed by drivers is controlled by the back office, and therefore can vary from company to company:
- Overspeed – This is the score based on the number of instances the speed limit was exceeded per 100 miles. The percentage over the speed limit, and the number of instances is controlled by the back office.
- Idling – This is the score based on the percentage of your overall journey spent stationary, but with the engine running. If your vehicle uses a PTO unit (such as a tipper, gritter or plant vehicle), this will not count against the Idling score.
- Braking – This is the score based on the number of instances of harsh braking per 100 miles
- Acceleration – This is the number of instances of harsh acceleration per 100 miles.
- Cornering – This is the score based on the number of instances of harsh acceleration per 100 miles
- RPM – On some vehicles, this is the number of instances of over-revving per 100 miles.
- N/A – If an element is not tracked, you will see N/A against the score.
Please note, depending on whether your device is tracked, the type of tracker in your vehicle, and the type of vehicle you are driving, the number of elements tracked will change.
For example, if you do not have a tracker in your vehicle, and you are just using device tracking, you will only have Over Speeding tracked.
Certain trackers, like the one used in the vehicle in the screen shots, will not measure RPM.
Viewing previous jobs carried out at location
Sometimes you may need to look back at previous jobs undertaken at a site, especially if you were not the person who carried out the work there. Whether or not you can access this particular feature will be determined by the back office.
To see previous jobs, go to the Job you are doing at the site:
Press the CRM button (highlighted above).
From here if you click on the Recent Jobs option on the right of the screen:
This will display the historical jobs at this site:
- This displays the last time the jobs list was refreshed, if this needs updating, press Refresh on the upper right
- This will tell you the time and date the Job took place
- This will tell you the reference and job type
- This will show you the outcome and the name of the Engineer and Customer
Clicking on the job will show the job details as below:
Adding/updating contacts from tablet
If you get to a site, and you need to add a new contact (the person you originally dealt with may no longer be based at the site, and needs updating), you can do this from the tablet. Whether or not you can access this particular feature will be determined by the back office.
As before, from the job, press on the CRM button, highlighted below:
From here, press the View all persons button, highlighted below:
From here, press Create Persons:
Last Name and Email are the only 2 mandatory fields (unless your back office have added additional mandatory fields). Fill these out and press OK:
The new contact will now appear on your list of contacts.