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Module Synopsis

This module is designed to take you through the portable interface and instruct your field staff on how to best use the interface to conduct their day to day activities. At the conclusion of this session you will be able to

  • Login to the portable interface.
  • Locate assigned and scheduled tasks.
  • Complete Checklist Information.
  • Add Task Notes onto a job.
  • Add Labour, Materials and expenses onto a job.
  • Mark jobs as completed and ready for invoicing.


Session Time & Resources

This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in field lead hand and Management positions.


Pre-Requisite Modules


There are no pre-requisites for this training module.


Pre-set up Requirements


This module requires that a task has been created and has been scheduled to the resource that will be used for this session. This may need to be done at the start of this session. Accessing the AroFlo System AroFlo is a cloud based application and as such can be accessed from anywhere that has internet access. There are two interfaces used by the AroFlo system which are used to control different aspects of the process.
This module is going to focus on the portable interface. The Portable Interface is used by field workers to log and manage their tasks. This will be the primary interface that your field staff will use to complete their daily tasks. Field Staff can log into this interface to

  • View daily job requirements
  • Track time and material expenses against individual jobs.
  • Mark Jobs as completed and ready for invoicing.

The Portable Interface

The Portable Interface can also be accessed from your web browser in the office, but is designed for use on a portable device such as a tablet or mobile phone. It can be accessed by opening your browser on your mobile device and entering: field.aroflo.com

This will need to be setup as a home screen shortcut on your mobile device as your field staff will need to access this quite regularly throughout the day.

Upon log in your field staff will be presented with a list of jobs for the day. This list can be filtered by several options depending upon what each employee has been set up with.

This default filter can be over ridden for this session and return back to the default next time you log in. The scheduled filter allows you to see jobs that haven't been actively scheduled to you. This functionality is dependent upon your level of access as defined by your Site Administrator.


Your Job List
At the beginning of each day it is important that you log into the system to see what your daily task list is. This list has been scheduled by the office staff and will update as changes take place, so it's important to ensure that you regularly check this list.
The task list is sorted by date/time so the jobs that you need to do immediately will appear at the top of the list. If your default landing page isn't set to scheduled. Select "Filter by" Then "Scheduled". This setting has been set for your by your Site Administrator.

It is also important to note that 'Event' items will also appear in this list. Event items (or Ad-Hoc) Items are items that have been put into the calendar as reminders/prompts or as broadcast messages.


Modifying your job list/Changing your Filter


It's possible to apply a different filter to this screen to be presented with different information. When you change your filter you are only changing it for this session and it will revert back to the default setting.

By clicking on the 'Filter By' button you will be presented with a list of options.

  • Open – Lists all Jobs that have been scheduled or assigned to the Current user.
  • Closed – Lists all closed jobs that you have access to see.
  • My Tasks – Shows the tasks that you have been set as the 'Assigned Person' (We'll discuss this functionality in more detail later.)
  • All – Shows all tasks you have access to see
  • Required by – Shows all jobs that the current user has access to for all staff but is sorted by required date.
  • Priority – Shows all jobs that the current user has access to sorted by Priority Level
  • Scheduled – Shows jobs scheduled for the current user sorted by required date. This is usually the default setting.
  • Pick List – Shows all tasks that the current user has access to that have not been assigned to any technician, but have been assigned to your Business Unit/Company.
  • Nearest (GPS) – Shows all jobs that you have access to see sorted by distance from you.

For this training module we are going to set the filter to Scheduled.

 

Searching for Jobs
If we click on the 'Search' button we can also search for jobs. It's important to note however that this will only search through the jobs that you have access to see.

You're able to search on various fields. This is a useful way for someone in a supervisory position to find jobs that they might not necessarily be scheduled on or assigned to.

Ideally though, if you need to access a job you will be scheduled to that job.

Assigned verses Scheduled Resources

There are two ways that you can be involved with the job. You can be scheduled to the job, indicating that you have work to do on the job (at a certain date and time) or you can be assigned to the job.

Being assigned to the job means that you're responsible for the job, or overseeing the job from the field. This means that you're responsible for making sure that everyone completes their portion of data-entry and for making sure that checklist items are completed correctly.

