Page tree
Skip to end of metadata
Go to start of metadata

Now let's look at how this displays in AroFlo Field.

In this part of the tutorial, you'll learn how to:

  • Start working on a task.
  • Record labour, materials and expenses.
  • Complete the task.

Do you have a mobile device handy?

AroFlo Field is designed for mobile devices such as iPhones, iPads, Android phones and tablets. It's a good idea to run through this part of the tutorial on a mobile device if you have access to one. Alternatively, you can log into AroFlo Field in a separate tab on your computer's browser.

Log in to AroFlo Field

Open your browser and enter www.field.aroflo.com. Your login details are the same as AroFlo Office.

Once you've logged into AroFlo Field, you will see either the Main Menu, Schedule Timeline, or a Task List.

See more: Log in.

Task list

If you're not already looking at a task list when you log in, select Tasks from the main menu.

Each job is listed in the order that they have been entered into the scheduling calendar, and you'll notice our task we just created is at the top of the list. Any changes made by scheduling staff will be reflected in the task list for the relevant employee. As jobs are marked as completed, they will be removed from this list.

You have two options to filter and search for tasks:

IconOptionDescription

Filter ByAllows you to access other task list views ie: Open, Closed, My Tasks, All, Due Date, Priority, Scheduled, PickList, Projects or Nearest (GPS) / (Address).

SearchAllows you to search for tasks by Task name, Ref No, Job number, Cust ON, Description, Client, Location or Custom Field.

Read more: Task Lists.

You may be looking at task schedules  when you log in. See our Schedules help pages for more information.

Task sheet 

Tap the task name (in this case the address of the job), to access the task sheet for the job.

Overview

If you only want to view an overview of a task, tap the (eye icon).

The task sheet is the central point where Field users can view all the information required to complete the job. For example, tap the (box with arrow) next to a client name to view the Client card or next to a contact to open the contact card; tap the(GPS pin) next to a location to open the location card. 

Phone numbers are displayed as buttons and tapping it will dial the number on your mobile device (providing you have this feature).

Tap the < (back arrow) near the top if you need to return to the task list.

The task tabs  towards the bottom contain everything else you need to work on the task - e.g. recording chargeable time, materials and expenses - and we'll run through these below and what's contained in each tab.

Don't forget to tap the Save  button if you change any details on the task.

Read more: Tasks.

 

Task Checklist

The first thing that a Field user should do when they get onsite is to check the checklist for this task to see what is required to complete the job. Access the task checklist by tapping the Checklists  tab at the bottom.

As mentioned earlier, this checklist is set up by your Site Administrator and can vary from task to task (depending on the Task Type). Some checklist items such as 'Arrived on Site' can be configured to capture the date, time and the technician's GPS position when the checklist item is completed and the task is saved.

Checklist items marked in red require a response before the task can be marked as Completed.

Checklist items with an arrow means they can be reordered. Tap and drag the  (double-ended arrow) up or down should you need to do this.

To complete a checklist item, select your response (Y, N or N/A), then Save your task.

For this training module, tap Y for 'Arrived on Site' to indicate that you have arrived on site for this job. Don't forget to Save.

Read more: Checklists.

Update status

Once you've completed the 'Arrived on Site' checklist item, change the status of the job to 'In Progress' to notify your office staff that you are now onsite and have begun work.

You do this from the task header towards the top of the screen. Simply tap the current status of Not Started, then change it to In Progress on the popup window, then Save.

Substatuses

You can also choose a substatus if you wish. Substatuses are optional statuses linked to a main status that are set up by a site administrator. More information.

Read more: Update Task Status.

Notes

Tap the Notes tab. Field users can view any notes, imported emails and SMS messages (if configured) that have been set to show 'Internal Only'.

We should be able to view the note that we created earlier, using AroFlo Office.

The '1' on the notes tab indicates that the task already has a note saved against it.

Let's leave a note in response to the Office user. Similar to the Office interface, Field users can add notes using Text or HTML.

Tap Add Note (Text), enter the details below, then tap Save Note.

Please enter:

Cleared work area

Read more: Add Task Notes.

Documents and Photos

AroFlo's documents and photos functionality makes it so easy to upload, search, view and email documents or photos from your mobile device.

For example, if you need to record the serial number of a machine, you can quickly and easily take a photo and upload it directly to the job.

To access task documents and photos, tap the More tab > Documents & Photos.  From here, tap the plus button > Take Photo, or plus button > Upload Files to upload an existing document or photo from your device.

The photo is stored against the job and can be included in emails and documents such as task sheets, compliance forms and invoices.

Requires Document Storage

Included in your set-up package is a free first month of document storage. After your free access period, document storage is an additional monthly charge per subscription. Please see our pricing schedule and let us know if you wish to continue using document storage after this period.

Read more: Documents and Photos.

Tap the < (back arrow) near the top to return to the task worksheet.

