The Interface

Calendar

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Lightbox

Calendar

1. The textbox here is one of the most important tools, simply click inside the box and start typing any address, service or date that you want to search for and it will generate a list of matches instantly (every job in the menu is it's next visit). You then have the ability to click on any job to be taken straight to it allowing you to view more details.
   
2. The green power button shows your connection status, this is checked every time you save.
   If you happen to be offline or in a poor internet connection area and this symbol turns red, you will need to wait for it to turn green again, nothing will be saved until the power symbol turns green again.
   The calendar will constantly keep checking for an internet connection after the power symbol turns red until you gain a connection again and everything saves, upon which the power symbol will then change back to green.
   If you lose connection DO NOT try editing another job until the power symbol is green again and saved your last edited job. This can cause the Calendar to stop saving until it is refreshed.
   
   
3. When you click on your name in the menu while viewing the calendar a few new options will be visible:
   The first two are related to the calendar's zoom level, allowing you to zoom in and out.
   The 3rd option specifies whether the calendar's search should be updated after every change or only on page load (by setting this to on load it will dramatically reduce the save time when you have a lot of jobs).
   While the fourth, when enabled allows you to drag an entire series around, be careful though you if you start editing an occurrence while this mode is enabled it might not work as expected. When this mode is enabled it is very obvious, the entire colour scheme dramatically changes to warn you that you're in "Every Visit Mode".
   
4. The left buttons represent the different views of the Calendar. Click on any of them to change the view.
   The small calendar symbol when clicked allows you to pick a date to skip to instantly.
   The date range that is being viewed can always easily be seen between the left and right button sets.
   If you are using a package that has a job limit on it, you can easily view how many jobs you've currently made for this billing period and the total you are allowed to create under the date.
   The right buttons allow you to navigate between Days/Weeks/Months/Years or pressing on Today to return to the current day. The button is only visible on screen sizes over 1850px in width as the page requires a large about of space, clicking this button will allow you to view BOTH the Job Calendar and the Roster at the same time in a side-by-side view.
5. Clicking on any column heading will take you to it's corresponding Day view instantly, and similarly any Day view heading will take you to it's corresponding Week view.
   The number next to the date represents the total number of hours of work you have on for the day (calculated from the value entered in "hours").
6. This represents the area where jobs can be created, edited, viewed and/or moved.
7. The highlighted area helps to show what the current day is.
8. The top of each job will show up to 6 different items, these are:
   1. The time the job starts at
   2. The number of hours the job will take
   3. A pencil icon if the job has any every visit or this visit only notes
   4. A watch icon if the job must be done at a certain time
   5. A phone icon if someone needs to be called prior to starting
   6. A key icon if the property requires a key for access to areas
9. The first line of every job is the address of it.
10. The second line of every job is the service to be undertaken.
11. The footer of each job allows you to click and drag to extend/shorten the length of the job. NOTE that this doesn't affect the hours of the job only the visible space the job takes up.
12. Green jobs show that the job is confirmed, while blue jobs are tentative.
13. Grey jobs show that the job has been completed, this also means the job can no longer be edited in the calendar.
14. Red jobs show that the job is not finished, if a job is marked is red you can not move the job around, and can only edit the number of hours. This lets you copy and paste the job to another day to finish it off.

Lightbox

1. Address is a required field.
   While typing an address a drop down list will appear and give you suggestions to auto-complete the address, it is highly recommended you pick your address from the list rather than typing it out as the address is manipulated when saved and could result in the wrong address being saved for your job.
2. Job Type is a required field.
   Only services in the drop down menu can be chosen. You can either select one straight away or start typing and a menu will appear suggesting the service, if the service isn't in the drop down menu you can add it to your profile through the Admin page.
3. Hours is a required field.
   Hours must be a number, it can have decimal places.
4. If the job is going to occur more than once at regular intervals then click the "Turn On" button, this will turn on recurrence and present you with a wide range of options on how the job might be recurring
   
   1. Choose the type on the left side, this will change the frequency section in the middle.
   2. Check the days or click on the option you wish to use, and change the numbers to suit the job
   3. Finally choose when the job will end, if this is unknown simply select "No end date", and you can set an end date at a later stage
   In the image above, the recurrence is being set to occur each week on Monday, Wednesday and Friday with an unknown end date.

1. The time period specifies the start and end of the job.
   As the start time is changed the end time will automatically update to keep the distance the same. The end time can also be automatically updated if the corresponding option has been switched on in the Admin Customisation.
   For non-repeating jobs you may find it faster to simply drag and drop the job to where you want it to be placed.
   NOTE: If "Use the Job Calendar" is set to 'as a list' this option will be hidden as times are no longer a major part of the calendar. Instead the calendar is treated as a list.
2. Fixed Price allows you to set a price for the service instead of having it automatically worked out based on the hours worked multiplied by the number of people on the job multiplied by the services hourly rate.
   NOTE: That any items included have their own prices that are considered additional costs, however you can set their prices to 0 when needed for entirely fixed price job.
3. A list of keys can be created in the Admin page, simply give a key a name so you can remember it (up to 50 letters/numbers, however it is recommended to do a maximum of 10 as this name will be displayed in the title of the job on the Job App which may cause it to become cut off) and then assign it to a job, this will give the job key icon so you can identify which jobs require keys.
4. When the Calendar is combined with the Roster, Assign to will be shown in the Lightbox, this allows you to specify a team that will undertake the job.
   The teams names are created within the Admin page (this can be up to 40 letters/numbers).
   If the assigned team for a job varies each occurrence, set this to be the default team of Unassigned. You can then go into the teams view and click and drag to quickly assign to a team as needed.
5. If you have been requested that a job must be done at a certain time simply assign it the time required (as mentioned earlier in this section) and change this option to "Yes", this will give the job a watch icon to symbolise that it should not be moved from the current time.
6. If a job has been confirmed for a particular day changing this option from "Tentative" to "Confirmed" will also change the colour of the job from grey to green, highlighting that the job should be done on that day.
7. The Call field allows you to specify who needs to be called in relation to the job (an particular employee, or the contact) and how long before the job this call should be made.
8. You can specify the number to call for the person as well. When the person is selected from the "Call" list their number will automatically be placed in this box if it has been saved.
9. Alerts allow you to specify a particular employee x days before the job via the method chosen for who, when and how they should be alerted to the upcoming job.
   You are able to nominate the time of day that all alerts will be sent out within the customisation section of Admin.
   If a person is set to receive multiple alerts they will receive them as a single message, instead of an individual alert for each job they were assigned to be alerted too.

