Mobile Workforce

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Jun 15, 2023

Mobile WorkForce

Overview

This article will explore Mobile WorkForce in greater detail.

Topics included in this articleOn your Point of Rental server
Employee Setup
Mobile WorkForce Setup
Logging into Mobile WorkForce
Opening the WorkForce App
Contract Actions
Capturing a Signature
Customer Actions
Dispatch Actions
Fulfillment Actions
Item Actions
Time Clock Actions
Manually Updating Mobile WorkForce

As the name implies, Mobile Workforce empowers workers on a job site as well as in the rental yard, by capitalizing on their mobility. Not to be confused with the fully functional remote-access capabilities that have been available in Point of Rental for years, this module does not require full access to your company server. Many rental employees are purposely restricted from editing contracts by management. These workers tend to be drivers, yard, or prep employees whose job descriptions do not include dealing directly with the Counter System to edit contracts. The Mobile Workforce Module is designed to allow those valuable employees to update contract-related information in real-time from their mobile phone or tablet without running the Counter System or a remote desktop.

This is a web-based application rather than a device-specific ‘App’. Mobile Workforce can be utilized with any mobile device (iPhone, Android, any number of tablet devices, or even a laptop). Taking full advantage of the touch-screen user interface of WiFi or broadband-enabled mobile devices, the module reduces what would normally be many labor and paper-intensive steps down to a few simple clicks.

Mobile Workforce allows the mobile worker to eliminate the paper equation by performing tasks onsite without having to be granted full access to the company server. For example, service personnel performing maintenance on a portable sanitation unit can access the service contract from the job site and scan the barcode on the unit to mark the service completed. The task is then instantly reflected in the contract, automatically noting the latitudinal-longitudinal location as well as the date/time stamp. Similarly, a driver delivering a high-reach lift to a job site can open the contract from that site and take a photo of the item delivered as well as have the customer sign for it right on the device. The photo is saved as a contract attachment. The signature capture is instantly reflected in the contract, eliminating the need for paper to be delivered back to the office and filed. In addition, if an employee is sent out to survey a site for delivery and setup, notes can be added to the contract or reservation, detailing the surface and size of the area or any other logistical elements.

While these are a few examples of the ways in which this application can be used currently, our goal is to continue maximizing and enhancing this feature.

On your Point of Rental server

A service runs gathering any tasks that your employees have submitted via the Workforce app and pulls them onto your server. Newly completed tasks are pulled onto your server approximately 1 minute after submission time.

You will be able to view the results of your employee’s Workforce tasks in the Counter System as a call log, photo attachment, or reprint the signature in nearly real-time.

You can view the transactions done by your employees here: Program Menu > Override Reports > WorkForce Edits Report. In Elite, go to Right Menu > Reports icon > WorkForce Edits Report. The report includes what was done, who did it, and where they were (if GPS is on their mobile device).

Pin Icon - Will display a map to show the location of where the driver was when the task was performed. This is useful if you are tracking your trucks, confirming your crew is on-site, or if the equipment was damaged on-site you would have a map of the location.

The service also posts new contract and item data onto our Workforce server. New data is uploaded to the Workforce Server approximately every 15 minutes.

Employee Setup

You must make sure that each employee is set up correctly in Operator ID. Without proper setup, your employee will not have access. Also, employees setting this up must have access to Security.

1. From the Program Menu, select # 10, Security. For Elite/Launchpad, select Configuration/Application Security.

2. Select Employee Setup and select an operator.

3. In the Contact section, enter the employee’s email address and cell phone. Additionally, you have the option of entering their provider.

4. In the Options section, set the employee to the correct Group. Groups can be managed from the main Operator ID screen.

5. In the Security section, set the employee’s password and password level.

a. A password must be set or the employee will not be displayed in the Configure WorkForce Security.

b. Passwords must be 2 characters or longer.

Mobile WorkForce Setup

Mobile WorkForce allows for varying Menu Templates that dictate which WorkForce tasks are allowed for an employee.

Make sure you correctly set your Operator ID (see Employee Setup).

Note: It may take up to 15 minutes for changes to take effect and you must exit the configure utility for changes to save.