Accessing Jobs

To access a job simply click on the task identifier. In most cases this is normally the address of the job.

The task identifier can normally be recognised by its blue colour and the fact that it's underlined.

The Task Identifier is a universal button that will lead you back to the task sheet. Whenever you see the address with an underline it will link you back to your jobsheet.

As you can see from the screenshot to the right the task identifier for this task is:

25 New St Ringwood

The Task Sheet

The Task sheet is the central point where all information against the task is stored. It will detail contact numbers for both the site address and a head office. (if there are any separate address/contact details necessary)

These numbers are highlighted in blue and if you're using AroFlo from a smart phone they're actually links through to your dialing app.

Anything marked with a icon on the right hand side, means that more information is available by clicking on the line. In the case of the location field this will lead you through to a map. For instance clicking on the Location will take you to the location page.

Job Number & Reference Number
The Job Number is the primary identifier for each job. The reference number can be found at the top of the screen and is made up of the shortname of the client followed by the number of jobs that have been created for that client. In this case
AAE378

Check Lists
The Checklist records the order in which you're required to complete each job. It will contain important elements that need to be completed for each job.

It acts as a reminder and as a tool for making sure that the necessary information is recorded against each task.

Once you complete a checklist item, the date/time will be recorded.

The checklist can be found at the base of the task sheet. This can be accessed via either scrolling down to the base of the screen or using the 'Jump to' option.

The 'Jump To' option allows you to very quickly navigate throughout the task list to access the various features.

Checklist Items marked in Orange are required fields that must be answered before the task can be marked as completed.

It is also a good idea to change the status of the job to 'In Progress' once you are on site to notify the office staff that work has begun.

As you complete each Checklist item you are required to click on 'Save Task' to confirm your selection.

Task Notes

Task Notes are notes that are left against the task by either another field staff member or from the office. Task notes will usually contain important information about the task.

Task Notes are used to record any correspondence that needs to occur between field staff and the office. They are not to be used to record timesheet/labour entries.

You can leave task notes against the task by typing your text into the 'Add Note' Field and then clicking 'Save' once you're done.

This note will then be registered against the task permanently. If required the office staff can remove/edit notes no longer needed.


Time, Materials and Expenses


Once the work has been completed the last thing that needs to happen is each employee that participated in the work needs to record their time and labour. This time and labour needs to be monitored by the assigned person to ensure that it is correct.


Recording Labour

There are two ways of recording time spent on the job. The first is to navigate to the 'Lab 0.00 hrs' button in the centre of the task sheet. This will allow you to record your time.



The second way is a little more useful. Your Site Admin may have set up checklist items with a link through to labour. Adding labour in by this method means that your start time is already filled in for you.

This can be changed manually or you can click on the clock icon to the right of the entry box to populate in the current time. This will tell you the number of hours that have been performed on this task.

You can now select the type of work that has been completed. Your Site Admin may have setup different types of work types for you to choose from.
Simply select the most relevant type.

The last thing you're required to do is fill in the note field. This does two things it puts in a reference against the job and puts in an entry into your timesheet.

The note that you use here may appear on an invoice so it's important to be professional. Click Save to confirm.

Recording Materials

Once everyone's hours have been recorded against the job the assigned person can now record the materials against the job. This can be done by going back into the task sheet and clicking on 'Mat 0.00' or by simply clicking the 'Materials' button at the time of Labour Page.

For this training module we're going to create an ad-hoc material. This means that it's an item that doesn't exist within our Inventory list. Fill in the below information

Part No:
1234
Item:
An Item Qty :
1
Cost: 12.50



Once you've done your data entry, don't forget to hit save to confirm your item. You will need to repeat this process for any/all materials used on the task.
Once you've completed this you're now ready to record expenses. Expenses are usually entered in by the assigned person, however it's not uncommon for expenses to be incurred by other staff members also. It's important that any expenses on the job are listed here.

Recording expenses is simply a matter of giving the expense a description and the cost involved.

For this module use the below information
Expense
Parking Fee

Cost Ex:
12.50

You will note that this partcular task already has an expense added onto the task. This is because the Site Admin has determined that there is a call out fee applicable to this type of task. This means that the expense has been added automatically to the task when the task was created.