1. This sets the Every visit notes for the job (NOTE: This is only editable through the edit every visit option).
2. Like the title says, "This visit only notes" are notes for only this visit. If you are editing every visit you can set default this visit notes to save you time when you're assigning/setting up jobs.
3. Choose photos to upload to the job to provide additional details to employees. You can select multiple photos by using the Shift and/or Control keys.
   After choosing the photo(s) to be uploaded you can change it's rotation if the photo isn't in the correct position.
   The photos that have been uploaded can be viewed directly under the upload button.
4. The scope of works is automatically generated when the Job type is changed. To change what the default scope for each service is simply go to the Admin page and click on the name of any service that you offer, this will allow you to update it's standard scope.
   You can manually adjust the scope of works text and/or upload a PDF file here.
5. Items that have been used on a job (they can also be assigned to a job so staff don't forget to enter it in while completing the job), press on the "Add Another Item" button then start entering the item name. You will need to enter at least 3 characters before a drop-down list appears, an item must be selected from the list to save properly or match perfectly. The items available can be edited in the Admin page.
   The quantity used can be entered on the right. These values are entered via the Job App, but can also be entered within the Lightbox.
   If you want to change the default sale price (per item) you can change it in the final input box of the line. This value is GST inclusive.
6. Extra items that are required for the job (this can be anything even if not specified in the Extras list on the Admin page), press on the "Add Another Extra" button then start entering the name. You will need to enter at least 3 characters before a drop-down list appears however, this helps when using Extras with long names.
   The quantity used can be entered on the right.
   Any extras assigned to a job will show up in the Extras section of the Job App.
7. The last part of the lightbox outlines who and when the job was last edited by.

View Types

Day View

Week View

Month View

Year View

Map View

Teams View

Subcontractor View

Day View

Week View

Month View

Year View

Map View

Teams View

Subcontractor View

Getting Started

Creating a Job

1. In any view double click in any empty space (or on any day number in Year view, or anywhere on the map in Map view).
2. Click in the Address box and start entering the address of the job
3. When the correct address is in the drop down menu click once on it. This will automatically fill in the remainder of the address.*
   The list of addresses is based on your contacts list, so if this is a new property that you haven't serviced before you should start by selecting "New Property" and entering the address for the property. When this is saved the lightbox will close and reopen so it can add the new property into the list correctly.
4. Click in the Job type box and start entering a service that you have chosen during your registration. If you have any standard scope of works assigned to the selected service then the Scope of Works field will automatically update itself to have the scope of works that match the service.**
5. When you see the service that you're after click on it, or you can select the service without typing by clicking on the drop down menu on the right of the box. If you type the whole service you must spell the service correctly, if there is no drop down menu after entering a few letters it means that there is no service that starts with those letters.
6. Click in the Hours box and enter any number, this can be a decimal, e.g. 0.5 to represent 30 minutes.***
7. These 3 fields are the minimum required fields for any job before it can be saved. Have a look over the other fields, for information about them see the Lightbox section of The Interface.
8. If you have previous job's with the same address and job type already, you can click on the "Autofill" button and important details that relate to it and would most likely apply to this new job.
9. When entering This visit only and/or Every visit notes make sure to use the Enter key before starting a new point, this will make it another checkbox in the Job App.
10. A job can be set to span across multiple days, it is not recommended that jobs are set to span across multiple days though as this can affect invoicing when using the Job App, instead use recurrences which are discussed in the next section Creating a Series to repeat a job across multiple days.

• * Note: If your newly created property is not allowed to be saved, try refreshing the page and adding it again.
• ** Tip: You can view/edit all the services you offer at any time on the Admin page.
• *** Note: This figure is used primarily in the Job App to calculate the end times for each job based on the number of people in the team, it is also used to work out non-fixed service prices for invoicing.

