Maintenance

Maintenance — overview

Flowbyte maintenance helps you plan field jobs, fill work sheets on site, navigate stop to stop, and invoice completed work. Module parts | Area | Who uses it | Purpose | |------|-------------|---------| | Works | Office / dispatch | One field job for a customer (site, pricing, technicians, sheets) | | Work sheets | Office and technician | Technician document under a work (time, materials, photos, signatures, billing) | | Worker terminal | All employees | Workday, jobs, receipts, tools, calendar, leave, payslips, profile, settings | | Operations map | Office and technician | Day stops, route, drive times; Google Maps / Waze navigation | | Handover acts | Technician / office | Handing products or equipment to the customer (PDF, signatures, invoice) | | Manager dashboard | Office / manager | Calendar, backlog, analytics, pricing, workflow, map, access | | Technician suggestions | Office | Best technician match when planning (skills and history) | | Maintenances | Office | One-off and recurring maintenance visits, intervals, plan into works | End-to-end workflow 1. Manager sets pricing, sheet statuses, map points and skills (Manager dashboard). 2. Optionally set maintenance intervals and plan visits (Maintenances), or create a work from the calendar — the system suggests technicians, you mark one as lead (Lead) and save (sheets are created). 3. In the morning office or technician opens the Operations map (stops, addresses, route). 4. Technician opens Worker terminal, taps Start workday, opens a work sheet or next assignment. 5. On the road: Google Maps / Waze from the map to the next stop. 6. On site: each technician taps I am on site on their own sheet (the lead can fill the crew time frame for others who have not checked in themselves). Everyone fills their sheet; the lead takes the customer signature; then Submit work sheet. If someone leaves early, they tap End work — their end time stays. Details: Crew on site. 7. Handover act when needed. 8. Office invoices the work (sales invoice). Roles Technician / employee — Worker terminal (including receipts and leave), own stops on the Operations map, sheets, acts. Office / dispatch — works, all sheets, Operations map for everyone, invoicing. Manager — manager dashboard, settings, access, skill data behind suggestions. Guides in this folder - Worker terminal - Work sheets - Crew on site - Works - Operations map - Handover acts - Manager dashboard and settings - Technician suggestions - Maintenances