1. From the Program Menu, select #10 Security. For Elite/Launchpad, select Configuration/ Application Security.

2. Select Mobile WorkForce Security.

3. Make note of your WorkForce Company ID noted at the top right side of the configure screen. Your employee will need this to log in.

4. In the Menu Template section, use the create button to create a new template for an employee or a group of employees. Templates are used to control what functions your employees will have access to when using Mobile WorkForce.

a. Name the new template.

b. Select the actions available to the employee by checking the appropriate box.

c. Save the template.

Note: if you are scheduling a crew, you can set a default template called (In/Out) and enter the selected Drivers and helpers to this list. This will allow them to log into Mobile Workforce and clock in and out if they have the time clock module.

5. If you modify an existing template (use the up/down arrows next to the Create button), be sure to save it when finished.

6. Select your employee by changing the Store, Group, and Employee selection.

7. Press the Assign to Template button to assign the employee to the selected template.

8. Repeat this process until all applicable employees are assigned to the appropriate templates.

9. As you assign/select employees, you will see the assigned template (see image below).

Logging into Mobile Workforce

Anyone logging into the Mobile Workforce application will log in with the user ID and Password they use while in Point of Rental software. You will also need a Company ID, which can be found at the top of the Mobile Workforce Template. The website they will log into is www.porwork.com.

Opening the WorkForce App

For the best results, we recommend using an Android device and the Chrome Browser if your device supports it.

Note: Your Workforce App will resize itself to the screen of your mobile device.

Your employee logs into the Workforce app at www.porwork.com using:

1. Your Company ID (This is provided in the Configure Mobile WorkForce Security screen)

2. Their Operator ID (This is the same ID used in Point of Rental)

3. Their Operator Password (This is the password set up in the employee’s Operator ID)

Select Language allows you to select different languages from the drop-down menu. You will see this throughout the workforce.

Six failed login attempts will force the user to wait 5 min before retrying, then will be allowed three attempts with a five-minute waiting period.

Note: Only customers who have been active within a year or who have current contracts are going to show up in Mobile Workforce Customer Search. If you are on Elite/Launchpad, then all customers will display regardless of the contract.

Once you are logged in, you will be taken to the home screen. Based on the boxes checked on the tablet for the group or individual, the following icons will be displayed: Contracts, Customers, Dispatch, Fulfillment, Items, Time Clock, and Log Off.

Note: You must have the Dispatch, Fulfillment, and Time Clock modules to use those features.

Contract Actions

Users will be able to search or scan contract numbers. You can use the following search options to refine your search criteria by Contract #, Customer Name, Item Number, Item Key, Part Number, Serial Number, and Item Barcode.

Filters - Selecting the search option or show filters will display additional search features when searching for a contract. For example, Contract #, Customer Name, Contract Info, Item Number, etc.

Partial Search - Searching with the Serial Number or a partial number performs a “Contains” style search. Name, Alias, and barcode are already done in this style search. A search for ‘55’ will find XX55XX and 55XXXX and XXXX55. Previously it would only find 55XXX.

Asterisk - Entering an * in the Contract Search field will display all contract types (Open, Close, IMO, IRO, Quotes, Reservations).

Colors - Items and special fields will display the appropriate red, green, yellow, or gray colors, as seen in Counter System and File Maintenance.

Detailed Contract - Selecting the contract number will display more detailed information about the contract.

Capturing a Signature

Through your Mobile Workforce, you have the capability to capture customers’ signatures on a contract from the jobsite. The signature will be sent back and displayed when the contract is printed. There will also be an edit stored in the transaction edits when the contract is modified.

From your Mobile Workforce device, go to the contract. You will be able to select Signature as an option. The box below will appear where you can have the customers sign and print their names.

Note: if they make a mistake, you can resign by selecting the blue arrows.

When finished, select the submit button. You will be prompted to show the signature was successfully submitted. When a contract is modified, an entry will be added to the transaction edit, showing a signature has been imported.

The signature will appear on the contract when the contract is either viewed on the screen or printed.

PDF Request - This allows you to email a customer a current version of the contract. All you need is an email address to enter and they will receive a copy of the contract.