Creating a Series

1. In the lightbox look for the Repeat event section, the button near it will say "Turn On", this refers to there being no recurrence for this job. Click on the "Turn On" button to enable recurrence.
2. Now recurrence is turned on, a yellow backgrounded section has appeared. The amount of options can seem overwhelming at first, but can be easily broken down.
3. The left side contains the type of recurrence: Daily, Weekly, Monthly, Yearly, Seasonal.
4. The right side contains when the recurrence should end: No end date (in other words, the end date is not yet known), After x occurrences, End by some date specified as Year-Month-Day Hours:Minutes.
5. The middle section varies depending on which option has been selected on the left:
   1. 
      By clicking on Daily, you are presented with two options: Every x day, and Every workday (being Monday to Friday). If you wanted a job to repeat every 2nd day for instance you would choose Daily, then press the option for Every x day, and change the number to a 2.
   2. 
      By clicking on Weekly, you are presented with a list of days and how often to repeat the job. If you wanted a job to repeat every 2 weeks on the Monday and Friday, you would change the number in the box to a 2, and click on Monday and Friday so they have ticks next to them.
   3. 
      By clicking on Monthly, you are presented with two options: Repeat every x day of every y month, and On every x day of every y month.
      The first option allows you to repeat a job on the day number specified of every month. E.g. If you wanted a job to occur on the 4th of every 2nd month, you would change the first value to 4, and the second value to 2, so it would then read "Repeat every 4 day of every 2 month", or in proper English "Repeated on every 4th day of every 2 months".
      The second option allows you to specify an arbitrary date. E.g. If you wanted a job to occur on every 2nd Wednesday of every 3 months, you would change the first number to 2, the drop down menu to Wednesday, and the last number to 3, so it would then read "On every 2 Wednesday of every 3 month.
   4. 
      By clicking on Yearly, you are presented with two options: Every x day of y month, and On x day of month.
      The first option allows you to set the recurrence on a particular day of a particular month each year. E.g. If you wanted a job to repeat on the 25th of December each year, you would change the number to 25 and select December from the drop down menu.
      The second option allows you to specify and arbitrary date for the yearly recurrence. E.g. If you wanted a job to repeat on the 2nd Tuesday of April each year, you would change the number to 2, select Tuesday from the first drop down menu, and select April from the second drop down menu.
   5. 
      By clicking on Seasonal, you are presented with the widest variety of options.
      The first half is the same as the Weekly recurrence, specify the number of weeks between each recurrence and which days the job should be repeated on.
      The second half allows you to specify the months that the job should be repeated during.
      E.g. If a job was to be repeated every 2 weeks on Wednesday only during August, September & October, simply enter the number 2 in the box, and check Wednesday, August, September and October.
6. After setting the recurrence that you are after, save the job and look at the calendar where you created the new series.
   If you move through the calendar to when the next time the job should happen, you will see that the job has already been placed there. This job is part of a series now, if you move (or Edit this visit) any job that is part of a series it will become an occurrence, as an occurrence you can edit the "This visit only notes", which will only be visible for that one job.

Moving a Job

1. Open the job and manually change the start/end times.
2. Drag and drop the job to the new time/day.
3. Copy/Cut & Paste the job*.

1. Double click on the job and open as Edit this visit (if you want to move the start time of the entire series, select Edit every visit).
2. Goto the section labelled Time period.
3. Manually change the time and dates, remember that the end time must be after the start time.
4. Press Save when you are finished.

1. Click anywhere on the job (except the very bottom, as this will extend/shorten the length of the job when dragged) and hold the left mouse button down.
2. Drag and drop anywhere within the Calendar and let go. You can not drag and drop jobs across weeks unless in the month view.**
3. The Calendar will then save the new position of the job.

• * The third Copy/Cut & Paste is discussed in the Advanced section see Keyboard Shortcuts.
• ** Alternatively this can however be accomplished by using Copy/Cut & Paste see Keyboard Shortcuts.

Assigning a Job

1. Open the job and manually change the Assign to field.
2. Drag and drop the job.

1. Double click on the job and open as Edit this visit (if you want to assign the job permanently to a team, you can open it in Edit every visit).
2. Goto the section labelled Assign to.
3. Click on the drop down menu and select the team to assign the job to.
4. Press Save when you are finished.

1. Click anywhere on the job (except the very bottom, as this will extend/shorten the length of the job when dragged) and hold the left mouse button down.
2. Drag the mouse across to the team you want to assign the job to and let go. If you can't see the team you want to assign the job to it may be hidden off the screen, simply drag the job to the right most team, then use the arrow that is to the right of that teams column name to move through any off screen teams.
3. The Calendar will save the changes after you let go of the mouse.

Deleting a Job

1. Open the job as Edit this visit and click the Delete button.
2. Click once on the job and press the Delete button.

Using the Search

1. Address.
2. Service.
3. Next Occurrence Date, formatted DD-MM-YYYY.

Advanced

Moving a Series

1. Open the job as Edit every visit and adjust the Time Period section.
   This way is self-explanatory and the same as adjusting an occurrences Time Periods.
2. Use the "Adjust Run" button.
   To use the "Adjust Run" button, single click on the job you wish to adjust (NOTE: this must be done on a date either now or in the future). Then providing it is part of a series a blue button will be beside the Delete button for "Adjust Run". Click on it once, this will then end the old series here, and create a brand new one in the exact same spot, right next to it. This new event will be a dark blue colour so it can easily be distinguished from the rest of the series'. A tutorial window will also open up on te left side, this will outline the steps that you should take to adjust the job from here. Once the new blue job is there, drag it to where it should now be (or if you wish to change weeks, you can cut and paste it or open the lightbox and adjust the date there). In order to have the colour change back to normal you need to open the lightbox and save the job's data, this will then set it to the normal colour scheme (NOTE: The Repeat event section won't have the data copied from the old series, so you need to set it to what it should now be).

Keyboard Shortcuts

1. Use the Left and Right arrow keys to quickly move between days/weeks/months/years. This will save the need to click the left and right arrows located beside the Today button.
2. The drop down menu's that appear in the Search, Address and Job Type fields can all be navigated using the Up and Down keys and pressing the Enter key to select it.
3. Copy, Cut and Paste, this allows you to move jobs between different weeks.
   On both Windows and Mac the ability to copy/cut and paste is performed by holding the Ctrl (Control) key, and pressing C for copy, X for cut, or V for paste.
   You can not copy/cut a series, if you try to then instead of pasting the job where you wanted it, the Calendar will paste it in exactly the same spot as it was but now as an occurrence. It is advised to make the job you wish to copy/cut into an occurrence by moving it first to save confusion. Any job that has been saved by the Job App is already an occurrence and can not be moved by dragging it or copy/cutting it.
   Once you have an occurrence:
   1. Click on the occurrence you wish to copy/move.
   2. While holding Ctrl press either X for cut, or C for copy.
   3. Find the location you want to copy/move the job too (and click if the job's details pop up box is still visible).
   4. While holding Ctrl press V to paste the job. The job will appear where your mouse was.
   If the job didn't appear try repeating the four steps as you may have been copying/cutting a series instead of an occurrence, to make sure a job is an occurrence move it (while not in series mode).
   

