ITracker v1.0 Scheduling User Guide. itracker Scheduling User Guide

Transcription

1 itracker Scheduling User Guide

2 Support IndusTrack provides support for the customer in the form of blogs, forums, wikis and groups. This feature forms a community portal for users and developers to discuss the application. To post comments in the forum and wiki pages, users must register with the itracker support community. Please contact itracker Customer Service for additional assistance. Contact Information Support: (612) support@industrack.com Sales: sales@industrack.com West Highway 55 Suite 270 Plymouth, MN Copyright 2009 IndusTrack, LLC. All rights reserved. All other trademarks or registered trademarks are acknowledged as the exclusive property of their respective owners. No part of this manual may be reproduced, transmitted, copied, or stored in any storage medium, for any purpose, without prior written consent from IndusTrack, LLC. IndusTrack, LLC hereby grants the right to download one copy of this manual onto a hard drive for personal use. This manual is copyrighted and contains proprietary information that is subject to change without notice. For more information, visit

3 Getting Started (Skip this step if itracker is already installed) The itracker software must be downloaded from an IndusTrack server and installed on each computer that will be using the system. After purchasing the software or signing up with an IndusTrack service plan, the download instructions will be provided to you along with your login credentials. If you should need additional assistance with obtaining download or login information, please contact customer support at or call , ext. 2. In order to get the most out of your itracker system, it is recommended that you perform the initial configuration steps in order to properly set up the system. The initial configuration steps consist of installing the software and setting up users, vehicles, expenses, drivers, shifts, geofences and alerts. Installing the Software (Skip this step if itracker is already installed) Click on the link provided in the that contained your login credentials., or you can click on the download software button on the support home page ( The installation screen will be displayed. Click on the Install button. If a security warning message is displayed, click the additional Install button within the warning message. The progress indicator will be displayed throughout the installation process. You may use the other features of your computer while the software is being installed. The installation program will automatically check your computer and verify that the necessary software components (.Net and Silverlight) are present on your computer. If necessary, those components will be installed during the process. If this occurs, your computer may need to be restarted. If prompted, restart the computer before proceeding further. When the installation has finished, an itracker shortcut will be created on your desktop and the Login Screen will be displayed Page 3 of 23

4 Logging in to the itracker program The first time a user logs in to the system, the user will need to enter a customer ID number that was provided in the original login and set-up information. Enter the username and password before clicking on the Login button. The itracker main screen will be displayed. Accept the License Agreement. Check the box that reads, Do not show this message again. NOTE: Software will not launch unless the user agreement is accepted. To exit the itracker program, click once on the Home button located in the upper left corner of the main screen and select Exit. Double-click on the itracker shortcut to restart the program. Software Updates Once the software is installed, it will automatically check for new versions each time that the application is launched. You will be prompted to update the software at that time, and it is recommended to do so as new versions will contain maintenance updates and feature enhancements. To manually update the application: 1) Click Support> About 2) Click> Check for new version When running the software for the first time, the Windows firewall will block the program. The user will be required to click Unblock for this event. Page 4 of 23

5 Understanding the Main Screen for Scheduling itracker scheduling module allows you dispatch jobs to the mobile worker which can be received on a phone or tablet device. You can the view the progress of the job in itracker as well as run reports on previous jobs and sync invoices to QuickBooks. Click on the timesheet tab to see the list of the drivers. If no drivers are listed, go to the adding a driver section. Page 5 of 23

6 Adding Drivers/Crews/Mobile workers A driver is an individual that is assigned to a particular vehicle. Although not mandatory, assigning a driver to a vehicle helps with reporting and management activities. In addition, text messages can be sent to a driver/vehicle from itracker for instant alerts. To add a driver: 1) Click Add->Add Drivers. The Drivers List will be displayed. 2) Click> Add New 3) Enter all contact information under the default tab 4) Enter Driver ID number. This is any unique numerical ID that will be assigned to that driver. Please note that once the driver ID is assigned it cannot be changed. 5) Select the driver s Mobile Provider. This is important to ensure reliable text messaging between itracker and the driver s cell phone. 6) If you enter an address you can send the driver s from itracker. 7) With the vehicle drop down menu you can associate a driver to a vehicle. 8) If you want to group your drivers together for any reason you can create driver groups (see add driver groups). 9) Assign Device is not in use at this time. 10) Click Save Page 6 of 23