Worker terminal

Worker terminal is every employee’s main workspace in Flowbyte — not only field technicians. How to open: left menu Maintenance → Worker terminal At the top are tabs. Each tab is its own workspace: field jobs, receipts, leave, and so on. Which tabs you see depends on permissions and modules — if a tab is missing, you simply don’t have access. Tabs at a glance | Tab | What it’s for | |-----|----------------| | My works | Today’s / assigned sheets, next stop, hours, personal tasks | | Receipts | Upload purchase receipts to bookkeeping | | Work tools | Accept assigned tools with a signature | | Calendar | Your jobs, leave and personal events in one place | | Time off | Request leave / absences | | Payslips | View your payslips | | Profile | Your employee details | | Settings | Signature, phone, tablet PIN | Details for each tab below. Start and end the workday 1. Sign in to Flowbyte. 2. Open Worker terminal. 3. On the top bar tap Start workday. 4. At the end of the day tap End workday and confirm. Without an active workday you can still browse tabs, but filling field sheets expects a started day. Shared tablet: Settings → set PIN → later Switch worker → pick name → enter PIN. Tab: My works Purpose: daily field work — what’s planned, open sheets, track hours and personal reminders. This is the technician’s main day view. If you’re going on site today, start here. Next work assignment Top card Next work assignment. - Shows the next planned stop (date, sheet number, customer). - Tap the card — that sheet opens. - If nothing is planned, check the list below or wait for office planning. My completed works Purpose: hours on completed sheets for a selected period. - Filter year / month / day. - For your own overview (office handles invoicing). My tasks Purpose: personal reminders (e.g. “bring spare parts”). - Tap + to add a task. - Mark done with the checkbox. - Open a linked sheet from the link when present. Work sheets list Purpose: all sheets assigned to you (not only “next”). 1. Find today’s row (or the right date). 2. Tap the row — the sheet opens. 3. On site follow On site below. Tab: Receipts Purpose: upload purchase receipts (materials, fuel, small tools) to bookkeeping. 1. Open Receipts. 2. Tap Photo of receipt or Choose file. 3. The receipt goes to bookkeeping for approval. 4. Open past receipts from the list to see status. Tab: Work tools Purpose: accept a company tool / device assigned to you (signature required). 1. Open Work tools. 2. If something awaits you, open the card. 3. Tap Accept work tool. 4. Sign and confirm. Empty list = nothing pending. Tab: Calendar Purpose: your schedule in one place — sheets, leave, personal events. 1. Open Calendar. 2. Browse days / weeks. 3. Add or view personal events when allowed. 4. Connect Google or Microsoft 365 (Connect / Sync) to bring personal events in and push jobs / leave out. Driving to a site: prefer Operations map → stop → Google Maps or Waze. Calendar shows when; the map helps how to get there. Tab: Time off Purpose: request leave or absence without a separate email. 1. Open Time off. 2. Create a request (dates, type). 3. Submit for approval. 4. Track pending / approved / rejected. Approved leave also appears on the calendar; managers approve from the manager dashboard. Tab: Payslips Purpose: view your payslips when payroll is enabled and you have access. 1. Open Payslips. 2. Pick a period / row. 3. View or download if available. Tab: Profile Purpose: your basic employee details in the terminal. View or update contact info (depending on setup) and save. Fuller HR profile may live under Workers in the main menu. Tab: Settings Purpose: personal terminal settings so on-site work is faster. | Setting | Purpose | What to do | |---------|---------|------------| | My signature | Avoid redrawing every time | Tap box → sign → save. Used on sheets and acts. | | My mobile number | WhatsApp alerts for new sheets | Enter +372… → Save. Optional test message. | | Tablet PIN | Shared tablet | 4–6 digits twice → Save PIN. Then Switch worker works. | Who is the lead technician? When several technicians share one work, office marks one as lead (Lead while planning). Lead: takes the customer signature and taps I’ve arrived — that fills their own time and the frame for others who have not checked in or ended yet. Every technician (including helpers): opens their sheet from My works, taps I’ve arrived when they get on site, can End work early (their end time stays), fills their content, submits their sheet. If you’re the only technician, you are the lead. If the wrong person is lead (for the signature), office must mark the correct person as lead on the work — you can’t change it on site. Full process: Crew on site. On site — what to tap 1. My works → open the sheet. 2. I’ve arrived on your sheet (lead also fills others who have not marked themselves). 3. Fill description, materials, photos, signatures (lead: customer signature). 4. If you leave early: End work. 5. Submit work sheet (or Complete if allowed). 6. Create handover act if needed — see Handover acts. Quick checklist 1. Start workday 2. My works → sheet (or Operations map → Maps/Waze) 3. I’ve arrived (your sheet; lead also fills others who have not marked themselves) 4. Fill the sheet 5. Leave early: End work (your end time stays) 6. If lead: customer signature 7. Submit work sheet 8. Handover act if needed 9. End workday Related guides - Operations map - Work sheets - Crew on site - Works - Handover acts