Assign An Item to a Job

1. You should have equipment in the Equipment, Item or Service List on the Admin page.
2. Open the job in either Edit every visit or Edit this visit.
3. For Edit every visit click inside the "Every visit" notes box, For Edit this visit click inside the "this visit only notes" box.
4. Make a new line, you can type anything on this line at the moment.
5. (If you've entered text press the spacebar) Enter the number of items needed and press the spacebar.
6. Type the "@" symbol and then start typing the item you want to assign.
7. A drop down menu will appear, you should click on the item in the menu, this will then format it so it is recognised as an item, not just text*.
8. A new line should be made for each additional item, this will then create an additional checkbox item in the Job App so you can check off each item when needed/used.
9. Save the job when finished.
10. If you open the job up again you will notice that the @ symbol and the formatting has disappeared. There will now be an invisible item attached to the job.
11. If you want to remove an item simply put a "-" in front of the number that you want to remove**. Save the job, re-open and delete the line with the "-" so it's not shown later.

• Take 2 @[Ladder]s.

• Take 2 Ladders.
• Take -1 @[Ladder].

• * You can create one off items by filling in the formatting youself, this allows you to specify an item that isn't in any of the lists already defined as it may be a special item that is only needed for this one particular job.
• ** Make sure to include the @ and the formatting otherwise it will just be saved as text.
• *** Manually changing the numbers like this will not create a note about the item, nor will it update an item mentioned in the notes, these must be done manually. The most efficient method is to create items using the @ method detailed above to add items, then simply adjusting the notes and the quantity if changes are needed to be made. This means skipping out the step "Take -1 @[Ladder]", so you don't have to open and save the job, then open and save the job a second time after adjusting the notes twice, once for the decrease/increase and once to adjust the notes to what the new correct quantity required is.

Tablets

Functionality that is different

• To click and drag a job will take some getting used to on a tablet.
  The steps involved are:
  1. Touch and hold on a job.
  2. Start moving a job as soon as the box in the top right corner appears, it will say "Drag to move" *.
  3. Move the job to where you want it and release your finger.
  
  
  • * If you held the job for too long it will highlight, this isn't a problem but it does slow the saving process down quite a bit, and as such you can't move any other jobs during that time. It will take some practice to get the timing for how long to hold, but it will allow you to manage your jobs by assigning them at the flick of a finger.

What won't work on a tablet

• Navigation between days/weeks/months/years using the left and right keys.
• Using the Up and Down keys to select items in the drop down menus.
• Copy, Cut and Paste can not be used on a tablet.

Contacts

Interface

1. Here you can either import your contacts from a CSV file or create a new contact.
2. This lets you quickly and easily search for any contact you have already created.
3. By clicking on any of these symbols you can edit the contact's information.
4. To delete any contact click on the trash symbol to permanently delete them.
5. Here you can see the property information for any contact. Clicking on an address will send you to the properties services page.

Creating a Contact

Property Info

1. Address - This field is required. Enter the address of the contact.
2. Postal Address - if this is the same as the address then check the box or leave this blank.
3. CC Invoices To - Enter a single email address in this field and it will be CC'd into all of the invoices sent to this property by your company.
4. Invoice Frequency - How often the invoices should be sent out for this property.
5. Choose where the property is a Strata or not, if it is enter the Strata Number into the box provided.

Add New Person

1. Email - The email address for the contact (Note: if this matches a registered users email then their name and contact number will be dynamically updated by the contact if the contact ever changes their details). While entering an email address a list of potential matches from previously entered contacts will be generated. By selecting an email address from the menu that appears you can quickly generate most of the contact's information.
2. First Name - The contact's first name.
3. Last Name - The contact's last name.
4. Role - The contact's role at the property.
5. Contact for - Choose the service the contact is for. This helps when creating a quote, the quote will be preloaded with the contact's information if they match the service, otherwise it will load a contact that is assigned to be the contact for "All" services.
6. Unit Number - The unit associated with the contact (if applicable).
7. Phone Number - Contact's phone number.
8. Organisation - More useful when entering in a strata manager for a contact.
9. Send Invite - Checking this box will email the person if they aren't already on SamePage asking them to join.

Editing a Contact

Importing from a CSV

Using the Search

• Matches with a house symbol will take you to the properties services page.
• Matches with a person symbol will take you to the edit contact page, allowing you to view/edit the contact's information.

Job App Data

Data Table

• Field Notes along with any images that were taken on the job, simply click on any image in the set and it will open an image Lightbox allowing you to easily browse through all the images for the job by just clicking on the image Ligthbox.
• Invoice Notes: the text you would like to send across to the invoice table to override any default notes being entered.
• Next Visit Notes: This section automatically has the next visits notes in it if applicable, otherwise it will be blank (one-off jobs won't have this section at all as there isn't a next visit from them)

1. Field Notes: Any field notes have been entered
2. This/Every Visit Notes: Any "This visit only" or "Every visit" notes have not been ticked off
3. Items: If no items were used
4. Times: The job took 30mins less than the estimated time
5. Times: The job took 15mins more than the estimated time

Edit Data

1. There is now a Delete button where the logout timer once was. This will allow you to delete the job's data* if it should never have appeared.
2. There is now a button to change adjust the team that the job was assigned to.
3. You can adjust the fixed price for the service.
4. You can enter notes for invoicing, these are used when the job is moved to the invoice table.
5. You can enter notes for the next occurrence if the job is repeating.
6. You can adjust the prices of each item that was used.
7. The Uploaded Photos section now has checkboxes beside each photo which can be ticked if the photo should be shared on SamePage with residents of the property.
8. The Back and Save buttons at the bottom will return you to the Data Table instead of the MoWApps Home screen.

