The Manager dashboard is the office hub for planning maintenance work, reviewing load, and configuring the module.
Menu: Maintenance → Manager dashboard
Changes in Settings mainly apply to new works / work sheets. Existing rows are not rewritten automatically.
What’s on the dashboard
| Tab | Purpose |
|---|---|
| Overview | Calendar, filters (technician, service type, customer), work-sheet analytics |
| Time accounting | Technician hours, utilisation, absences |
| Backlog | Jobs waiting to be planned |
| Work monitoring | Follow jobs on site (e.g. delays / status) |
| Time off | Approve technician absences (when used) |
| Wash chemistry | Visible only if that workflow is enabled for your company |
| Settings | Pricing, workflow, map, AKT emails, access, terms |
From the calendar you can plan a visit: the planning dialog opens, including technician suggestions. See Technician suggestions.
Under Settings the subtabs are General, Service map, AKT emails, and (with permission) Access and Warranty terms.
Settings → General
Groups on the left. Every field below.
Pricing and billing
| Setting | Purpose |
|---|---|
| Call-out fee (€) | Default call-out on a new work / sheet. |
| On-site hourly rate (€) | Default hourly rate on site. |
| KM rate (€/km) | Default mileage rate. |
| Show prices on the work sheet | When off, prices are hidden on the sheet view and PDF (call-out, hours, km). Amounts stay on the work and in settings — technicians just don’t see them. |
| Call-out fee up to (hours) | If time on site is below this limit, billing typically uses call-out only. If more, hours are billed instead (not both on the same rule). |
| Bill technicians separately | By default only the lead’s hours go to the invoice. When on: each work sheet (TL) is billed separately (e.g. 2 × 8 h). |
| AKT: billable hours only | Completed-work AKT / digest lists rows like billing (lead by default). When off, all technicians are listed. |
| Allow billing before completed | TW/TL can be invoiced even if sheets are not yet Completed (e.g. planned or in progress). |
Workflow and roles
| Setting | Purpose |
|---|---|
| Default planned work time (start / end) | Filled when adding a technician while planning (e.g. 09:00–17:00). On site, I am on site / End work can change them. See Crew on site. |
| Field technician role groups | Planning (day plan, technician picker, calendar filters) shows only people in the selected groups. Tick technicians — leave management unticked if you don’t want managers offered as techs. If none are selected, all active users are shown. |
| Technician final status | How far a technician may take a sheet (e.g. Submitted). Completed stays with managers. |
| Who can set Completed | Pick role groups. If none are selected, anyone who can edit work sheets may set Completed. |
Field (materials and tasks)
| Setting | Purpose |
|---|---|
| Warehouse materials on the sheet | When on: the technician describes materials in free text; the manager later links the line to a stock product. Stock is deducted at Completed. When off: the technician picks warehouse articles directly. |
| Reminder before due date (days) | How many days ahead task reminders fire. |
Email (general copy)
| Setting | Purpose |
|---|---|
| Acts copy email | When a work sheet or handover act is emailed to the customer, a copy always goes here (Inbox). If the sender is the same mailbox, a separate “Copy:” message is created. |
Per-customer / per-site automatic AKT mail is configured under AKT emails, not here.
Work types
Two lists that should stay linked:
| List | Where you see it | Purpose |
|---|---|---|
| Work type | Creating a work / visit | E.g. Maintenance, Fault, Wash. |
| Work short descriptions | On the work sheet | E.g. Install, Repair. Link each row to a work type. |
Add options when services change. Hiding a value does not wipe history on existing sheets.
Settings → Service map
Configure Operations map start and end points. Without addresses, routes and drive times will not work.
- Company address / base — name, address, city, postcode. Tick Use as default if the day starts there.
- Extra offices / bases — add rows (name + address) and pick the default start.
- End points
- No end point — route ends at the last job
- company address
- or add a garage / base and mark it as the default end
This page also links the website jobs API (external backlog jobs) — developers: API docs.
Using the map day to day: Operations map.
Settings → AKT emails
Automatic mail from work-sheet AKTs and company digests. The general Inbox copy stays under General → Email.
Work sheets
When a sheet is completed, that site’s AKT PDF is sent immediately to TO (CC optional).
- Search customer / site.
- Enter TO (required) and CC (optional) — several addresses, comma-separated.
- Save. The list is grouped by company.
- You can add CC to all sites in a group.
- Toggle Active or edit addresses on the row.
Applies only to that customer’s sheets.
Acts (company digests)
Scheduled digest (day / week / month) for a customer group.
- Add digest — title (used in the subject), TO/CC, frequency.
- Add the group’s sites one by one.
- Automatic sending starts off — turn it on after review.
- Send test summary — to test recipients, not the digest TO/CC.
- Send to TO/CC — live mail; automatic sending must be on.
The digest sends stored AKT / act PDFs. Results appear under Logs.
Logs
Sent, failed and pending messages. Filter by source (auto / manual / digest) and status.
Settings → Access
Visible if you may manage access.
Two views: Role groups and Workers.
Role groups
- Create a group or select an existing one.
- Optionally apply a preset: Technician, Dispatcher, Manager, Ring delivery (driver / warehouse / office).
- Tick areas for the group.
| Area | Purpose |
|---|---|
| Worker terminal | Own sheets and terminal |
| Work sheet management | Create, edit, delete sheets |
| Work sheet register | List of all sheets |
| Dashboard | Overview, charts, settings |
| Handover acts | Acts; all-acts list is a separate right |
| Chemical ring delivery | Waybill, load, unload, ADR |
| Equipment and maintenances | Equipment register, maintenance planning |
| Fleet and warranty terms | Vehicles, mileage, terms text (also needs edit work sheets) |
| Customers | View / edit customers in maintenance work |
Workers
Attach people to role groups so technician and manager menus stay separate.
Settings → Warranty terms
Visible if you have permission.
This is the warranty / liability text added to the work-sheet PDF when filled in (and to acts if they use the same terms).
Edit title and paragraphs, preview, save.
Office tips
- Set prices, the call-out rule and bill technicians separately before the first invoice.
- Agree: technician takes the sheet to Submitted; manager sets Completed — unless you allow billing before completed.
- Fill map addresses before daily use of the Operations map.
- Set default planned times so the crew frame is sensible.
- Add skills on worker profiles — otherwise suggestions stay weak. See Technician suggestions.