Work sheets

A work sheet is the technician’s document under one work: times, materials, equipment, description, photos, mileage and signatures. Office register: Maintenance → Work sheets Technician: Worker terminal → My works → open a row Crew and check-in When a work has several sheets, one is marked lead. - Each technician taps I am on site on their sheet when they arrive. - The lead’s button also fills the time frame for others who have not checked in or ended yet. - Anyone who already checked in or tapped End work keeps their own times — the lead does not overwrite them. - Customer signature is usually on the lead’s sheet. If I am on site is missing: you already checked in or the sheet is already in progress — use End work / Continue work. If you should be lead for the signature, ask office to tick Lead on your row. Full process: Crew on site. On-site buttons: Worker terminal. Setting the lead: Works. Statuses | Status | What it means | |--------|---------------| | Draft | Office is preparing the sheet — not yet assigned to a technician. | | Assigned | Office / system has assigned the sheet; work waits to start on site. | | In progress | Technician has started on site (e.g. I am on site or Start work). | | Submitted | Technician submitted the sheet (Submit work sheet); office / manager can complete it. | | Completed | Manager or an allowed role closes the sheet. | | Cancelled | Office cancelled the sheet. | Also: not invoiced / invoiced. Permission to set Completed is configured in manager settings. What to fill (technician) Open the sheet. Expand sections if collapsed. 1. Work description — what was done 2. Short description — dropdown if configured 3. Equipment — add / QR 4. Materials 5. Mileage 6. Photos — from the site 7. Signatures — yours; lead takes customer signature 8. Submit work sheet (or Complete if allowed) 9. Create handover act if needed Navigation: Operations map → stop → Google Maps or Waze. Office actions in the register 1. Maintenance → Work sheets. 2. Filter by date / customer / technician / status. 3. Open a row. 4. Review content. 5. Set Completed if the technician only submitted. 6. Invoice selected or invoice via the work. 7. Export CSV/XLSX if needed. Related guides - Worker terminal - Crew on site - Works - Operations map - Handover acts - Manager dashboard and settings

Crew on site (check-in and times)

When one work has several technicians, each has their own work sheet. Office marks one as lead (Lead). The lead is the main person on site (customer signature, default time frame), but every technician can check in themselves and end early if needed. How to open a sheet: Worker terminal → My works → open your row Full terminal guide: Worker terminal. How the process works 1. Office plans Office adds technicians, ticks one Lead, and saves. Sheets are created. Planned clock times are a draft frame (e.g. 09:00–17:00) — they are not yet a real check-in. 2. On site — who taps I am on site | Situation | What happens | |-----------|----------------| | Each technician opens their sheet | I am on site is on their sheet if they have not checked in yet. | | Technician taps I am on site | Their start time is saved. The lead will not overwrite it later. | | Lead taps I am on site | Fills the lead’s own time and the frame for others who do not yet have their own check-in or end time. | | Technician already checked in or already ended | The lead’s button does not change that person’s times. | If I am on site is missing, you already checked in or the sheet is already In progress / finished — then use End work / Continue work. 3. During the job Everyone fills description, materials and photos on their own sheet. The customer signature is usually on the lead’s sheet. 4. Someone leaves early The technician who must leave: 1. Opens their sheet. 2. Taps End work (or sets their own end time). 3. Their end time stays — a later lead I am on site or crew-wide finish does not overwrite it. Others can keep working on site. 5. Continue or finish the whole crew - Continue work — if you ended your own time but come back to the same site. - When the whole crew finishes, empty end times can be filled for people who do not yet have their own. Anyone who already has an end time keeps it. Finally each person Submit work sheet. Who owns which times | Data | Belongs to | |------|------------| | Check-in (I am on site) | Each technician’s own sheet | | End time (End work) | Each technician’s own sheet | | Frame for others who have not marked themselves | Lead’s I am on site | | Customer signature | Usually the lead’s sheet | Example Ander is lead, Marko is the second technician. Marko was planned 09:00–13:00. 1. Ander arrives and taps I am on site. Marko’s times are filled only if Marko has not already checked in or ended. 2. Marko arrives and taps I am on site — Marko’s real arrival is stored. 3. Marko leaves at 13:00: End work. Ander can stay until evening; Marko’s 13:00 stays. What office needs to know - You still need a Lead: signature, responsibility, default frame for people who do not tap the button themselves. - A wrong lead no longer blocks others from I am on site. A wrong lead mainly means the customer signature is on the wrong sheet — fix Lead on the work and ask technicians to reopen their sheets. - Single technician: they are the lead; check-in and signature are on the same sheet. Related guides - Worker terminal - Work sheets - Works