• * This will not delete it from the calendar

Search Data

1. Start Date
2. End Date
3. Address
4. Service
5. Team

Job App Invoicing

Invoice Table

• * Email is only available for saasu users at the present time and if an email has been set within the accounting package.

Invoice Filters

1. Custom - This filter is based on what has been specified as you created each properties contact info in Contacts, e.g. if you set a properties "Invoice Frequency" to be "Weekly" it would not be shown in the invoice table until 7 days have passed since the job was started.*
2. All - This filter ignores any "Invoice Frequency" options and will show every job waiting to be invoiced.
3. Today - Only show jobs for today
4. Last Week - Only show jobs for the past week
5. Last Fortnight - Only show jobs for the past fortnight
6. Last Month - Only show jobs for the past month
7. Date Range - Specify a start and end date and only show jobs that are between these dates

• * In the event that additional jobs are completed after the specified time period but before the job is invoiced, they will all be combined into the one invoice regardless of their "Invoice Frequency".

Linked Accounting Packages

1. Saasu
2. Xero

1. Make sure you already have an account with appropriate company
2. Click here to fill out the required information to link invoicing with your accounting package.

1. Visit Saasu's API page and read the section on "Activating API Access for Your File"
2. Once you have activated your file for use with the API, enter the Web Services Access Key, and the File ID into their boxes
3. "Selection Method" refers to where the Address is stored for a contact in Saasu: as a Contact's ID, or as a Company/Organisation Name
4. "Sorting Method" refers to how the address is structured: At present there is only 1 option for this and that is "Number Street, Suburb, State PostCode", e.g. "514 Miller St, Cammeray, NSW 2062" The commas must be in the correct spaces, if the address doesn't match perfectly than it will fail to match the contact's details, and a new contact will be added.

1. Select the Xero option.
2. Read the message that appears, this warns you that unlike Saasu, the Xero API can not be accessed automatically. So we require you to manually refresh your item list and invoices as needed, this requires you to login to Xero which grants SamePage access to your Xero information for 30 minutes before you will need to login again.
3. Press the save button

Invoice From Job App

Overdue Invoices

Email Now

Table

Template

The Job App

Home

1. The list of jobs that is to be completed during the work day. This list is in the order that the jobs should be completed in. Touch any Job to view the job's details and enter information about it. The estimated hours, notes, call, key, and watch icons appear at the top of each job allowing you to easily know if anything special is involved with the job.
2. The "Log out In" is used to automatically log you out once the timer hits 0. The timer is reset to 9 hours:
   1. Each time you login
   2. Each time the save button is pressed
   If the timer reaches 0 an alert will appear asking if you wish to save the current job, use caution however as the date the job uses for the start/end dates will change if you save on a different day.
3. Touch the "Logout" button to logout, this should be done at the end of each day.
4. Touch the "Jobs" button to return to this list of your jobs for the day.
5. Touch the "Team" button to view who is in your team for the day.
6. Touch the "Extras" button to view the extra items/equipment required for the day. If any extras have been assigned the total number of different items will appear inside a red circle, this allows you to quickly know if you need any extra equipment/items.
7. The "Save" button is only enabled while inside a job, by pressing it you can save any information you've entered for the job.

Teams

Extras

Job Details

1. The address of the job.
2. A map of where the job is, when the map pressed it will open up Apple/Google maps to provide you with directions to the job.
3. Special Information about the job, this will be where the estimated hours, notes, call, key, and watch icons appear.
4. Where the start and end times are entered. When either box is touched a time wheel will appear allowing you to scroll through the times to set them.
   
   The end time will be automatically calculated based on the: start time + (estimated hours / number of people).
   The multiplier is the number of people in the team, this is automatically set.
   The plus button at the end is used to let you enter a new time e.g:
   
   • A job that starts at 11am and is estimated to last 4 hours and there is 2 people in the team.
   • The first time would be entered as 11:00AM from the time wheel, the end time is then automatically calculated as 01:00PM.
   • The team decides to take a break for lunch at 12:00PM and lunch breaks are not charged for as part of the job.
   • The person entering the data would then press the plus button when lunch started, this will make a new line and automatically set the end time of the first line to the time the plus button was pressed, in this case 12:00PM.
   • The team is ready to start work again at 12:30PM after lunch, so the start time on the second line is then set to 12:30PM which automatically calculates the end time to now be 01:30PM.
   This can also be used if someone leaves or joins the team during the day by simply adjusting the multiplier.
   If the job doesn't get finished, check the "Job not finished" box. This will allow it to stand out and operate slightly differently in the Calendar allowing for the job to easily be rescheduled for the rest of the work to be finished.
5. The "This visit only" and "Every visit" notes sections will only appear if there are any "This visit only" and/or "Every visit" notes for the job.
   All the "This visit only" and "Every visit" notes become individual items that can be ticked off allowing you to keep track of what has and has not been done for the job.
6. The Scope of Works for the job can easily be viewed by expanding the section.
   This section by default will always be collapsed to save space.
   NOTE: While the scope of works has check boxes, checking them will not be saved.
7. Field notes are used to make general notes about the job, for example why a particular note was not able to be completed, or why additional time was required.
8. As you type the name of the item you're after a drop-down menu will appear, select the item from the menu otherwise the item may not save correctly (as the item names must match exactly to that in the drop down list).
   Enter the quantity used in the right box.
   You can add additional items by pressing the "Add Item" button.
9. The back button is only here if you accidentally go into a job or need to check some information.
   If you enter any information use the back button and save another job you will lose any changes you made to the first job!
10. The service of the job.
11. Press the save button to save any changes made.
    This will not upload any photos or suggestions, you will be alerted if a photo still has not been uploaded.
    NOTE: this alert can also appear if you refresh the job on this screen and press save even though there is no photo waiting to be uploaded, you can safely continue to save the job.

