FAQs

Time to troubleshoot

General:

How do I download the App?

The App can be downloaded from either the Apple App Store or from Google Play. Simply search for FieldService4U and download it!

Once downloaded, please see the FAQ titled “How do I setup the App?” for how to then use the license(s) that you have purchased

How do I setup the App?

Once you’ve downloaded the App, please follow these steps to then set it up for your subscription:

  1. On the main screen on the App, click on the “Sync” icon (it’s the one in the top right hand corner that looks like 2 arrows that form a circle)
  2. You will be presented with a form that asks you for a Username and Password
  3. Enter your Username (probably your email address) that you used on our sign-up page
  4. Enter the same password that you used on our sign-up page
  5. Click on the “Sync” button at the top right of the screen
  6. Now you’re good to go!

How many devices can I install the App on?

We allow each user to use up to 2 devices (e.g. an iPhone and an iPad). We constantly monitor how many devices people are using so please see our Terms and Conditions for any breaches that are related to this.

Is there a browser version of the App?

Unlike our competitors who have a browser based application with a Mobile App built on top, our Mobile App was designed for mobile first so that ALL of the functionality can be utilised on the move and offline. We are however, currently looking at introducing a browser based interface and will let you know as and when it becomes available.

How do I add a logo to appear on Quotes, Job Sheets and Invoices?

Please note that only an “Admin” user can do this:
  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open your “User” record
  • Click on the Company Name that appears when the form loads
  • When the “Company” form loads, scroll to the bottom to see the “Company Setup Details” section
  • Click on the “Logo” record
  • When the next form opens, click on the “Company Logo” record
  • When the next form opens, click on the three lines (Menu) on the top right of the App and choose “Choose Picture” to then choose the logo that you want to use.

I cannot see any Gas Certificates functionality?

Please note that only an “Admin” user can do this:

To enable the Gas Certificates functionality within the App, you must make sure that you have set your “Gas Safe Number” on your Company record within the App.
  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open your “User” record
  • Click on the Company Name that appears when the form loads
  • When the “Company” form loads you will see a field called “Gas Safe No.” where you can enter your Gas Safe Number.
  • Save and close the form
  • Synchronise (if you’re not running in “Online” mode)

The Gas Certificates functionality within the App will now be available.

The App isn’t calculating VAT for any of my Jobs/Quotes/Invoices?

Please note that only an “Admin” user can do this:

To enable VAT calculations within the App, you must make sure that you have set your “VAT Registration Number” on your Company record within the App:
  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open your “User” record
  • Click on the Company Name that appears when the form loads
  • When the “Company” form loads you will see a field called “VAT Reg No.” where you can enter your VAT Registration Number.
  • Save and close the form
  • Synchronise (if you’re not running in “Online” mode) VAT will now be calculated and added onto your Jobs/Quotes/Invoices

What is the difference between “Online” and “Offline” modes?

Online Mode

In order to be able to use the App in “Online” mode, you must have a stable connection to the internet (WiFi, 4G or 3G). When the App is running in “Online” mode, all changes that you make will be immediately available to other users within your Company that use our App.

Offline Mode

This is what makes our product so great! You do not need a connection to the internet (WiFi, 4G or 3G) to be able to use our App in this mode so wherever you are our App is ready to accept your changes and work with you! You must remember though, when the App is running in “Offline” mode, all changes that you make and all changes made by other users, will only be available to other users or to you when you “Synchronise”

Why does the App keep synching?

What makes our product so great is that you do not need a connection to the internet (WiFi, 4G or 3G) in order to be able to use it. You must remember though, when the App is running in “Offline” mode, all changes that you make and all changes made by other users, will only be available to other users (or to you from other users) when you “Synchronise”. However, what we’ve done to make this easier for you is to make it so that the App will synchronise on a regular basis as soon as it has an internet connection (WiFi, 3G or 4G) meaning you don’t always have to remember to do it!

Is it just Gas Certificates that you provide?

Right now yes, we have built in a LOT of functionality to support Gas Engineers and the regulated certificates that they have to provide.