Works

A work is one billable field job: customer, site, date, service type, priority, pricing and technicians’ work sheets. How to open: Maintenance → Works Work vs work sheet - Work — one order or visit (billable whole). - Work sheet — each technician’s fillable sheet under that work. Several technicians → usually several sheets. Mark one as lead. Who is the lead technician? The lead technician is the main person on site for that work. Office marks them while planning. How office sets the lead 1. Open the work or planning dialog (Plan technician sheets). 2. Add technicians (Add technician / Add worker). 3. On one row tick Lead. 4. Save. Only one lead at a time. Marking another clears the previous lead. What the lead does on site | Action | Lead | Other technicians | |--------|------|-------------------| | I am on site | Yes — fills their time and the frame for others who have not marked themselves | Yes — on their sheet if they have not checked in yet | | End work / own end time | Yes | Yes — leaving early keeps their end time | | Customer signature | Yes | Usually on the lead’s sheet | | Description, photos, materials | Yes | Yes, on their own sheet | | Submit work sheet | Yes | Yes | The lead’s I am on site does not overwrite a technician who already checked in or ended. Full process: Crew on site. Wrong lead? - I am on site still works on each person’s own sheet. - Customer signature may land on the wrong sheet. - The lead’s default frame is filled from the wrong person’s button — anyone who already has their own times is left unchanged. Fix: office opens the work → ticks Lead on the correct row → saves. Technicians reopen their sheets. No lead marked? On save the first technician is often set as lead automatically. Always check Lead is on the right row. Single technician They are the lead and get all main buttons. Step-by-step on site: Worker terminal. Statuses | Status | What it means | |--------|---------------| | Unplanned | Office created the work; technicians are not assigned yet. | | Planned | Technician(s) / sheets are assigned; on the calendar, but not started on site yet. | | Assigned | Technicians / sheets are assigned (older rows may show as In progress). | | In progress | Work is underway on site — technicians fill sheets. | | Completed | Work is done; office can invoice. | | Invoiced | Office created the sales invoice. | | Cancelled | Office cancelled the work. | Creating a work (office) 1. Works → New work. 2. Pick customer and site / address (needed for Operations map and Maps/Waze). 3. Set date, type, priority. 4. Pricing (call-out, hourly, km) — defaults from manager settings. 5. Plan technician sheets: - add technicians - Best matching technicians → Assign, or pick manually - tick one Lead - pick a vehicle if needed 6. Save — sheets are created. See Technician suggestions. You can also plan from Manager dashboard → calendar / backlog. After planning - Technicians see stops on the Operations map (Google Maps / Waze). - Sheets appear in Worker terminal → My works. - Office monitors Work sheets. Invoicing 1. Open the work. 2. Tap Invoice work. 3. Review preview. 4. Create the sales invoice. Call-out vs hours: manager setting “Call-out fee up to (hours)”. Related guides - Worker terminal - Work sheets - Crew on site - Operations map - Handover acts - Manager dashboard and settings - Technician suggestions