Note: The email the customer will receive will contain in the body of the email the default email letter that is defined in 9. Configuration > System Configurations > Email Letters. For Elite/Launchpad, Configuration > App Configuration > System Configurations > Email Letters.

Contract Icons - There are three icons, across the top of the screen. By selecting one of these icons, additional information will be displayed in relation to that particular icon: Contract, Customer, or Dispatch.

Contracts - Contract information will be displayed to include: Store Information, Ordered By, Type of Customer, PO#, Job#, Salesman, and Comments.

Show Address Detail - When the Show Address Details button is tapped, Point of Rental pulls the information from the delivery tab on the contract. When the site phone number is tapped, this adds the telephone number into their phone dialer, allowing them to dial the number from Mobile Workforce.

Note: More details coming in under Dispatch regarding all buttons in the contract tab.

Customer Actions

Users will be able to search or scan by customer. The displayed information includes Status, Email, Phone, Mobile, PO#, Work Billing Contact, Billing Phone.

Search Option (Show Filters) - Will display additional search features when searching for a contract. For example, the Customer #, Customer Name, DL No, City, Customer Key, Phone, or Email.

Entering an * in the Customer Search field will display all customers sorting by Key, Customer No, Name, City, Address, Telephone, Email, and DL Number.

Note: Selecting the customer number, will display more detailed information about the customer.

Information Tab - Selecting this option will display detailed information about the customer including Customer Key, Email, Phone, Mobile, Bill Contact, Salesperson, Work #, and Billing Phone #.

There are many useful tools a salesman or driver can use to access, enter, or update a customer contract while in the field.

Call Logs - This allows you to create and add notes to a call log. This will be updated on the customer contract.

Get Directions - This will use your default mapping app to display the address and allow for turn-by-turn directions. (Tested with Google Maps and Waze; may work with other map apps).

New Search - This will allow you to search other customer contracts.

Show/Hide Filters - The Show/Hide feature displays options to refine your Contract, Customer, and Item Searches by Item Type, Contract Status, Sales Rep, and Customer Type. These selections are saved to your device, and the next time you do a search, these features will apply.

Dispatch Actions

Note: Must have the dispatch module integrated.

Dispatch information being displayed will include # of Stops, D/P State, Plan On-Site, Plan Arrive, Plan Depart, Required Arrive, Arrived, Departed, and Delivery Notes.

Select the route to show all deliveries and pickups related to that route.

Note: The driver/crew will only see the assigned routes. Only the dispatcher can see all assigned routes. Only routes with a dispatch status of route confirmed will be displayed.

Don't show this screen for future Start Route Tasks - Next time you select the start route, the screen will not be displayed.

There are many useful tools a salesman or driver can use to access, enter or update a contract in the field. Once a customer contract is selected, it will display the following information: Call Logs, Photos, Select Serialized Item, On My Way, Signature, View Items, Arrived, Departed, Call Off Rent, PickUp Items, Get Directions, and Route Details.

Call Logs - This allows you to create a call log on the customer’s contract.

Photos - This allows a driver or salesperson to take pictures on-site and have them added to the contract. This will show under attachments within the contract. All photos are uploaded to POR Folder > Webtask > Images > Contract Images folder.

Select Serial - This allows you to see serialized items listed on the contract.

On the Way - This will inform the customer through an email notification that the driver is on the way to the customer.

Signature - Allows drivers to capture customers’ signatures on-site, adding them to the contract.

View Items - This shows items listed on the contract.

Arrived - Allows the dispatcher and customer to know when the driver has arrived on site.

Departed - Allows the dispatcher and customer to know when the driver has left the site.

Call-Off Rent - Driver can call an item off rent from the jobsite.

Pick Up Items - Your driver can select what equipment is being picked up from the jobsite. If the total quantity is being picked up, then you can select the all button or check the box next to each item.

Note: You will need to have the contract fulfillment module to be able to use this feature.

If you are picking up an amount other than the total quantity, you can select the green item key and enter a different quantity. Once done select submit.

Get Directions - This will use your default mapping app to display the address and allow for turn-by-turn directions. (Tested with Google Maps and Waze; may work with other map apps).