That doesn’t mean we won’t add more in future releases though! If there’s something you would like to see that our App doesn’t currently provide then please get in touch with us and let us know so that we can evaluate getting this built in! Email us at support@fieldservice4u.com, we’d love to hear from you!


Users and Devices:

How many users can I have using the App for my company?

There is no limit to the number of users you can have sharing the App. You do need to remember that you will need a license for each user though. Check out our Terms and Conditions!

Don’t forget that we offer a free 30 day trial before you have to pay! Click here to sign up now!

What's the difference between "Admin" and "User” users?

The main difference is that a user who has the “User” version of the App cannot see any of the financial data (i.e. quotes, invoices and job costs). They are also limited on some of the details that they can either create or edit (e.g. Jobs, Customers etc.)

By way of explanation, think of the following example: A business owner wants to use our App. He has 3 sub-contractors that work as field engineers for him. He doesn’t want these engineers to see how much he is charging his customers he just wants them to be able to receive jobs that they are to work on. In this scenario the business owner would be an “Admin” user and the 3 field engineers would each be setup as “User” users.

The table below specifies which features are available for an “Admin” and which for a “User”

Admin vs User Features
Feature Admin User
Online and Offline Modes Yes Yes
User creation and management Yes No
To-Do-List All Users Just Mine
Appointments All Users Just Mine
Phone Calls All Users Just Mine
Tasks All Users Just Mine
Job Schedule View All Users Just Mine
Job creation Yes No
Job creation via the schedule Yes No
Job Detail creation Yes No
Job Detail editing Yes Yes
Job costing Yes No
Job Sheet production and emailing/printing Yes Yes
Job Summaries Dashboard All Jobs Just Mine
Quote Summaries Dashboard All Quotes No
Invoice Summaries Dashboard All Invoices No
Favourites Yes Yes
Customer list Yes Yes
Customer creation and editing Yes No
Sites list Yes Yes
Site creation and editing Yes No
Contacts list Yes Yes
Contact creation and editing Yes No
Appliance creation and editing Yes Yes
Suppliers list Yes Yes
Supplier creation and editing Yes No
Quote creation and editing Yes No
Quote production and emailing/printing Yes No
Invoice creation and editing Yes No
Invoice production and emailing/printing Yes No
Gas Certificate creation and editing Yes Yes
Gas Certificate production and emailing/printing Yes Yes
Image capture and storage against a Job Yes Yes
Image capture and storage against a Site Yes Yes
Image capture and storage against a Customer Yes Yes
Maps for Customers,Sites and Suppliers Yes Yes

How can I add a new user?

Only “Admin” users can do this and you do it by doing the following:

  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Click on the “+” in the top right portion of the page Noe
PLEASE NOTE: You cannot add a new user until you have purchased a new license for that new user

One of my users has forgotten their password. How do I reset it?

Please note that only an “Admin” user can do this:

  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open the record that relates to the user who has forgotten their password
  • Type in their new password in the “Set New Password” field
  • Save and close the form
  • Synchronise (if you’re not running in “Online” mode)
The user should now be able to sign in using their new password

How do I stop a user from using the App?

Please note that only an “Admin” user can do this:

  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open the record that relates to the user that you would like to stop
  • Set the status of the user (at the bottom of the form) to “Disabled”
  • Save and close the form
  • Synchronise (if you’re not running in “Online” mode)

How do I set the “Gas Safe Registered Engineer No.” or “Technicians Reg No.” for a user?

Please note that only an “Admin” user can do this:

  • Go to the “System Details” section of the App
  • Click on Users to see the list of users associated to your Company
  • Open the record that relates to the user that you would like to edit
  • You will see both of their fields on the form and you can set/edit them from here
  • Save and close the form
  • Synchronise (if you’re not running in “Online” mode)

Which devices do you support?

We currently support both Apple and Android devices (phone and tablet).

Apple

We have tested on Apple (to iOS 11.2.5) but cannot guarentee that if you are using an iOS prior to this version that all features will work as expected. If you do experience any issues then we would recommend that you update to this version (as a minimum) to see if this resolves the issue.

Android

We have tested on many different versions of Android but again cannot guarentee that our App will work on all variations and versions. If you do experience any issues then we would recommend that you update to the latest available Android version to see if this resolves the issue.

