ASCORA FSM APP PROCEDURE :
GENERAL :
1 : Jobs will be dispatched in the Ascora App.
2 : Please activate location services (either permanently or while using the app) in your app settings and ensure global location is activated. This is not designed to track field users, it does however trigger travel events and onsite events and is vital to how the app performs. IF LOCATION SERVICES ARE NOT ACTIVATED, FIELD USERS WILL NOT BE ABLE TO CLAIM TRAVEL – PERIOD.
SETTINGS :
Synchronisation – here you can set the frequency that the app synchronises to fetch new data/job updates etc. 15-30 mins is generally a good starting point (see below about manual refresh).
CONFIRMATION PROMPTS :
Select “Show Auto Check In Location access prompt”. If you do not enable this and gps and forget to press start on a job, you will not be able to claim you forgot to press start and claim an earlier starting time if you have forgotten to do so.
LOCAL SETTINGS :
Save filter settings is not a bad idea, so your job search filters remain the same unless you change them.
Show distance on Schedule list (and allow location access, turn on gps) is VITAL for ai job scheduling updates, and travel – refer below, again, if this is not active, travel claims will be rejected.
There is a refresh button on the top of the app page. Please refresh it whenever you enter the app, or as regularly as you need – settings can be adjusted to have this happen automatically in time increments as above, but a manual refresh is always best to ensure you have the most up to the minute job information.
DISPATCH :
An email will be sent to your nominated email address advising you of the job. A Push message will NOT BE SENT.
If you are unable to attend the job you have two options. This must be done same day as job is dispatched so we can keep clients informed :
1 : Open the job and click “Finalise” at the bottom of the app. Then click either “Reattend Needed” (if you need to reschedule) or” Could Not Complete” if you are unable to attend the job at all. This will flag the job as requiring reschedule re-dispatch to a different technician.
OR :
2 : Call/Email AusDigi who will work with you to either work it around your schedule or dispatch to a different technician.
This must be done within 24 hours of receiving the job, or the job will be deemed as accepted and being attended according to the set date and time.
Workflow :
Click on “schedule” to see your jobs. You can filter your schedule to see jobs for just one day, or weeks ahead. You can also filter to see just open jobs, completed jobs and in progress jobs using the filter button.
You will not be able to see historical jobs – so please ensure you are using the app correctly and keeping to appointments or contacting AusDigi on the day to re-route them.
Each job is assigned a start time, and estimated window based on the requirements of the task(s). Please ensure you follow the correct booking times or contact AusDigi if you wish to change your route so that the booking system is accurate. The system uses a lot of AI to control scheduling, so it is vital to notify admin of any change to your schedule.
Click on the job you are about to head to, and click “start travel to job”. If you do not click “start travel to job” you will NOT BE PAID TRAVEL.
On arrival, press check-in if not already checked in (by default once you arrive onsite the app should check you in anyway, so you don’t have to do this if it already shows checked in).
SUPPLIES PAGE :
This is at the bottom of the job in the App. Here you can add the parts you use on the job and will be invoicing for.
Any part NOT added to this page will not be invoiceable and rejected if appearing on an invoice. These line items will be automatically reconciled against invoices, so they must appear here or will be rejected on invoice if not present in the job.
Press “Add” then search for the line item you wish to add (eg RG6 Cable per metre), select it and click on the tick to add it into the job. You can then adjust the quantity. This will immediately add to the job form so you can easily see what you used later for invoicing.
Press “+kit” if you need to add a kit of supplies (these will be upgraded over time and are not available yet, but will contain standard items in a pre-prepared list – eg for a Satellite install it would already have RG6 cable, F-Connectors, Consumables, etc added, and you just adjust the quantities).
DO NOT PRESS “Write In” – if you need to add an item that does not appear on the list, then call AusDigi who will add a new line item in for you. Again – DO NOT USE THIS FOR STANDARD PARTS/LABOUR !!!! Always use the “Add” to select line items, and contact AusDigi to have one added in if it is not present so we can ensure the correct format is used. Any write in that is added will be summarily deleted!
EXPENSES :
Do NOT use the expense page, this is for items that are not entered onto invoices – so anything you enter here is not invoiceable, by either AusDgi or the field user/company. It unfortunately cannot be removed as a field. AusDigi will let you know if something needs to be added here.
LABOUR :
This page just tallies labour – it is not used for anything, you can also check in and check out here, however it should not be used for this purpose !!!! If you check out here, the job will close before you have finished adding essential data/information/photos etc. Always use the main page to check in/out and do travel.
ATTACHMENTS :
This is where you upload photos, documents, you can even draw markup pictures (eg of a building site showing a location of a device). You can upload from your phone or take a new photo here. When you take the photo, CHANGE THE NAME OF THE PHOTO TO A DESCRIPTIVE NAME (eg : Satellite Dish), and then press save – if you don’t press save it wont upload. If photos are not correctly named, an admin fee may be charged to re-name all your photos ! This is absolutely vital for searchability and to ensure the correct photos are sent to clients.
EQUIPMENT :
At present this feature will not be used – it is mainly used for plant equipment (eg LED Trailer, or Hire of a Sound System) to track location of the asset equipment – do not use this feature until otherwise advised.
CUSTOM FORMS :
These will be introduced at a later date, and are job sheets essentially, tailored to job types. For now, these are not required.
RFI :
This is a request for information page, and sends a message back to admin – DO NOT USE THIS FIELD, USE TEXT OR PHONE INSTEAD as admin do not check these messages at this point.
SUMMARY PAGE :
This is where all your data goes (except photos) !
Checklists :
Once a field user is onsite, perform the Take 5, and any other safety checks that are needed, and acknowledge this on the “summary”.
You will also find here items that are required such as photos, data, documents etc – use the checklist to confirm when you have uploaded or completed these requirements.
Work Undertaken :
This is where you will add your notes regarding complete works on the job.
Signed off By :
Click this field to enter the full name of the site contact signing off on the works and services.
Could not complete button:
If the job cannot be completed, click this field, and call AusDigi.
Re-attendance needed :
If the job requires further works, click this field and call AusDigi.
Mark Complete :
Click this button to complete the job – this will take you to the signature page so you can capture the signature of the site contact. Once this is done you cannot alter the job, so make sure this is only done at the end when you require customer signature !!!
DO NOT EXIT THE JOB !!!!!!!!!
Click on “GENERATE” And select “job card (grey)”. This will allow you to generate a job card with all your notes, parts used, job and site number etc – which you can save to your device or send to yourself or your admin/accounts person to create an invoice – all the required data will be on this job sheet for you to create your invoice.
You can now exit the job. Be careful, once completed it is no longer editable on the job sheet !!!!!!!!!