Operations map

The Operations map shows the selected day’s stops on a map with route, drive time, distance and job time. Both office / dispatch (all technicians) and technicians (their own stops and Google Maps / Waze navigation) use it. Menu: Maintenance → Operations map Permissions control what you see: | Role | What you see | |------|----------------| | Technician (no manager / all-sheets permission) | Only your route and stops | | Dispatcher / manager | All technicians, filters, add stop, edit address | What the map is for - see the day’s stops in order (start → stop 1, 2, … → end) - see estimated drive time and km between legs - open Google Maps or Waze navigation from a stop - open the related work / work sheet or customer - spot missing addresses (those stops are not shown on the map) - office plans routes before sending technicians out The map does not replace filling work sheets — it is for routing and navigation. Sheets are completed in Worker terminal. Technician: your day and navigation In the technician view the map usually opens with your stops only. Step by step 1. Open Operations map. 2. At the top pick the date (Today or arrows / date field). 3. If you see several technicians (office view), tap your name in the sidebar. 4. Review stops in the timeline (1, 2, …) or as map markers. 5. Each stop can show: - customer / job title - address - time and estimated job duration - vehicle (if assigned) - work sheet number and status 6. For navigation tap under the stop: - Google Maps — driving directions to the destination - Waze — opens Waze navigate 7. If the address is missing, buttons stay disabled: tell office to add the address. 8. Tapping the stop title opens the related work (if you have access). 9. On site go back to Worker terminal and open your sheet → I am on site. Without an address, navigation does not open. Tell the office or fix the address if you have permission. On mobile On phone or tablet, Google Maps / Waze usually open the native app. Drive stop to stop from the Operations map without copying addresses by hand. Tips for technicians - In the morning open the map and review stops before leaving. - For the next stop use Next work assignment in Worker terminal or open the stop on the map. - If an address is wrong or missing, tell dispatch — otherwise routing and navigation fail. - Sheet work still happens in Worker terminal: I am on site (your sheet) → fill the sheet → End work if you leave early → Submit work sheet. See Crew on site. Office / dispatch: full-day planning Top bar - Start location — where the route begins (company address or extra base) - End location — return point at day end, or no end point (ends at last job) - Status filter — e.g. planned, in progress, completed, invoiced - Search — work, customer, address, technician - Date — Today, previous / next day, or date picker Sidebar — technicians - list of technicians for the day (with search) - show / hide routes (Show all / Hide all) - compact view (avatars only) or cards - select a technician — route detail card opens Route detail card For the selected technician: - total travel time - total distance - stops - total job time - vehicles - timeline: start → drive legs → stops → end Per stop: - status badge - title (open work) - customer button - address (editable with permission) - time, duration, vehicle, sheet number - Google Maps / Waze - Add stop when allowed Addresses and markers - a stop without an address does not appear on the map; a banner may warn you - edit address on the stop or by dragging the marker (with permission) - after saving, the route recalculates Start and end point setup Persistent points are configured under Manager dashboard → Settings → Service map: - company address / base name - extra offices or bases - end points (garage, etc.) Without solid points, drive times are inaccurate. See Manager dashboard and settings. Typical flows Morning in the office 1. Open Operations map → Today. 2. Check every stop has an address. 3. Pick start / end points. 4. Review load and drive times per technician. 5. Reschedule via manager dashboard or works if needed. 6. Technicians open the same day on the map and navigate. Technician on the road 1. Open map or Worker terminal. 2. Pick the next stop. 3. Google Maps or Waze. 4. On site in Worker terminal: I am on site → sheet. 5. Next stop again from the map. Limits and errors - Missing address — stop missing on map; navigation disabled. - Route not found — Google could not compute a path; check addresses. - Company address missing — set it in settings or company profile. - Technicians without manager / all-sheets rights only see their own route — expected. Related guides - Worker terminal - Crew on site - Works - Manager dashboard and settings - Technician suggestions

Handover acts

A handover act documents handing products or equipment to the customer: parties, lines, signatures, PDF, and optionally invoice and stock movement. How to open: Maintenance → Acts Often easier: open a work sheet → Create handover act. When to create an act - handing spare parts or products to the customer - swapping / installing equipment and needing proof - office wants an invoice or stock movement from the act Statuses | Status | What it means | |--------|---------------| | Preparing | Technician or office is drafting the act — lines and signatures still in progress. | | Sent | Act was sent to the customer (e.g. by email). | | Delivered | Handover confirmed (Complete act). | | Cancelled | Office cancelled the act. | Technician: act from a work sheet (recommended) 1. Worker terminal → My works → open the sheet. 2. Tap Create handover act. 3. Check giver and recipient (customer contact). 4. Add product — lines and quantities. 5. Set handover date. 6. Signatures: tap giver (you can use Settings → My signature), then recipient (customer). 7. Tap Complete act. 8. Optionally Download PDF or Send to customer. 9. Office may later tap Invoice. Office: act from the register 1. Acts → New handover act. 2. Link customer / sheet if needed. 3. Fill lines and signatures as above. 4. Complete act → Invoice / Send to customer. If Acts copy email is set in manager settings, a copy always goes there when emailing the customer. Stock and invoice - Completing may update warehouse (e.g. delivery note) — depends on setup. - Invoice creates a sales invoice from act lines. - Separate from work / sheet invoicing. Related guides - Worker terminal - Work sheets - Works - Manager dashboard and settings