I've lost my device, what do I do now?

If you’ve lost your device (or had it stolen) then please let us know as soon as possible by emailing us on support@fieldservice4u.com and we will:

  • Lock the App on the device
  • Remote wipe the App and all your data that was on the device
  • Help you get your new device setup and all your data restored onto it as soon as possible so you can get productive again.

Pricing & Payments:

How much does the App cost?

We think our App is very reasonably priced at £12.50 (+VAT) per month, per user (please see the section on the website for pricing)

Don’t forget though that we let you trial our product for 30 days free before you have to start paying! Click here to sign up now!

Make sure you check out our Terms and Conditions!

Do you have a free trial?

Yes we do! We allow you to have as many user licenses as you would like free for 30 days so that you can try our App before you have to start paying for it. Click here to sign up now!

Make sure you check out our Terms and Conditions!

Do I have to pay for every user of the App?

Yes. Any user that wishes to use the App has to have a license and the cost is £12.50 (+ VAT) per month. We will collect the payment for ALL of your users on the anniversary day of you signing up but if you add a new user part way through the month then you will be charged pro-rata for the rest of the time until your anniversary for that user.

Don’t forget though that we let you trial the product for 30 days free before you have to start paying! Click here to sign up now!

Make sure you check out our Terms and Conditions!

If a user stops using the App during the month do I still have to pay for them?

All payments for licenses are in advance. The cost of £12.50 (+ VAT) is payable for a full month or any part thereof. If you wish to stop paying for a user you must make sure that you cancel their subscription or we will still collect the payment for that license on the monthly renewal.

Make sure you check out our Terms and Conditions!

What if I miss a payment?

All payments are made automatically via our collection service. If a payment fails to collect for one or more subscriptions then we will reduce the number of paid licenses attributed to you which could mean that you will be unable to access the App and all your data stored within it. Once payment is sucessfully received we will then re-instate the license(s) and access.

Make sure you check out our Terms and Conditions!


User Guides:

How to create a Job from the Scheduler?

Creating a Job from the Schedule is really easy.

  • Select the ‘Job Schedule’ button from the main menu.

  • When the form opens, select “Month” from the menu at the bottom and you should now see a Job Schedule screen in a Calendar view.

  • Press and hold your finger on the day that you would like to create a job. This will now open up a Job form.

  • Before a job can be created you will need to have a Customer set up (and a Site for the Customer).
  • If you haven’t got the Customer set up then please go to the topic “How to add a Customer and Contacts from a Job” and then create the Customer for the Job.
  • If you already have the Customer setup then simply click on the “Click to select” in the Customer field to select the Customer for the Job (or the down arrow which will show you quick list of Customers and select from here if the Customer is listed)

  • Now that the Customer has been selected the next thing to do is to select a “Site” for the Job.
  • If you’re creating a Job for a new Customer or it’s a new Site for an existing Customer, then you’ll now need to add the Site. Please go to the topic “How to create a site for a Customer” to see how to do it.
  • If it’s an existing Customer and an existing Site (or once you’ve just added the new Site) the you can simply select the Site by clicking the “Click To Select” next to the “Site” field to get a list of the Customers sites and then select the relevant Site.
  • You’ll now need to give the Job a “Name” (like Annual Boiler Service) and set the “Schedule” dates.

NOTE: The Schedule dates have been automatically set based on the date you selected from the Schedule Calendar but you will need to adjust these to reflect when you actually want to schedule the Job for. By default, the Schedule End will set to be 4 hours after you set the Schedule Date for but you can adjust this to suit.

  • You can also assign a “Works Order Ref” if you use them and you should set a “Due Date” to remind you when the Customer would like the Job to be carried out. Then click the Save Button to save the Job.
  • You’ll notice now that the Job has a “Status Reason” of “Quoting”. Also, we’ve automatically created a “Quote” for the Job within the “Quotes” section of the Job form (you may need to scroll down to see this). That’s because we assume that you’ll want to produce a quote for the Job before you actually carry it out.

NOTE: If you don’t want to use quotes then please see the topic “How to mark a Quote as Accepted” to skip. This will automatically move the Job to the status of “Job: Scheduled” and ignore the Quote stage of the Job.

