Tapping on a Work Order on the Dashboard or in the Work Order List will open the details of the work order.
The Home icon at the top of the screen is your shortcut back to the iPointTech dashboard.
If the home icon is red, that means you are offline. Continue working as normal. You’ll have some functionality that won’t work (documented here in the manual in Magenta Text ) But as soon as you have an internet connection, your work will be uploaded to the server automatically.
When the home icon is white, that means you have a network connection and any changes you make are being uploaded to the server in realtime.
Note: iPointTech is still in Beta, and as a result, several of the fields are not yet modifiable.
- If the field contents are printed in black – this is an active field and can be modified within the app.
- If the field contents are printed in grey – they are presented for information, but cannot be changed.
To modify the details in a grayed-out field, close iPointTech, and open the full iPoint file.
Work Order Details
- Status – the status defines where in the work process this particular work order is. Statuses are customized by your system administrator and will cover the steps for scheduling, completing work, and review. The status will automatically adjust as you clock in and out of the work order.
- Resource – the name of the technician assigned to this work order
- Customer – the name of the customer for whom work is being completed
- Project – most work orders come from a project. Tapping on the project name opens a window where you will eventually be able to modify the parent project.
- Start – the date and time when work is to begin. Tap on the date/time to open the time edit window (described below).
- End – the date and time when the appointment is scheduled to end. Tap on the date/time to open the time edit window (described below).
- Type – work orders can be assigned a variety of types. Defined by a system administrator, types are used to classify service work orders separately from installation work. You might also distinguish between warranty service and standard service.
- Class – classes are used for reporting purposes to separate work based on location or job type. Classes are typically configured by the accounting team for financial reports.
Date and Time Details
Tapping on the Start or End time for the work order appointment opens the Date and Time Details* window.
- Use the Quick Due Date Links… to manually enter
- Today – sets the day for the current calendar day
- Tomorrow – changes the day to tomorrow’s date
- Next Week – sets the day for seven days from now
- Next Month – sets the day for one month from now
- Tap All Day to make the time duration from midnight to 11:59 pm. This only affects time fields.
- Tap on either of the date or time fields to adjust the start and end times of the work order appointment.
Once you are done entering the new date and time details, tap the Save button to apply the changes to the work order. Or, click Cancel to revert back to the date and time as originally specified.
The work location is the address from the customer listed above where the work is to be completed. If the customer has multiple addresses, your scheduler or salesperson should have specified which location the work is to be completed.
Tapping on the address opens the address on a map.
- The first time you tap on an address link, you will be prompted to choose your default map application, either Google Maps or Apple Maps. This choice can be cleared in the Settings module.
- You need a network connection for the map function to work.
The description is general information about this job, typically entered when the job was scheduled.
Tap on the note to open the description full screen. While on the full screen, you can also edit the text.
Task & Parts
- Tasks – tasks are the things that need to be accomplished for this work order. The number of tasks is displayed on the right side of the taskbar. Tap on the tasks to open the Task List.
- Parts To Deliver – the parts assigned to this work order are listed here. the number of parts to be delivered is displayed on the right side of the parts bar. (Not available in this beta version.)
- Added & Requested Parts – missing parts can be added or requested from the office by tapping here. (Not available in this beta version.)
Time & Billing
- Time On Site – the amount of time you’ve spent working on this work order will be displayed here. This is based on your clock in and clock out entries (described below).
- When working offline you will not be able to see the time entries.
- Billable – the billable reference simply lets accounting know if this work order should be billed or not. Not all work orders are billable as the labor may have been quoted rather than time and materials. Work orders marked Billable = yes will appear red in the list of work orders.
- PO Number – if the customer provided a PO it will be displayed here. (Not available in this beta version.)
- Invoices – this is where you will be able to generate an invoice for work completed in the field, typically for service T&M work. (Not available in this beta version.)
Related Work Orders
- Linked Work Orders – a number here indicates that there are other technicians also working on this job. Tap the Linked Work Order bar to display the names of the other individuals working with you. Tap on a specific WO to open it.
- While working offline, you may not have access to linked work orders if they have not been downloaded to your device.
- Custom 1 – there are two custom fields available for your company to track details not defined in iPoint. Your system administrator can customize these fields to track important work order details. Tapping on this field will reveal the options your system administrator has set and you can choose the appropriate option.
- Custom 2 – the second custom field as described above.
- Note: The titlesof the custom fields are also adjustable by your system administrator. So they may be called something different on your app.
