User Guide. SmartTask Attend: Mobile Device - Android. Version 2.2 Android GENERIC September Skillweb, all rights reserved

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1 User Guide SmartTask Attend: Mobile Device - Android Version 2.2 Android GENERIC September 2013 Skillweb, all rights reserved

2 Contents 1 INTRODUCTION THE CONCEPT LOG ON LOG ON WITH A PERSONAL TAG LOG ON MANUALLY START SHIFT RECORDING ARRIVAL AND DEPARTURE FOR A VISIT NFC TAGS QR CODES MANUAL INPUT CARRYING OUT A VISIT COMPLETING CHECKPOINTS WITHIN A VISIT END SHIFT LOGOUT DATA SYNCHRONISATION INCIDENT CAPTURE ERROR MESSAGES... ERROR! BOOKMARK NOT DEFINED. Version * QR Code 2.2 Android is a registered GENERIC trademark September of DENSO 2013 WAVE INCORPORATED 2

3 1 Introduction SmartTask Attend is a simple to use proof of attendance solution. The SmartTask Attend application is designed to capture data events when they happen,accurately, quickly, efficiently; and is specifically designed to take some hassle out of the working day. The mobile devices running SmartTask Attend simply record the time spans of the User s shifts and the visits they make to individual Customers during that shift. The start and end of shifts and visits are recorded, and uploaded to the Web Client where they can be displayed in real time and used for reporting and analysis. 1.1 The Concept By using the latest Near Field Communication (NFC) technology installed on a simple mobile phone, carers can simply swipe their phones on NFC tags or labels unique to the Customer to record arrival and departure, which is sent back to the Web Client in real-time. NFC tags can be encoded using the SmartTask Tag Writer Application. Alternatively, the application can be installed on a mobile phone which has camera functionality to capture QR Codes on location. SmartTask Attend captures the image and sends the encoded data back to the Web Client. It is also possible to use SmartTask Attend with neither NFC tags nor QR Codes, by manually inputting the required information, to record arrival or departure from a Customer location. Even in areas with little or no connectivity, SmartTask Attend is able to store and then send the information once a connection is established with the mobile device. The administrator is able to view the daily visits for Users as they occur, using the Web Client. The reporting function allows the creation of full attendance records including number of visits and total time of visits. Version 2.2 Android GENERIC September

4 About this guide This guide explains the key activities with step by step visual instructions to support your recent training; and like stabilizers on a bike, the intention is for you to keep it with you until you feel confident enough to throw it away (or file it). Hints Hints and tips are provided throughout the guide as nuggets of information that aid your understanding of how SmartTask Attend works. Warnings Warnings are there to help prevent you from making unconscious mistakes. Version 2.2 Android GENERIC September

5 SmartTask Attend Mobile Device 2 Log on To log on to SmartTask Attend, select the icon from the Android menu. An account key, username and password are required for log on. Successful log on navigates to the Start Shift screen. There are 2 methods of logging on to SmartTask Attend: 2.1 Log on with a Personal Tag The login information can be entered by scanning the User s NFC tag located in a card. There is no requirement to select the SmartTask Attend icon from the phone application menu. Simply hold the Personal Tag against the rear of the phone to open the application and log on. 2.2 Log on manually Select Manual Login. Complete the fields and select Login. The User name and Password are those set for the User, by an Administrator, via the Web Client. Clear, clears the fields for fresh data entry. Version 2.2 Android GENERIC September

6 The Account Key is only required on initial login. Following initial login it will be hidden. 3 Start Shift Once logged on, Users will be required to enter the start of their shift. This will enable the recording of visits at a Customer location. 4 Recording Arrival and Departure for a Visit Once the shift has started the User is presented with the register arrival or departure screen for a Visit. There are 3 ways of registering an arrival or departure: Using NFC tags Using QR Codes Using manual input Version 2.2 Android GENERIC September

7 4.1 NFC tags When the User arrives at a Customer location they will simply hold the back of the phone to the NFC tag installed at the Customer s premises. 4.2 QR Codes Select Scan, to enable a QR Code at the premises to be scanned and record the arrival/departure. QR code example Line-up the QR Code in the scan window. It will automatically capture and beep to confirm when it has been read successfully. 4.3 Manual Input Use the Radio buttons to select whether an Arrival/Departure is being recorded Manually enter the customer reference Press Save to complete the arrival/ departure Version 2.2 Android GENERIC September

8 4.4 Carrying out a visit So, on arriving at a Customer s premises, the User records the arrival using one of the above 3 methods. Once the tasks have been completed for the Customer, the departure must be recorded. A User will be able to see extra information stored on an NFC tag by selecting the icons on screen at the time of recording Arrival/Departure. When using NFC tags or QR Codes, the fist read/scan will be recorded as the visit arrival and the second read/scan will be recorded as the visit departure. Arrival and departure by all three methods, will present a confirmation screen. Version 2.2 Android GENERIC September

9 4.5 Completing Checkpoints within a visit After arriving at a visit, a user can scan various NFC/ QR Codes at the site to record that they have visited the location(s), these are known as Checkpoints. During a Visit the user simply holds the back of the phone to the NFC tag or presses the Scan icon to capture the QR Codes. 5 End shift When the User has completed all the visits for the day, their working day needs to be recorded by ending the shift. Version 2.2 Android GENERIC September

10 6 Logout Once the shift is ended the User will be presented with the Start Shift/Logout screen. On pressing Logout, the User will be logged out of SmartTask Attend and returned to the Log on screen. 7 Data Synchronisation Work carried out on the mobile device is synchronised with the main database by uploading information automatically at regular intervals. A white SmartTask icon will display in the top right hand corner of the device when information has been stored and ready for uploading to the server, an Uploader Active notification will appear on the device screen to notify the user that information is being sent in the background. When there is no Green icon, all information has either been sent or there is none waiting to be sent. Version 2.2 Android GENERIC September

11 8 Incident Capture A new feature recently added to the SmartTask Attend Solution allows Users to create and record Incidents at customer locations or during their shift. Pressing the Incident icon opens up a list of all Active Incidents that they can record, these can be custom created for your requirements and can include Questions, Image Capture, Signature Capture etc. All Incidents Captured are recorded on the Web client and are visible from the Detailed Visit report. These are highlighted with an Information tooltip icon that allows the administrator to open up the relevant incident and download to PDF. Version 2.2 Android GENERIC September