  • The next thing you’ll need to do is to add some “Job Details” to the Job. Please see the topic “How to add Job Details to a Job”

Note: If you don’t want to use Quotes, please skip past the next section(s)

  • Once you’ve added all of your Job Details (and don’t worry, you can go back and add them at any point but you just need to remember that as soon as you mark the Quote as “Sent” it will no longer include any Job changes or Job Detail additions on that Quote!) you now need to check and send or print your Quote. Please see the topic “How to check and send a Quote“

How to add a Customer and Contacts from a Job

Before a job can be created for a new Customer you will firstly need to create the Customer itself.

  • On the Job form, press the “Click to Select” drop-down next to “Customer” and then press the “…” button.
  • A list of all your current Customers will be displayed

(Note: you can search, filter and sort the list by using the options at the top of the list)

  • You now need to press the “+” button to open the form to allow you to create your new Customer.
  • Add in the relevant Customer Details (as per below) and Click on the Save Button.
  • When this has been created you will then able to add any related “Contacts” to the Customer.
  • Click on the “+” button on the Contacts tab of the Customer form (see below)
  • The Contact form will then open where you can now enter the Contacts details (as per below).
  • Once you have filled in the details, click the Save Button.
  • Your Customer and Contact has now been created.  Click on the “Back” button from the Contacts form to take you back to the Customer form.
  • Click on the “Back” button on the Customer form to take you back to the Job and you will see that your new Customer has been selected.

How to create a site for a Customer

Sites can only be added via the “Sites” section within the “Customer” form.

(NOTE: If you’re in the Job form, simply click on the Customer name and the Customer form will open)

  • Click on the + button under the Sites tab.
  • Fill in the relevant Site details (as below) and click on the Save Button

NOTE: You can add multiple Sites to a Company.

How to add an Appliance?

Appliances are added under Customer Sites.

  • Simply open the Customer Site and then click on the “+” button under the “Appliances” section to setup the relevant appliance(s) for this site.
  • Fill in the relevant Appliance Details and Click on the Save Button

NOTE: You can add multiple appliances to a Site.

How to add Job Details to a Job

  • Within the Job form, scroll down to the Job Details section and press “+” to add a new Job Detail
  • A Job Detail is the place where you add your line items that will form the Job Sheet.

There are 6 different types of items to choose from for a Job Detail and these are:

  • Breakdown
  • Call Back
  • Expenses
  • Materials
  • Services
  • Travel
  • Add the Type that you would like to see on the Job Sheet and then use the “Name” to define what you are adding (for example, you could select “Materials” and in the Name field type in “copper pipe”).  Add a “Description” if you want to and then click the Save Button.
  • Once the Job Detail has been saved, you can then add the Costs that relate to it at the bottom of the form.

NOTE: The fields that are shown relating to the costs are dependent on the “Type” that you select.  For example, selecting Travel will ask for “Hours” and “Cost per Hour” and the App will calculate the totals for you whereas selecting “Services” will only show the totals allowing you to enter a total before VAT and then calculating the others.

NOTE: You can add multiple Job Details to a Job.

How to mark a Quote as Accepted

  • Simply open the Quote record either by finding it within the “Quote” section on the relevant “Job” record or by finding the relevant Quote from the “Quotes/Jobs/Invoices” submenu (please see the article “How to find and progress your Quotes”)
  • Once you have opened the relevant Quote record, you will need to mark it as “Accepted”
    • In addition to setting the status to “Accepted” you will also need to set the “Confirm” field from “No” to “Yes” and then save the record.
    • This will noe set the status of the Job to “Job: Scheduled” and it will now appear on your Job list(s).