Add Time, materials and expenses

Now that the job has been completed, the next step is to record your time, materials and expenses for this job. Tap the Items tab.

Record labour

There are a few ways to record labour. The easiest way is to use the Start / Stop Timer. Click here to see how it works.

Another way is to access the labour timesheet and enter the start/finish times or hours worked. Tap Labour.

The following can be used to do this:

    • Clock Widget
      Tap (clock icon), select the hour, minutes, am/pm, then Ok.
    • Manual Entry
      Simply tap the field and enter the time using the keypad on your device.
    • Current Time
      You can set the current time by tapping (alarm clock icon).

Another method is by opening the task Checklist and tapping the  (box with arrow) underneath the 'Arrived on Site' checklist item. This also opens up the labour timesheet, however, you only need to enter your finish time (as per the above bullet points) as the start time will have defaulted to the time the checklist entry was marked as completed. Let's go ahead and do this now, so we can see how this works. Tap the < (back arrow) near the top to return to the Items tab and then tap the Checklists tab. Tap on the details for when that checklist item was completed  to open the labour timesheet with the start time already filled out.

Please enter:

Finish Time: Tap (alarm clock icon) to use the current time.

Lastly, complete the Note field. This is a description of the work that was performed, which may appear on your invoice.

Please enter:

Labour Note: Completed service and replaced batteries.

Tap Save when you're done.

Use Last Note / Time

Once you've entered your labour timesheet, you will be able to re-use these details using the 'Use Last Note' & 'Use Last Time' fields for other staff members who were also onsite at the same time.

Read more: Record Labour on a Task.

Record materials

Once everyone's hours have been recorded against the job, the assigned person can record the materials used on the job.

Tap Material  towards the top to start recording materials used on the job.

If you weren't already in the labour screen, you would navigate to the materials section via the Items tab > Materials,  similar to how we got to the labour screen.

For this tutorial, let's create an ad-hoc material item using the details below. An ad-hoc item is an item that doesn't exist in your inventory list within AroFlo.

Once your inventory lists have been imported into AroFlo, you will be able to select items from inventory via the Std Mat button. For more information, see Inventory.

Please enter:

Part No: Bat123

Item: Batteries

Qty: 2

Cost: 12.50

Tap Save when you're done.

Read more: Record Materials on a Task.

Record expenses

Expenses that are chargeable to the client should be recorded against the job.

To record expenses, tap Expense, towards the top, just like we did with the Material button. Enter an expense description and either a Cost Ex, or a Total Cost Inc value, then Save.

Please enter:

Expense: Parking Fee 

Cost Ex:  16.50 

Cost Ex/Inc

You'll notice the Total Cost Inc will calculate for you to $18.15. The reverse would also calculate, i.e. entering a value into the Total Cost Inc and having the Cost Ex calculate for you.

Predefined service fees

Service fees predefined on a task type are automatically added as an expense when a task is created. For more information, see Task Types.

Once finished, tap the < (back arrow) near the top to return to the task Items screen.

Read more: Record Expenses on a Task.

Complete the task

Now that you've recorded your labour, materials and expenses, you're ready to complete the remaining checklist items and mark the job as completed.

Tap the Checklists tab and mark off the remaining checklist items. Remember that items marked in red need to be marked off before you're able to complete the task.

Save the task, then change the Status of the job to Completed.

Pending Status

If the job needs to put on hold and rescheduled at a later date, this is where the Pending status is used. Ensure you include task notes to explain why this job is Pending so that others in your organisation are aware and follow up if necessary.

Capture signature

Let's capture a signature before we finalise the job and start invoicing. This may be a customer signature to indicate their acceptance of the work completed.

Signatures can be used later to validate that the work was completed satisfactorily in the event of a dispute. It can even be included in your invoice to remind the customer that they've already approved the work.


You can capture a signature at any time during the task, even prior to setting the status  as completed. 

Tap Capture Signature,  record the Name of the signee and then pass them the device so that they can sign within the designated area.

Click Capture Signature to save.

Re-activate

Once a task is completed, you'll no longer be able to add any labour, materials, or expenses to the job. In case you need to add anything further, tap Re-activate to mark the job as Not Started again, make the necessary adjustments and then mark the task as Complete again.

Read more: Capture Signature.

Completed task list

The task has been marked as Completed and can now be validated and invoiced.

If you need to find the job again, from your task list, simply tap the Filter By button  and select Closed. This will allow you to see all of your completed jobs.

Tap the task to access your completed task sheet.

Invoiced tasks

This cannot be done once a job has been invoiced.

Scroll to the bottom of the task sheet. If you've been given Site Invoicing permissions by your Site Administrator, you'll have the option to create an invoice  for this task.

Read more: Create an Invoice.


For a more comprehensive tutorial of how to use AroFlo Field, please see TM 1.6 AroFlo Field.

The next part of this tutorial will show you how to invoice the job in AroFlo Office.

  • No labels