Manager dashboard and settings

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. 1. Company address / base — name, address, city, postcode. Tick Use as default if the day starts there. 2. Extra offices / bases — add rows (name + address) and pick the default start. 3. 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). 1. Search customer / site. 2. Enter TO (required) and CC (optional) — several addresses, comma-separated. 3. Save. The list is grouped by company. 4. You can add CC to all sites in a group. 5. 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. 1. Add digest — title (used in the subject), TO/CC, frequency. 2. Add the group’s sites one by one. 3. Automatic sending starts off — turn it on after review. 4. Send test summary — to test recipients, not the digest TO/CC. 5. 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 1. Create a group or select an existing one. 2. Optionally apply a preset: Technician, Dispatcher, Manager, Ring delivery (driver / warehouse / office). 3. 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. Related guides - Crew on site - Technician suggestions - Works - Operations map - Work sheets

Technician suggestions

When planning a visit, Flowbyte can suggest which technician fits the job best. Suggestions appear under Best matching technicians in the planning dialog. Suggestions never auto-assign — they help you choose. You can always pick manually. Where you see suggestions 1. Open Manager dashboard → plan a visit from the calendar / backlog, or create / edit a work and plan technician sheets. 2. Select a customer (without a customer, suggestions are not calculated). 3. Attach equipment and service type when relevant. 4. Suggestions appear: Best option, Best alternative, and so on. 5. Click Assign — or pick a technician manually. How ranking works The score combines several signals: | Factor | What it looks at | |--------|------------------| | Customer history | How often this technician served the same customer (and last visit) | | Equipment skill | Whether skills match the customer’s device / manufacturer / group | | Equipment history | Whether the technician worked on that equipment before | | Skills | Fit to service type (e.g. repair, maintenance, brand) | | Availability | Free that day, already busy, or absent (e.g. time off) | Absent technicians rank last. Busy ones may still appear, with lower preference. Each suggestion shows reasons, for example: - “Served this customer 5× (last …)” - “Can service: Miele …” - “Free” / “Busy” How to improve suggestions Good data makes good suggestions. 1. Configure the skills catalogue and assign technicians 1. Open Workers → pick a technician → Skills tab. 2. Add catalogue skills (e.g. “Miele washing machines”, “Electrical work”). 3. Choose a category: general, equipment, repair, brand. 4. Optionally set manufacturer and / or equipment group to link the skill to devices. 5. Tick skills for the technician and set level: basic / skilled / expert. 6. Save. Higher level weighs more in ranking. 2. Keep customer equipment tidy Equipment name, manufacturer and group help skill matching. If equipment is missing or empty, history and availability dominate. 3. Plan with the right customer and date - Without a customer, there are no suggestions. - The date drives whether someone is free, busy, or absent. Typical office flow 1. Set skills on workers (once, then maintain). 2. Open planning from the manager calendar or a work. 3. Review Best matching technicians. 4. Assign the best fit (or another choice if travel is shorter). 5. Mark one lead technician when several people go. 6. Save — work sheets are created. Limits - Suggestions are guidance, not a hard rule. - New customers or new technicians may lack history — skills and availability matter more. - If the list is empty, refresh or assign manually. Related guides - Manager dashboard and settings - Works - Operations map