How to check and send a Quote

  • Firstly you need to open the Quote.  If you’re doing this from a Job, find the Quote in the Quotes section of the Job form and click on the Quote to open it.
  • Once the form is open you can check the associated costs etc. and then decide what you would like to do with it
  • Select the button with 3 lines on (top right) and then you can choose to run the Quote report to check that it has the correct figures and all relevant job details attached by selecting the ‘Quote’ option (see below)
  • The following form displays showing you what you’ve selected to do.  To now see a PDF version of the Quote, press the “Run Mobile Report” button (the one in the top right that has a rectangle with a triangle in the corner) and the Quote will be presented to you.
  • If you are happy with the Quote you can now choose to generate and send a copy of it to the Customers email address (as stored on their Customer record).
  • Again select the button with 3 lines on (top right) on the Quote form but this time choose the “Run & Email” option.  This will to run the Quote report, create an email with the Customers Email address on it and the Quote attached and allow you to add your own text to the email before then allowing you to send it.  It will also save a copy of the generated Quote in the “Notes” section of the Quote form.
  • You can need to change the “Status Reason” of the Quote to ‘Sent’

How to find and progress your Quotes

Your quotes can be found back in the main navigation menu under the sub-menu “Quotes, Jobs and Invoices”.  

  • Click on this sub-menu.
  • Now, to see your Quotes, click on the Quotes option:
  • A list of your Quotes will now be shown<

NOTE: The App remembers the last view of Quotes that you chose and will load using that choice as default

  • You can now choose which Quotes you want to see (Sent, To Be Sent, To Be Completed, Overdue, Cancelled, Outstanding or Accepted) by clicking on the option below the “Quotes” header on the form.
  • Depending on which view you select, the Quotes at that stage will now be shown
  • This means that you can track the status of the quote dependent on the customer response.
  • You should ensure that you mark the status of the Quote at each stage so that you can easily track where it is and which ones need chasing!
  • When the customer has responds and accepts the Quote, it needs to be updated to reflect this with the status being changed to ‘Accepted’.
  • In addition to this, when you mark a Quote as accepted, you will also then need to Confirm the acceptance by changing the “Confirm” field from “No” to “Yes”.
  • You will then need to save the record and once this has been done, the job will change from being at “Quote” stage to being “Job: Scheduled” and it will appear on your Job list(s).

How to find and progress your Jobs

Jobs can be found in the main navigation menu under the sub-menu “Quotes, Jobs and Invoices”.

  • Click on the Quotes, Jobs and Invoices sub-menu and then click on the “Jobs” option.
  • A list of your Jobs will be shown

NOTE: The App remembers the last view of Jobs that you chose and will load using that choice as default

  • To find Jobs at different stages simply choose the appropriate view by clicking on the selection just below the “Jobs” heading.
  • A Job can be tracked by the stages that it moves through (Requires Scheduling, Scheduled, In Progress, Incomplete, Completed).

NOTE: A Job will default to ‘Scheduled’ after a Quote has been ‘Accepted’.

  • When an Engineer is on-site at the Job he/she will need to mark the Job as ‘In Progress’.  This is done by opening the Job and changing the Status Reason to “In Progress”.  This will then open up the “Engineer on site” section of the form which defines the arrival and departure times of the engineer.
  • When the Engineer finishes the Job they should sign the Job form in the App and also ask the Customer to sign.  This forms an audit record of the Customers agreement to the Job that has been undertaken and can be shown back to the Customer at a later date if necessary.  In addition, both signatures will appear on the “Job Sheet” if one is produced from the App.  Please see the article “Producing a Job Sheet”
  • The Engineer should then mark the Job as “Complete” which will then automatically move the Job onto Invoicing.

How to create Gas Certificates

  • To create a Gas Certificate for a Job, scroll down on the Job form to the “Gas Certificates” section and click the “+” button.
  • The Certificates form will now open.

NOTE: Due to the large amount of data that can be captured on Certificates, it can take a few seconds to open the Certificates form.

You will now be able to select from a list of relevant Gas Certificates available on the app, these are :-

  • Cooling Off Period
  • Air Source Servicing/ Maintenance Checklist
  • CD/11 Oil Firing Servicing & Commissioning Report
  • Commercial Catering Inspection Record
  • Commissioning for Selecting Report
  • Continuation for Appliances and Defects
  • Domestic Landlord Gas Safety Record
  • Gas Installation Safety Report
  • Gas Service Breakdown Record
  • Gas Service Maintenance Checklist
  • Gas Testing and Purging (Non Domestic)
  • Gas Warning Advice Notice
  • Legionella Risk Assessment
  • Leisure Industry Gas Safety Record
  • Liquid Petroleum Gas Safety Record
  • Mains Pressure Hot Water Storage System Commissioning Checklist
  • Non Domestic Gas Safety Record
  • Plant Commissioning & Servicing (Non Domestic) Record

When you select a Gas Report the relevant checks are available to update within the app. When you have selected the Gas Report that you would like to use, you will need to add an Appliance to this record. Go to ‘Appliance Details’ section and add Appliance that you would like to service. Select the relevant appliance from the pick list; when an appliance has been selected you will need to mark the relevant answers for the specific certificate selected.

