Schedule and visits

Schedule (under More on a phone) is made for the day on the road: your jobs in order, the address and directions, and check in and complete visit right there on the job. They are the same bookings you see under Team > My calendar on the web.

Your day#

Schedule opens on Today, with the date and how many jobs you have. Use the arrows either side of the date to move a day back or forward, and the calendar button at the top to jump to a date.

Each job shows its start and end time, what it is, the booking type (for example Onsite visit), the customer and site, the address and its status, such as Booked. Tap a job to open it.

A job#

The top of the job shows the booking type and ticket number, what the visit is for, its status and when it is. The buttons:

• Check in: press it when you arrive.
• Complete visit: when you have finished (see below).
• No access: when nobody lets you in.

Where shows the address, with Directions to open it in your phone's maps app. Details lists the Customer, Site, Contact (with their number and email), the Ticket, the Type, Who is booked, and the Travel time either way. Tap the ticket to open it and read the history before you go in.

Check in#

Press Check in when you arrive. The booking moves to In progress and the time is kept. It works without a signal too: the check-in is kept on the phone and sent when you are back online, so a basement comms room is no problem.

How you checked in#

The visit on the web and its visit report say how you checked in and out: by location (with how far you were from the site), by hand, or without your location and why. Checking in by location is your own choice, and only where an administrator allows it with Check in to visits by location in Settings > Mobile app. Checking in by hand is everyone's default.

Complete the visit#

1. Press Complete visit.
2. Write what you did. It goes on the time entries and the booking, so write it for the customer's invoice as much as for your colleagues.
3. Check Time to log. There is a line for each technician's time on site and, when the booking type logs travel, one for travel, each marked Billable or Not billable. Untick a line to log nothing for it, or change the time. The note underneath explains where the times came from, for example "The booked time, rounded up 15 minutes, at least 15 minutes."
4. For a signature, leave Customer signature on and hand the phone to the customer to sign with a finger. The undo button takes back the last stroke and Clear starts again. Type their name in Signed by.
5. Press Complete and log (the button shows the total, for example Complete and log 3h).

The booking becomes Completed and the time entries appear on the ticket and in your timesheet, exactly as when a visit is completed on the web. The customer's signature always reaches the ticket as an internal note with the signature image, and when a visit is not signed, the visit says why. Completing a visit also works offline and is sent when you are back online.

If nobody lets you in#

Press No access and describe what happened. The booking is marked No access, whoever booked it is told so they can rebook it with the customer, and no time is logged.

Offline#

Today's jobs stay readable without a signal, so you can still find the address and the contact's number. Check-in and check-out are kept on the phone and synced when you are back online. See Working offline and sync conflicts.

Offline passwords for visits#

Some sites have no signal exactly where you need a password: the comms cupboard, the plant room. For these, an administrator can let the app take a sealed copy of the customer's passwords for a visit. It is off until an administrator switches on Offline passwords for visits in Settings > Mobile app and gives the role the Offline passwords for visits permission.

When it is on for you:

• the copy holds only the passwords you could already reveal for the customer of your own visit, booked for today. Nobody can take a copy for someone else's visit;
• two-factor keys and recovery keys, such as BitLocker keys, are never included, and a password that needs an approved check-out is only included while you hold one;
• the copy expires two hours after the visit ends, and never later than the limit the administrator sets (Offline passwords last at most, at most 24 hours);
• taking the copy, and every password used from it, is written to the vault audit log. A line done offline shows "(offline, at 14:32)" with the time it really happened.

See Settings > Mobile app for the switches.

For how the time is worked out and the settings behind it, see Checking in and completing a visit.