Available on iOS and Android, the full version of the mobile app allows fieldworkers to access information on the jobs allocated to them as well as raise quotes, jobs and view customer contact information and job history.
For information on how to log in and access job information, see our further help files on 'Using the Job Manager in the Workforce FM mobile app' and 'Overview: Mobile App (Full Version)'.
Navigating the Mobile App (Full Version)
Once you have logged in to the app using your smart phone or tablet you will be presented with the main view of your allocated jobs arranged in date order.
The default view is of the current days jobs, but you can scroll up for past or overdue jobs and scroll down to see future jobs. To return to the current days jobs, select the 'Today' function at the top left of the screen.
Refreshing the jobs page
You can refresh the network connection for the app, which will synchronise the information in the app with the main database to keep your job data fully up to date.
Searching for a job
You can use the search function to search your allocated jobs for a keyword. This can be from the job description, customer name or other details. Select the magnifying glass icon in the top right of the app and type the word you are looking for. This can be a useful way for field workers to find several jobs relating to the same property, customer or task.
Viewing jobs on map
The App allows fieldworkers to view their days jobs on a map. This can be useful for scheduling travel.
Select the icon at the bottom left of the screen and select 'View Jobs on Map'
Using Workever for Sat Nav Route Guidance
The Workever mobile app uses the job site's address and your current location to provide directions to the site, making it easy to navigate to your scheduled jobs while on the go.
From the Job details screen, select Site details and tap Get directions to open navigation to the job site.
Viewing Job Information
To view the job information from the main dashboard, simply select the job you would like to view. The screen will refresh to display further information.
Fieldworkers can update the job status, custom fields priority and add files, notes and a customer signature. Once a job is complete, they can also record payment details (if applicable).
Accessing the Job Timer function
Fieldworkers may also use the Job Timer function to log time on site. The timer is located at the bottom of the job information page on each individual job.
Selecting the timer button will start the timer (icon turns green when running).
Selecting it again will pause the timer icon turns red when paused).
Obtaining a final customer signature and uploading completion documents/images
When a job has been completed, the field worker can change the status of the job to 'Complete' which will update the system back in the office. They can then obtain a customer signature using the app.
Open the relevant job and select 'Files. This will open a screen which will allow a field worker to upload photographs, documents from the iCloud Drive or obtain a customer signature.
Recording Payment Details
Fieldworkers can record payments received from customers directly in the Workever mobile app. Payments can be recorded against a completed job using the Costs & Invoicing section.
Open the completed job
Select the job for which you want to record a payment and open Costs.Create the invoice
Review the job costs and create the invoice if one has not already been created.Select Take payment
Open the invoice and tap Take payment to view the available payment methods.Select the payment method
Choose the appropriate option:Cash
Cheque
External card
Card
Bank transfer
Enter the payment details
Enter the amount received and payment date. For card payments, enter the required card details.Process the payment
Tap Process payment to record the payment against the invoice.
Once you select Process payment, the transaction details are saved in the customer's billing history.
Viewing Customer Contact Details and Job History
The Contacts section in the Workever mobile app gives fieldworkers access to customer information and all records associated with the customer. This makes it easy to find contact details, review previous work and access customer-related information while on site.
Open Contacts
From the bottom navigation menu, tap Contacts to open the customer database.Select a customer
Use the search bar to find the required customer, then tap their name to open their Contact details.View contact details
The Details tab provides the customer's contact information, including email addresses, telephone numbers, mobile numbers and custom fields. You can also use Get directions, View on map and Send message where available.Access customer files
Open the Files tab to view documents and other files associated with the customer. You can also add photos, documents and signatures.View notes
The Notes tab provides access to notes recorded against the customer.View quotes
The Quotes tab shows quotes associated with the customer, including their status. You can also add a new quote from this section.View jobs and job history
The Jobs tab provides access to the customer's open and completed jobs, allowing fieldworkers to review the customer's work history. New jobs can also be added here.View invoices
The Invoices tab provides access to invoices associated with the customer, including their status and amounts. New invoices can also be added from this section.View sites
The Sites tab shows the sites associated with the customer.View assets
The Assets tab provides access to assets associated with the customer.
This gives fieldworkers a complete view of the customer's contact information, files, notes, quotes, jobs, invoices, sites and assets from one place.
Adding New Customers
Fieldworkers can add new customers directly from the Workever mobile app, making it easy to capture customer details while on site or away from the office.
Open the Add menu
From the Work screen, tap the + button at the top of the screen.Select Contact
From the Select item to add menu, tap Contact.Enter the customer details
Complete the relevant customer information, including:Contact type
First and last name
Email address
Telephone number
Mobile number
Main billing address
Save the customer
Once the details have been entered, tap Save to create the new customer record.
Adding a New Quote
Fieldworkers with the appropriate access can create new quotes directly from the Workever mobile app, making it easy to prepare quotes while on site or away from the office.
Open the Add menu
From the Work screen, tap the + button at the top of the screen.Select Quote
From the Select item to add menu, tap Quote.Enter the quote details
Complete the relevant information, including:Customer
Quote name
Assigned staff members
Description
Custom fields
Site details
Add the required information
Add any relevant cost items, notes, or files to the quote as needed.Save the quote
Tap Save to create the quote. Once created, the quote is stored in the customer's account history and can be accessed from the customer record.
Converting a Quote to a Job
Scheduled quotes can be converted to jobs directly from the Work list, while unscheduled quotes can be accessed from the customer's Contact details.
Converting a scheduled quote
From the Work list, select the scheduled quote you want to convert.
On the Quote details screen, tap the three-dot menu in the top-right corner.
Select Send quote or convert to a job.
Choose one of the available options:
Send quote
Convert to a job only
Send and convert to a job
Tap Continue to complete the conversion.
If the quote is already scheduled, the resulting job can appear in the Work list according to its scheduled date and time.
Finding an unscheduled quote
Unscheduled quotes may not appear in the Work list. To find one:
Open Contacts from the bottom navigation menu.
Search for and select the relevant customer.
Open Contact details and select the Quotes tab.
Select the quote you want to convert.
From the Quote details screen, tap the three-dot menu and select Send quote or convert to a job.
The job remains allocated to the fieldworker who originally raised the quote.
Adding a New Job
Fieldworkers with the appropriate access can create new jobs directly from the Workever mobile app, making it easy to raise and manage new work while on site or away from the office.
Open the Add menu
From the Work screen, tap the + button at the top of the screen.Select Job
From the Select item to add menu, tap Job.Enter the job details
Complete the relevant information, including:Customer
Job name or template
Assigned staff members
Description
Forms
Custom fields
Site details
Assets
Costs
Files
Notes
Add additional information
Add any required cost items, notes or files, and complete any custom job fields that have been configured for the job.Save the job
Tap Save to create the job. The new job will be added to the customer's records and assigned to the fieldworker who created the job.
Logging out and closing the app
You can close the App by navigating away from the screen on your smart phone or tablet, and the app will activate the pass code security feature keeping data secure. Any timers you have set running will continue to run in the background.
Logging out can be done by selecting the logo at the bottom left of the screen and selecting log out. Please note that logging out this way will force email and password login when you next open the app.