7 Scheduling Tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Enter the max hours per week and per day. Also enter the max days per week and max shifts per day. 2) Check the days of the week the driver is working 3) Enter the start and end time for his/her shift. 4) Click Save Payroll tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Choose either hourly or salary for the pay type. 2) Enter the dollar amount per hour for the Rate. 3) Click Save Page 7 of 23

8 Advanced tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Assign a previously created position to your driver. (See create positions under the scheduling section) 2) Assign a previously created department to your driver. (See create departments under scheduling section) 3) Driver skill level is a free-form text field where you can keep track of information as you see fit. Once you enter and save something it will be in the drop-down menu for future use. 4) Lic. Renewal Date assists in tracking driver s license expiration and renewal dates. reminders can be set up to assist in tracking this information. (See notifications section for more details) 5) Medical Renewal assists in tracking driver s approaching and overdue medical visits and testing. reminders can be set up to assist in tracking this information. (See notifications section for more details) 6) Click Save when finished Editing a driver 1) Double-click on the driver in the driver list 2) Make the necessary changes (Please note: driver ID cannot be changed) 3) Click Save Deleting a driver If a driver is deleted, itracker removes it from the driver Group along with associated messages and alerts. This can be done only by clicking the Delete Selected button. Deleted drivers are pushed to the recycling bin. If a driver is mistakenly deleted it can be restored from the recycle bin. Page 8 of 23

9 Step 2: Adding Address Book (IndusTrack can import all of your addresses or assist with QuickBooks sync as part of our free service) There are three ways to get the address book data into the itracker software: 1. Synchronize with QuickBooks 2. Import data from an excel file (This requires a template for importing. The easiest solution is to send an to support@industrack.com and we will import the information for you.) 3. Synchronize with QuickBooks if you are using it as an accounting software The address book defines customer locations around which geofences can be created and to which jobs can be created and a driver dispatched. There are two different ways to add the address book: 1) Click> Add > Add Address 2) Click on the Address Book tab on the main window Page 9 of 23

10 Create a new customer and/or job site: 3) Click> Add New 4) Enter a customer number, which is a unique identifier/label for that customer. 5) Enter all contact information including names, phone numbers, addresses, etc. 6) Click> Save Site Notes: This information is used for scheduling. Site note are attached to the customer and will display every time a job is created for that customer. This way the notes does not need to retyped for each new job. Attach file: Attaching a pdf file to the customer record allows, snow removal app to access the file remotely in the field through ifield app. A pdf can contain site map and other information. Do not use address for reporting: Some report use addresses such as snow plow reports. Adding the checkmark to this option will simply exclude the addresses to be added in those reports. Page 10 of 23

11 Create a new customer and/or job site if physical address is not available: 1) Click> Add New 2) Enter a Customer Number 3) Un-Check the box to the left of Use Address 4) Click> Create GeoFence 5) Create a GeoFence (See the section on how to create a Geofence) 6) Click> Save Page 11 of 23

12 The easiest way to create a new customer is to import the address book using our import function: 1) Click on the excel button 2) Navigate to the address book 3) Click> OK The import process will begin; this process may take a while, as the speed of the import depends on the size of the file. The import file needs to be formatted based on our template. Please see the Template section for address book import. Page 12 of 23

13 Adding/Importing parts & materials 1) Click> Add menu at the top 2) Click Add parts and materials 3) Click Add new to add the part manually 4) Add the part information and press save Alternatively, the following two methods can be used to add the parts. Import from a CSV file. We recommend you send the part list to IndusTrack and allow us to import. Sync from QuickBooks. This will require a sync to your QuickBooks software. Contact support@industrack.com to have this properly setup. Page 13 of 23

14 Scheduling tab overview 1. Drivers/Mobile workers/crew: A list of all drivers, crew members, and mobile workers will be listed in this window. Create groups of crew members by department and function to view the schedule just by those groups. 2. Scheduling: Displays the schedule for the day, with itemized color-coding 3. Un-assigned jobs 4. Settings 5. Controls Page 14 of 23