1. In this section you can upload photos through these easy steps:
   1. Your browser must support HTML5 content, most new phones will allow for this, and a wide range of older phones can be updated to support HTML5.
      If in the event you receive the message "Sorry photo's can not be uploaded at this time, please save the job first before trying to upload a photo.", do as it recommends and save the job, when you go back into it you can then see the "Add Photo" button. This message appears if a job has had it's been permanently assigned to a team. Photos can only be uploaded to occurrences (which it becomes upon saving).
   2. Press the "Add Photo" button.
   3. You can browse from your photo gallery to select a photo to upload (or some phone models allow you to use the camera and take a new photo after pressing the "Add Photo" button).
   4. Once a photo has been chosen it will show a small image of the photo and now offer a few options:
      • Rotate Image - If your photo is sideways or upside down use this option to rotate it, it will update the image preview as you change the rotation type.
      • Scale Image - This will determine how large the image is when it is uploaded, the larger the image means the more internet usage is required to upload the photo, the sizes are:
        • Small: 400 x 300
        • Medium: 800 x 600
        • Large: 1024 x 768
        • Extra Large: 1280 x 960
        The average photo file size at Medium taken on an iPhone5 is roughly 200kb.
      • Caption - Enter a caption to go with the photo.
   5. Press Upload Photo, and wait for the message to say that the photo has been uploaded.
2. The Uploaded photos section allows you to view all the photos that have been uploaded.
   This section by default is always collapsed to save space and data usage.
   The uploaded photos are only loaded when the heading is first pressed or the "Click here to refresh" button is pressed, this means the images are only loaded when you want to see them, saving data usage and loading time.
3. If you have the Medium or Large package, the "Make a Suggestion" section will become available.
   This section is almost exactly the same as Uploading a photo but with two changes:
   1. There is a "Service" option so the suggestion can be properly reviewed later.
   2. Instead of simply uploading the photo/caption, the system will also generate a new quote in the "Quoting Calendar", if multiple suggestions are made from the same job it will combine the additional suggestions to make one single quote.
4. If you want to add in contact info for a client while at their job an employee can do so through the "New Contact Info" section. There are 4 fields that can be entered:
   1. The service the contact is for
   2. The contact's name
   3. The contact's phone number
   4. The contact's email address
   To save the contact make sure to press the "Save Contact Info" button when you're done.

The Interface

Calendar

---

Lightbox

Roster

1. The input box is by far the most important, simply click inside the box and start typing any employee's name or date that you want to search for and it will generate a list of matches instantly (every employee in the menu is it's next occurrence, so if you entered a date and nothing appears the employee has an occurrence before this day). You then have the ability to click on any employee to be taken straight to them allowing you to view more details.
   
   The green power button indicates that you have internet connection and can save. This will turn red when you have lost internet connection. Once connection is restored changes will be saved and and it will turn green again, it is recommended that you wait until it turns green again before making any more changes to ensure everything saves correctly.
   
   By clicking on your name in the navigation menu there will be a few new options only visible while in the roster:
   The first two allow you to: Zoom Out and Zoom In.
   While the third (when enabled) allows you to drag an entire series around, be careful though you can not start editing an occurrence while this mode is enabled. When enabled the icon will become red instead of white.
   
2. The left buttons represent the different views of the Roster. Click on any to view it in a different format.
   The small calendar symbol can be clicked to open a box where you can select which day you would like to quickly jump to.
   The date range that is being viewed can always easily be seen between the left and right button sets.
   If you are using a package that has an employee limit on it, you can easily view how many employees you currently have for this billing period and the total you are allowed to create under the date.
   The right buttons allow you to navigate between Days/Weeks/Months/Years or pressing on Today to return to the current day. The button is only visible on screen sizes over 1850px in width as the page requires a large about of space, clicking this button will allow you to view BOTH the Job Calendar and the Roster at the same time in a side-by-side view.
3. Clicking on any column heading will take you to it's corresponding day view instantly, and similarly any day view heading will take you to it's corresponding week view.
   The number next to the date represents the total number of man hours you have for the day (calculated from the value entered in "hours"), this does not include any staff listed as sick or on holidays.
4. This represents the area where employees can be created, edited, viewed and/or moved.
5. The highlighted area helps to show what the current day is.
6. The top of each job will show up to 3 different items, these are:
   1. The time the employee starts at.
   2. The number of hours the employee is rostered on for.
   3. The employee's name.
7. If roles are being used in the Roster, and an employee has been assigned to a team, you can easily see what their role for the day is.
8. The footer of each employee allows you to click and drag to extend/shorten the length of the employee.
9. Green shows that the employee is confirmed for the day.
   Violet shows that the employee is tentative for the day.
   Light Blue shows that the employee is off sick for the day.
   Coral Red shows that the employee is off on holiday leave for the day.

Lightbox

1. Email is a required field.
   Enter an email address for the employee (this can be a made up email if they do not have an email address, however the email that is entered here is the login username for the Quoting/Job App).
   If the email you enter already exists selecting it from the drop down menu will automatically generate the rest of the details for the employee, saving you time and reduces the chances of mistakes happening.
2. Name is a required field.
   Enter the employee's name, if there is multiple employees with the same name it may be best to use their family names as well, or a nickname.
3. If the employee is going to occur more than once at particular intervals then click the "Turn On" button, this will turn on recurrence and present you with a wide range of options on how the employee might be recurring
   
   1. Choose the type on the left side, this will change the frequency section in the middle.
   2. Check the days or click on the option you wish to use, and change the numbers to suit the individual employee.
   3. Finally choose when the employee will end, if this is unknown simply select "No end date", and you can set an end date at a later stage.
   In the image the recurrence is being set to occur every weekday with an unknown end date.
4. The time of the employee is rostered for, this section is only important if you have made the employee a series so it will be repeated, to minimise the amount of times you need to move the employee each time, simply set a start date that will suit them in most cases, also note that the end date must be after the start date.
   For non-repeating employees you may find it faster to simply drag and drop to where you want them to be placed.
5. Hours is used to specify how many hours the employee is rostered to work for that shift.
6. Job Title is the employees position within the company
7. Teams will let you assign the employee to any team.
   