  • When you have updated the relevant fields for the selected certificate you will need to save the record
  • You can add ‘Faults/Works Undertaken’ to the relevant appliance recorded
  • Click on the + button under Faults / Works Undertaken tab, this will open up a Faults Details record.
  • There is a notes section called ‘Details of the faults / works undertaken’ which should be updated with the issues of the relevant appliance.
  • There is a section called Remedial Action / Works Undertaken where you can input the works carried out to fix the known issues.
  • Fill in the relevant Fault Details and Click on the Save Button
  • You can now select the < button at the top of your screen and move back to your Gas Certificate record.
  • You can now update the ‘Received’ section and get the Customer to add their Signature to the ‘Customer Signature’ section of the app. After this you should update the details in the ‘Issued‘ tab.
  • You can now sign off the works carried out by signing your signature in the ‘Engineers Signature’ section of the app.
  • At this point you will need to Click on the Save Button
  • When you are in the Certificate you can select the button with 3 lines to either preview the Certificate or to actually email it to the Customer:
  • If you want to preview the report before sending it, choose the “Run Mobile Report” option and the App will then ask you to select the relevant Certificate Report.
  • Once you choose it and click the Run Report button (looks like a rectangle with a triangle in the corner) the App will display the Certificate to you.
  • If you are happy you can then Run & Email which will send a copy of the ‘Gas Certificate’ to the customer email address that was saved in customer setup.
  • You can now change the Status Reason to ‘Job Completed’ and save the record
  • When a job has been marked as completed, it will automatically be updated to the Invoice Stage.

How to find and progress your Invoices

Invoices can be found in the main navigation menu under the “Quotes, Jobs and Invoices“ option. Click on this option and then click on the Invoices option from the next sub-menu.

  • You can now find your job by clicking the filter at the top of the screen. You can view Invoices at all stages below
  • You can track the status of an Invoice. The Invoice will default to ‘Outstanding’ after a job has been marked as complete. Select the Invoice that you want to create and send to customer.
  • Scroll down to the Invoices tab from within the job and then select the invoice record.
  • When you are in the Invoice you can select the button with 3 lines and then you can either run the Invoice to check that it has the correct figures or Run and Email.
  • If you have selected Invoice, you can now ‘Run Mobile Report’ by selecting the button with a triangle on it
  • If you are happy you can then Run & Email which will send a copy of the ‘Invoice’ to the customer email address that was saved in Customer setup. You can now change the Status Reason to ‘Sent’ and Save the record.

How to use your Dashboards

As a user you are able to manage your Jobs, Quotes and Invoices by looking at the Dashboards Tab from the main menu. Go to the main menu and Select Dashboards.

From this Dashboard area, you can monitor the status of either Jobs, Quotes or Invoices from within the App.

Job Summary

When you select Job Summary you then have a choice of what it is you want to see:

  1. Outstanding Jobs
  2. Todays Jobs
  3. Next 7 Days Jobs

For each of these options you can then further see your Jobs by:

  1. Which Engineer they are assigned to
  2. Customer
  3. Status
Quote Summary

When you select Quote Summary you then have a choice of what it is you want to see:

  1. Overdue Quotes
  2. Outstanding Quotes
  3. Accepted Quotes

For each of these options you can then further see your Quotes by:

  1. Customer
  2. Month Raised
  3. Status
Invoice Summary

When you select Invoice Summary you then have a choice of what it is you want to see:

  1. Overdue Invoices
  2. Outstanding Invoices
  3. Paid Invoices

For each of these options you can then further your Quotes by:

  1. Customer
  2. Month Raised
  3. Status

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