Route Details - Shows drivers a list of deliveries/pickups for the day. Route details include Stop #, Contract #, Status, Plan Arrive, Plan Depart, Required Arrive, Site, and Store location. Here drivers can select the start route to let the dispatcher know they are beginning their route.

Note: The dispatcher who created the routes will see those routes on WorkForce without having to assign themselves as a driver or crew.

Fulfillment Actions

Note: Must have the Fulfillment module integrated.

Mobile WorkForce Fulfillment offers rental stores an electronic means for prepping/loading/returning items without having to log into the server. This saves the staff time as they can fulfill the contract with their mobile device. Electronically processing allows for real-time communication and access to contract details.

Prep Out - Inventory is pulled, inspected, and staged/packaged for an order.

Prep In - Inventory is inspected, cleaned, and placed back into the warehouse.

Will-Call Out - Inventory is given directly to the customer.

Will-Call In - Inventory is returned directly by the customer.

Load Out - Prepped inventory is placed on a delivery truck.

Load In - Inventory is placed on a vehicle for return.

Deliver Items - Items being unloaded from the delivery truck.

PickUp Items - Items being loaded into the delivery truck.

Prep Out Items Contract List - You will be able to see all contracts that need fulfilling after you select one of the main tabs from the previous button. You will be able to choose by date, select the department, and the store. There are two actions that will display, Not Started and In Process. Any completed action will have to have the Show All Contracts checked. After the contract is selected use the list to select each line or all lines (using the checkbox) and press the Count Out/In button to show completion for the selected items.

For a more detailed view select the item key to view the Item Detail Screen. The detail screen provides more detail than the list view and allows you to select a specific quantity.

Item Actions

A new menu allows you to search for items directly and then perform item-specific tasks.

Item Search - You can search for any item that is not marked as inactive by its key, name/long description, serial number, part number, alias/lookup, item number, or barcode fields. You can type the name or use a 2D Bluetooth scanner on any device.

Radio Buttons - Depending on the item you are searching for different radio buttons will be displayed in relation to the item being viewed.

Request IMO - If an item in the yard requires maintenance you can bring up the Item Record in WorkForce and start an Internal Maintenance Contract that imports into your Point of Rental software. Type in a description that will become the ‘contract info’ text. The item will remain available for rent. Further processing of the IMO is done within the Counter System.

Request IRO - If an item in the yard is broken or otherwise un-rentable, you can bring up the Item Record in WorkForce and start an Internal Repair Contract that imports into your Point of Rental system. Type in a description that will become the ‘contract info’ text. This puts the item out of service and keeps it from being rented until the IRO is closed. Further processing of the IRO is done within the Counter System.

Item Photo - Now that you can have up to 3 images for each item in Point of Rental, we have made it very easy for you to update your item photos right from your rental yard with a single tap. Simply find the Item Record in WorkForce and take the picture from your mobile device. This updates the Item record in Point of Rental and also your hosted website. You can edit the sequence of the images from within File Maintenance.

Note: If you upload more than 3 images for a single item, any image after the 3rd will be added as an item attachment.

Item Meter - You can update the meter on an item that is out on rent or parked in the rental yard. Find the item in WorkForce and type in the new meter reading. If the item is on rent, this new reading will be used as an auto continuation billing or close out the contract and bill for the meter usage.

Item Count - Using a barcode scanner and a mobile device, you can now perform an inventory on sales and parts inventory wirelessly. The item count date and quantity difference are updated in your Point of Rental system. A manager or authorized employee can view these updates to your inventory and finalize them via Inventory Reports > Update Inventory Count.

Time Clock Actions

This allows drivers and helpers to clock in and out from the field.

Note: Must have the Time Clock Module integrated.

The time will be recorded through your Point of Rental Time Clock. On the employee's timesheet, the longitude and latitude will be displayed, indicating the employee's clock in or out while in the field.

Note: The mobile device must have its location services on in order to see the longitude and latitude.

Mobile Workforce Open Images - When capturing an image through Mobile Workforce, it will upload the image and store it as a file in the customer contract.

1. Go to <POR Drive>\WebTasks\Images\Contract Images\

2. Choose any year.

3. Choose any month.

4. Right-click on one of the images.

5. Select Open With.

6. Choose Internet Explorer.