8. Availability has four options, each option will change the colour of the employee so you can quickly see what their status is on any particular day.
   1. Tentative - The employee is available for the day.
   2. Confirmed - The employee is available for the day and needs be rostered on.
   3. Sick Leave - The employee is unavailable for the day and off sick.
   4. Holiday Leave - The employee is unavailable for the day and is on holiday.
9. The role is used to show/assign the employ to a specific role.
10. If you want to write notes about the employee you can do so in the Notes section, this could outline any disabilities and be assigned through Edit Every Shift, or it could just be the reason why they're on sick leave and entered in the Edit This Shift section.

View Types

Day View

Week View

Month View

Year View

Teams View

Roles View

Day View

Week View

Month View

Year View

Teams View

Roles View

Getting Started

Creating an Employee

1. In any view double click in any empty space (or on any day number in Year view).
2. Click in the Email box and enter the employee's email address (to use the Quoting/Job App the employee must be registered under the email address that is provided here).
3. Click in the Name box and enter the employee's name.
4. These 2 fields are the minimum required fields for any job before it can be saved. Have a look over the other fields, for information about them see the Lightbox section of The Interface.
5. An employee can not span across multiple days, if this happens it will disappear from the calendar but still appear in the search, instead use recurrences which are discussed in the next section Creating a Series.

Creating a Series

1. In the Lightbox look for the section marked "Repeat event", there will be a button labelled "Turn On", this refers to there being no recurrence for this employee. Click on the "Turn On" button to enable recurrence.
2. Now recurrence is turned on, a section with a yellow background has appeared. The amount of options can seem overwhelming at first, but can be easily broken down.
3. The left side contains the type of recurrence: Daily, Weekly, Monthly, Yearly.
4. The right side contains when the recurrence should end: No end date (in other words, the end date is not yet known), After x occurrences, End by some date.
5. The middle section varies depending on which option has been selected on the left:
   1. 
      By clicking on Daily, you are presented with two options: Every x day, and Every workday (being Monday to Friday). If you wanted an employee to repeat every 3rd day for instance you would choose Daily, then press the option for Every x day, and change the number to a 3.
   2. 
      By clicking on Weekly, you are presented with a list of days and how often to repeat the employee. If you wanted an employee to repeat every week on the Monday, Wednesday and Friday, you would change the number in the box to a 1, and click on Monday, Wednesday and Friday so they have ticks next to them.
   3. 
      By clicking on Monthly, you are presented with two options: Repeat every x day of every y month, and On every x day of every y month.
      The first option allows you to repeat an employee on the day number specified of every month. E.g. If you wanted an employee to work on the 1st of every month, you would change the first value to 1, and the second value to 1, so it would then read "Repeat every 1 day of every 1 month", or in proper English "Repeated on every 1st day of each month".
      The second option allows you to specify an arbitrary date. E.g. If you wanted an employee to work on every 1st Tuesday of every month, you would change the first number to 1, the drop down menu to Tuesday, and the last number to 1, so it would then read "On every 1 Tuesday of every 1 month.
   4. 
      By clicking on Yearly, you are presented with two options: Every x day of y month, and On x day of month.
      The first option allows you to set the recurrence on a particular day of a particular month each year. E.g. If you wanted an employee to repeat on the 25th of December each year, you would change the number to 25 and select December from the drop down menu.
      The second option allows you to specify and arbitrary date for the yearly recurrence. E.g. If you wanted an employee to repeat on the 2nd Tuesday of April each year, you would change the number to 2, select Tuesday from the first drop down menu, and select April from the second drop down menu.
   5. 
      By clicking on Seasonal, you are presented with the widest variety of options.
      The first half is the same as the Weekly recurrence, specify the number of weeks between each recurrence and which days the employee should be repeated on.
      The second half allows you to specify the months that the employee should be repeated during.
      E.g. If an employee was to be repeated every 2 weeks on Wednesday only during August, September & October, simply enter the number 2 in the box, and check Wednesday, August, September and October.
6. After setting the recurrence that you are after, save the employee and look at the calendar where you created the new series.
   If you move through the calendar to when the next time the employee should be working, you will see that the employee has already been placed there. This employee is part of a series now, if you move (or Edit this visit) any employee that is part of a series it will become an occurrence.

Moving an Employee

1. Open the employee and manually change the start/end times.
2. Drag and drop the employee to the new time/day.
3. Copy/Cut & Paste the employee*.

1. Double click on the employee and open as Edit this visit (if you want to move the start time of the entire series, select Edit every visit).
2. Goto the section labelled Time period.
3. Manually change the time and dates, remember that the end time must be after the start time.
4. Press Save when you are finished.

1. Click anywhere on the employee (except the very bottom, as this will extend/shorten the length of the employee when dragged) and hold the left mouse button down
2. Drag and drop anywhere within the Calendar and let go. You can not drag and drop jobs across weeks.**
3. The Calendar will then save the new position of the employee

• NOTE: You can not adjust the day of the week for employees in the past, this is so an employee won't be inaccurately showing their previous day's location data.
• * The third Copy/Cut & Paste is discussed in the Advanced section see Keyboard Shortcuts.
• ** This can however be accomplished by using Copy/Cut & Paste see Keyboard Shortcuts.

Assigning an Employee

1. Open the employee and manually change the Teams field.
2. Drag and drop the employee.

1. Double click on the employee and open as Edit this visit (if you want to assign the employee permanently to a team, you can open it in Edit every visit).
2. Goto the section labelled Teams.
3. Click on the drop down menu and select the team to assign the employee to.
4. Press Save you are finished.