When you're ready click on the task Identifier to return back to the main task sheet.


Emailing a Job Sheet


It may be required that you need to send the customer (or perhaps another co-worker) a copy of the job sheet. This can be done very easily from the top screen.


Select a Client Contact from the drop down menu or enter the email address in the To: field. You can also update the Subject and Body fields if required or your Site Admin may have already created some custom content for these fields. The From address will be already filled in with your details (Provided that your account has been set up correctly)



Simply tick the tick box for Job sheet and then click on the send button at the base of the screen to send through the job sheet as an attachment to the email.


Adding any Overhead entries on to your Time sheet.


Now that we've recorded any timesheet entries that are related to the job, we now have the opportunity to record any timesheet entries that are not directly related to any chargeable jobs. This may include things like, office time, preparation, travel or things to that nature.

At the very top of the screen there is a link to T.Sheet. This link will take you through to your individual time sheet. This allows you to fill in any entries that do not relate directly to the task.

At the very base of the timesheet is your personal timesheet for the day listing every entry in the system.

Once you've added your Timesheet entry we're going to click on the 'Tasks' Menu at the top of the screen to locate our task again. Before we go back into our task, we're going to take a look at some of the additional features in the main menu.
The main menu of the field interface can be accessed via the 'Menu' button at the top of the screen. This takes us to the full suite of tools available.



It's important to note that you can search for clients using the 'search' button. This makes it much easier to find clients especially if you're using a mobile phone interface.



Once you've found your client simply click on the button to present your options.

We have currently been using the Tasks page, although you will notice that we took a shortcut into the Timesheet page from our task sheet.

The Area that we're going to look at now is the client's page.

This will allow us to look at a list of our clients. Once we've got our clients list we can then select a client.


You can now see we've got the following options.

Admin Users can use client details to look up the client address or contact details.

We can create a new task for this client directly from this screen. As a field staff member, we can create new jobs but only against existing clients. This is one of the reasons that we set up the training client 'Training'


We can also see what Tasks are currently in the system. Click on the Tasks button and this will show you all current Tasks (That you have access to see). This should bring up our task from earlier in this module. You can confirm this by checking the Reference Number. Click on the Task Identifier and we're going to finish off the task and mark it as completed.


This functionality is normally completed by the lead-hand or the 'Assigned person' on the task.
Now that you're on your task sheet scroll to the bottom of the task sheet and you can now complete your remaining checklist items and change the status of the job to Close. Once you set the job to close it will no longer be available to you in your scheduled list. This is because you have indicated that there is no further work that needs to be completed in the field.

 

If the job is being put on hold and will need to be rescheduled at a later date you should put the job into the 'Pending status'. This will allow the office staff to keep a close eye on this job and make sure that it doesn't get lost or forgotten.
It is also a good idea to include a task note as to why this job has been put into Pending.

For this Training module click on close and rather than clicking on Save task we're going to click on 'Capture Signature' button.

This will allow you to capture a signature of your customer to record their acceptance of the work completed. You can capture as many signatures against a job as required.

Record the name of the person whose signature you're capturing and then pass them over the phone for their signature. This Signature can be used later to validate that the work was completed satisfactorily later in the event of a dispute.
It can even be put onto your invoice to remind the customer that they've already approved the work.
One you click 'Capture Signature' it will take you back to your Job List.

 

 


Now that you've finished this job you're now ready to move onto your next job of the day.

The task has now been flagged as completed and can be picked up by your office staff for validation and invoicing.

You can find the job again if you need to by going into the 'filter by' button and selecting 'Closed'. This will allow you to see your completed jobs.


Simply click on the Task Identifier (Usually the address field) to click into the completed task sheet.

This cannot be done once a job has been invoiced.


You can now see at the top of the task sheet that this job has been completed. If you scroll to the base of the screen you will see that you have the following options.

Invoice is only available if your account has Site Invoicing enabled by your Site Admin. Re-Activate will move this job back into the current list where time, materials and expenses can be added onto the task.


This concludes this Training Module. If you have any further questions or queries please don't hesitate to contact your AroFlo Support Staff to resolve them.

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