Maintenances

Maintenances is the field-service register for planned and completed maintenance visits — one-off and recurring (maintenance interval). From here you turn a visit into a work and work sheets so technicians can do the job on site. How to open: Maintenance → Registers → Maintenances You need permission to manage maintenances. If the menu is missing, ask a manager to grant access. Concepts | Term | Meaning | |------|---------| | Maintenance (list row) | One planned or completed visit (date, customer, status) | | Maintenance interval | Days between visits (e.g. every 90 days) — basis for recurring service | | Schedule | Recurring rule for a customer / site / equipment (service type + interval) | | Work / work sheet | When you plan technicians from a maintenance — a work and sheets are created | Customer-level interval — set on the customer (or “General maintenance”). Equipment-level — interval on a specific device. Statuses | Status | What it means | |--------|---------------| | Planned | Visit is on the list / calendar; a work sheet may not exist yet. | | Completed | Maintenance is done (manually or when the sheet is completed). | | Cancelled | Office marked the visit cancelled. | List filters: All, Planned, Completed, Without work sheet. An overdue badge may appear at the top. How the logic works (short) 1. Set a maintenance interval on the customer, site or equipment (or create a one-off visit without an interval). 2. The system keeps one planned next visit (last completed + interval; weekends move to Friday). 3. Office plans work (Add work) or bulk Create work sheets — work and technician sheets appear. 4. The technician finishes in the worker terminal; completing the sheet sets maintenance to Completed and advances the next due date. 5. To stop recurring, choose Do not maintain on the schedule; to drop one unused planned row use Dismiss / delete from the calendar. Ways to create a maintenance 1) One-off visit (Maintenances register) 1. Maintenances → Add maintenance. 2. Fill Customer (required), optional Site name, Equipment, Date, Work (e.g. Maintenance), Status, Notes. 3. Leave Set maintenance interval (recurring service) unchecked. 4. Save. One row is created. No work sheet until you tap Add work. 2) Recurring from the same form 1. Add maintenance as above. 2. Check Set maintenance interval (recurring service). 3. Choose Maintenance interval (e.g. 90 days) or enter days — shown as every N days. 4. Presets: 30 / 60 / 90 / 180 / 360 / 365 days. 5. Save — schedule (customer + site + service type) and a planned visit are stored. 3) Customer / site schedule In the customer Melian / maintenance block or schedule editor: 1. Add schedule (or Edit schedule). 2. Pick a site or All sites (customer). 3. Set Work and Maintenance interval. 4. Save. 4) Equipment interval 1. Maintenance → Equipment → open a device. 2. Field Maintenance interval (or Equipment maintenance interval). 3. Set interval / schedules as for the customer. 4. History tab Maintenances lists that device’s visits. Empty Equipment on a visit = customer / site level. 5) Calendar (Manager dashboard) On the Manager dashboard calendar you see planned maintenances and can Add work, reschedule, or delete a planned row. The calendar is the planning view; the register is the list and filters. Planning technicians (work + sheets) Single visit 1. In the register (or overdue dialog / calendar) find a row without a work. 2. Tap Add work. 3. In planning: Resources → Assign workers → pick Technician(s), mark lead if needed. 4. Save — work and sheets are created; the row shows the work number (Open). Then technicians work as usual — Worker terminal, Works. Bulk sheets Toolbar Create work sheets: takes Planned rows with date within today + Create work sheet before due (days) and no sheet yet, and groups them into work sheets. Overdue When a planned date has passed and there is no work yet: - the register shows overdue; - in the dialog you can Add work, Dismiss (removes / hides that planned row), or Dismiss all. Dismiss is not the same as status Cancelled — it removes an unused planned visit from the list. Cancel, complete, reschedule, stop recurring | Goal | How | |------|-----| | Cancel one visit | Edit maintenance → Status = Cancelled → Save | | Mark completed manually | Edit → Completed (usually happens when the sheet is finished) | | Delete planned | Calendar Delete planned maintenance, or overdue Dismiss | | Reschedule | Drag on the calendar → Reschedule visit / Save new time, or change Date on the form | | Stop recurring | On the schedule choose Do not maintain — recurring stops and future planned visits are removed | There is no separate Skip button — closest actions are Dismiss / delete planned / Do not maintain. Planning settings Gear Planning settings on Maintenances: | Setting | Purpose | |---------|---------| | Create work sheet before due (days) | How far ahead Create work sheets picks planned visits (e.g. 7 by default) | | Automatic planning | When on, syncs the next planned visits from schedules | | Planning horizon (days) | Stored planning / calendar horizon | QR contact (separate control) is public equipment / QR page contact info — not the interval setting. Service types (Work) On the form Work e.g.: Maintenance, Wash, Chemistry round, Fault, Repair, Installation, Dismantling, Inspection, In order. Recurring schedules and “next due” mainly apply to maintenance-related types; fault / repair are often one-off. Typical office flow 1. Set Maintenance interval on the customer or equipment (or Add maintenance + recurring checkbox). 2. Open Maintenances → Planned (and overdue). 3. Add work (or Create work sheets) → assign technicians. 4. Technician completes the sheet → Completed → next due advances. 5. If the customer no longer needs service: schedule Do not maintain. Related guides - Works - Work sheets - Manager dashboard and settings - Worker terminal - Technician suggestions