- Alert – An alert can be associated with the work order so that when a technician clocks in or opens the work order, an alert is displayed. This is the field to edit that alert. (Not available in this beta version.)
Meda Docs & Notes
- Media – this is where pictures are stored. The number of available pictures is displayed on the right side of the media bar.
- Tap on the media bar to open a list of all the media.
- The gears in the top right corner provide 3 options
- Add New Media – activates a dialogue where you can take a picture using your iOS device’s camera or select an image from your photo library. Once an image is added you can adjust the title and description.
- Show All Client Media – which shows images related to this customer no matter where or when they were added
- Show Only This Work Order – displays only the media that was added to this work order and not all of the client’s media.
- Docs – certain sales order documents can be shared on the work order from sales orders.
- The functionality of documents works just like the Media section described above.
- Notes – notes referencing the customer are kept here. The number at the right side of the notes bar indicates how many notes are available.
- Notes functions just like the media section, where you can tap the gear to add notes, view all client notes, or only see the notes associated with this work order.
- Assignments are internal communication elements. Tap to open a list of the associated assignments.
- Tap on an individual assignment to edit the details. (Refer to the Assignments Module portion of the manual to understand how these function.)
- When working offline, not all assignments may have been downloaded, so this view may be limited.
Additional Contact Info
- Related Contacts – customers can have additional contact associated with their record, like project managers, housekeepers, or designers. Tap this menu to display those contacts and their phone and email information. (Not available in this beta version.)
- Subscriptions – customer’s passwords are stored here (Not available in this beta version.)
- Custom Data Lists – another customizable field to track information not defined in iPoint. Custom Data lists are defined by your system administrator. Clicking on the field here in iPointTech opens the lists available. And tapping on the list will open the fields that your system administrator would like you to complete.
- May not be available in offline mode.
- Custom Fields – more places to store info not defined in iPoint. (Not available in this beta version.)
- Sales Rep – the name of the sales representative associated with this job. Tap on the name to select a new sales rep from the list of approved sales reps in your company.
- Project Manager – the name of the project manager associated with this job. Again, you can tap on the name to pick a different PM from the list of approved project managers.
- RMA – if a Return Materials Authorization is associated with this work order, it is displayed here. editing is not available in the beta version.)
- Mileage – track mileage associated with this work order (Not available in this beta version.)
- Expenses – track expenses related to this work order. This might be trips to the hardware store to pick up a part needed for the job while working in the field. Tap to open the list.
- Tap on an existing expense to view/edit the details
- Tap the Plus button in the top right corner of the list to add a new expense.
- Enter the details for the purchase, including Location, Amount, Description, and Purpose.
- If the item purchased is something your company normally stocks, you can choose it from the list.
- Mark the item Reimbursable to add the purchase to your expense report. Then the accounting office knows to pay you back!
- Mark the item Not Billable if this is a charge that should not be passed on to the customer.
- Take a picture of the receipt using the Add From Camera button
- OR, upload an image from your device’s camera roll.
- Tap the Save/Close button OR Cancel/Delete, depending on what you want to do with the information you just entered.
- Expenses added while online may not be visible offline depending on when the last download took place.
Tap the Signature field to open a window where your customer can sign the work order using their finger on your iOS device.
Quick Links Bar
At the bottom of the screen are quick links to the most frequently used portions of the work order.
- Task List – tap the check box icon to take you to the Task List.
- Customer Details – tap the person silhouette to open contact details for the customer, including:
- Phone Number – tap to dial their phone (on an iPhone)
- Mobile Phone – tap to dial their cell (on an iPhone)
- Email – tap to send an email (uses the default email program on your device)
- Map – tap to open the customer’s work address on a map.
- Clock In/Out – this clock is where you track the work completed on this work order. Note: this is different from the Time Clock on the dashboard, which tracks your payroll time.
- Tap the Clock icon
- Choose a Labor Phase – this defines what the majority of the work you are doing is. The list is defined by a system administrator.
- Once clocked in, the clock icon turns green.
- Tap the Clock icon
- Choose Check Out to stop tracking time on the work order
- Choose a new work order Status – again these are defined by your administrator, but you’ll want to select the status that best fits.
- Enter a Memo – this memo can be included on customers’ invoices. So be sure that you are adequately defining the work that was accomplished.
- Tap Continue
- Follow the system prompts – depending on how this work order is associated with other work orders, there may or may not be follow-up details requested.
- —or— choose Switch Labor Phase to choose a different phase (e.g. you started the day doing Prewire but finished the day doing Trim tasks.