15 Setting Screenshots on this page can be accessed by clicking on the setting wheel in the top right hand corner of the scheduling window. Scheduling settings: Set the start and end times for the work day. This example will show the scheduling grid from 7:00 am to 6:00 pm. A user can create task templates and use them for reoccurring jobs, to save on time and effort. Service Types: IndusTrack can import the service types or a user can manually add each service type. Page 15 of 23

16 Adding/Dispatching a new job Customer and Location: This is the customer address and needs to be in the address book prior to scheduling the job. Phone number: This information will be pulled from the address book but can also be overwritten. Job Description: A dispatcher/scheduler needs to add this information for each new job Job number: A dispatcher/scheduler needs to add this information for each new job Start date and time: Start date and time for job Estimated duration: Approximately how long will it take to complete the jobs Recurrence: The + button allows you to set up recurrring jobs. Job status: All new jobs are set as not started. A dispachter/scheduler has the option to edit or change the job status. Location information: This is the customer address and needs to be in the address book prior to scheduling the job. address: This is the customer address and needs to be in the address book prior to scheduling the job. Service type: A dispatcher/scheduler needs to add this information, from the drop down list, for each new job. Job Priority: A dispatcher/scheduler needs to add this information for each new job from the drop down list. Dispatch now: Dispatches the jobs immediately: please do not push this button if you need to change the crew or add tasks. Finsish those before pressing dispatch now. Save: This saves the job on the schedule but does not dispatch. Cancel: Cancel the job Page 16 of 23

17 Adding a crew: Additional crew members can be added or deleted using this screen. Page 17 of 23

18 Adding Tasks A job can have one or multiple tasks. Click> Add Task on the top right hand button to add a task. Once you click on that button the following screen will appear: Task name: A dispatcher/scheduler will enter the task name. Notes: A dispatcher/scheduler will add notes for the mobile worker/crew member. Cost code: Select the cost code (In order for the drop down list to display, cost codes need to be entered in the setting window.) Parts: A dispatcher/scheduler can add the parts for the job with the quantity, telling the mobile user what parts are needed for the job. This is an optional field. (In order for the parts list to display, parts need to be entered in the itracker software.) Attachments: A dispatcher/scheduler can add schematics, pictures or other reference material that the mobile worker will need. Forms: Forms can also be attached for the job. In order for the form list to show up, IndusTrack needs to create and add them to the account. Page 18 of 23

19 Monitoring job status There are several statuses available in the status column, to show the current state of a job: Dispatched (Job is already dispatched) Not started (A mobile worker/ifield has not started the job) Started (A mobile worker/ifield user has started the job) Paused (A mobile worker/ifield user has paused the job) Complete (A mobile worker/ifield user has completed the job) Invoiced (An invoice have been sent) On the left hand side of the screen, Total Time is displayed for the scheduled, completed, inprogress and unscheduled jobs. Page 19 of 23

20 Job Report All reports can be run for single or multiple driver/crew member/mobile worker. The reports can be run for the day, week, or month by selecting start and end dates. Each report can be printed, , exported, or scheduled to be ed. This report will display jobs with all statuses, including scheduled, dispatched and completed jobs. The search box can filter any of the column. By clicking on the customer name, a detail section of the report will display, as seen on the following page. Page 20 of 23

21 Job Details When a user clicks on the customer name in the job report, the following detail for the job is shown. The Vehicle GPS start and Vehicle GPS end time is only shown when there is a GPS device in the vehicle. Page 21 of 23

22 Invoicing All completed jobs will be shown in the invoice section. This report can be accessed by clicking on the invoice button in Scheduling tab> Status. In order to see the detail information about the invoice, click on the invoice button on the screen. Page 22 of 23

23 Invoicing details This screen will be displayed when a user clicks on the invoice button. A user can edit any entry by double clicking on it. They can add or delete a row by clicking on those button on the left hand side. QuickBooks Sync allows users to synchronize the data to QuickBooks. A QuickBooks integration needs to be completed by IndusTrack before synching can occur. Page 23 of 23