1. Click anywhere on the employee (except the very bottom, as this will extend/shorten the length of the employee when dragged) and hold the left mouse button down.
2. Drag the mouse across to the team you want to assign the employee to and let go. If you can't see the team you want to assign the employee to it may be hidden off the screen, simply drag the employee to the right most team, then use the arrow that is to the right of that teams column name to move through any off screen teams.
3. The Calendar will save the changes after you let go of the mouse.

Deleting an Employee

1. Open the employee as Edit this visit and click the Delete button.
2. Click once on the employee and press the Delete button.

Using the Search

1. An employee's name
2. Next Occurrence Date, formatted DD-MM-YYYY

Advanced

Moving a Series

1. Open the employee as Edit every visit and adjust the Time Period section
   This way is self-explanatory and the same as adjusting an occurrences Time Period.
2. Using the "Adjust staff" button.
   To use the "Adjust staff" button, single click on the staff member you wish to adjust (NOTE: this must be done on a date either now or in the future). Then providing they are part of a series a blue button will be beside the Delete button for "Adjust staff". Click on it once, this will then end the old series here, and create a brand new one in the exact same spot, right next to it. This new event will be a dark blue colour so it can easily be distinguished from the rest of the series'. A tutorial window will also open up on te left side, this will outline the steps that you should take to adjust the staff member from here. Once the new blue job is there, drag it to where it should now be (or if you wish to change weeks, you can cut and paste it or open the lightbox and adjust the date there). In order to have the colour change back to normal you need to open the lightbox and save the staff members data, this will then set it to the normal colour scheme (NOTE: The Availability and Repeat event sections won't have their data copied from the old series, so you need to adjust these).

Keyboard Shortcuts

1. Use the Left and Right arrow keys to quickly move between days/weeks/months/years. This will save the need to click the left and right arrows located beside the Today button.
2. The drop down menu that appears in the Search field can be navigated using the Up and Down keys and pressing the Enter key to select it
3. Copy, Cut and Paste, this allows you to move employees between different weeks.
   On both Windows and Mac the ability to copy/cut and paste is performed by holding the Ctrl (Control) key, and pressing C for copy, X for cut, or V for paste.
   You can not copy/cut a series, if you try to then instead of pasting the employee where you wanted it, the Calendar will paste it in exactly the same spot as it was but now as an occurrence. It is advised to make the employee you wish to copy/cut into an occurrence by moving it first to save confusion.
   Once you have an occurrence:
   1. Click on the occurrence you wish to copy/move
   2. While holding Ctrl press either X for cut, or C for copy
   3. Find the location you want to copy/move the employee too (and click if the employee's side menu is still visible)
   4. While holding Ctrl press V to paste the employee. The employee will appear where your mouse was.
   If the employee didn't appear try repeating the four steps as you may have been copying/cutting a series instead of an occurrence, to make sure a employee is an occurrence move it (while not in series mode).
   

Tablets

Functionality that is different

• To click and drag an employee will take some getting used to on a tablet.
  The steps involved are:
  1. Click and hold on a employee
  2. Start moving a employee as soon as the box in the top right corner appears, it will say "Drag to move" *
  3. Move the employee to where you want it and release your finger
  
  
  • * If you held the employee for too long it will highlight, this isn't a problem but it does slow the saving process down quite a bit, and as such you can't move any other employees during that time. It will take some practice to get the timing for how long to hold, but it will allow you to manage your employees by assigning them jobs at the flick of a finger

What won't work on a tablet

• Navigation between days/weeks/months/years using the left and right keys.
• Using the Up and Down keys to select items in the drop down menus.
• Copy, Cut and Paste can not be used on a tablet.

Customisable Settings

Calendar Settings

Interface

Default View

Choose the default view, this affects Roster and Quoting Calendars as well. If Map View is chosen Roster will be defaulted to Week View.

Resize Calendar to

This works much like the zoom in/out buttons on the Calendar page, except this will set the default zoom level.

Limit number of visible jobs per day in month view to

Allows you to set the maximum number of jobs visible in month view. Setting this to '0' or leaving it empty will show all jobs each day. Otherwise when the number of jobs for a day exceeds the number entered a 'view all' link will appear that when clicked will show Day View of the date clicked.

Map Date Range

Sets the timeframe for the Map View. Keep in mind the more jobs you have that fall inside the Range specified the longer the Map View will take to load.

Number of Teams to show at a time

This will set the maximum number of Teams visible at any time (The Unassigned column counts as a team).
If there are more teams than the number set here an arrow will appear on the left and right most team allowing you to scroll through off-screen teams.
This requires Calendar & Roster to be visible.

Redefine 'Teams' Button as

This will change the Calendar and Roster button Teams to be what is set inside this textbox.
This requires Calendar & Roster to be visible.

Show Notes Symbol for

This sets when the is displayed.
"This visit only & every visit notes" - The symbol will be shown when either "This visit only" OR "Every visit" notes are not empty.
"This visit only notes" - The symbol will be shown only if "this visit only notes" is not empty.
"Every visit notes" - The symbol will be shown only if "every visit notes" is not empty.

Work Hours

This sets the time frame that the Calendar shows. If the right time is less than the left time then nothing at all will be shown, please keep this in mind (with the exception of "Midnight" to "Midnight" which will show the full 24hrs).
It is recommended that if this is changed from "Midnight" to "Midnight" that you keep in mind that any jobs added by users through SamePage can still pick times ranging between midnight and midnight, so the job will not be visible to you.

Work Week

This sets the number of days that are shown in week view, either a "5 Day Week (Mon - Fri)" or a "7 Day Week (Mon - Sun)".

Lightbox

Search

System

Job App Settings

Quote Settings

Roster Settings

FAQs