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.
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.
By clicking on the 'Filter By' button you will be presented with a list of options.
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.
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.
The Task Sheet
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.
As you complete each Checklist item you are required to click on 'Save Task' to confirm your selection.
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.
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.
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.
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)
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.
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.
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.
You can now see we've got the following options.
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.
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.
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.