Mobile Workforce

Let’s face it—many of your team members are on the move instead of sitting in front of the computer all day. Whether at a Jobsite, in the warehouse, or out in the rental yard, our award-winning Mobile WorkForce gives them access to the information they need as well as the ability to update contract-related information directly from their smartphone or tablet. With access levels granted per user, Mobile Workforce allows employees to take pictures of the equipment on-site, record the customer’s signature, clock in and out, send out delivery and pickup notifications, access dispatch routes, and much more in real-time without requiring full access to the system

Only customers who have been active within a year or who have current contracts will show up in Mobile Workforce Customer Search.

For more information on how Mobile WorkForce works click here. To purchase the Mobile WorkForce module, contact our sales department at sales@pointofrental.com

Topics included in this article

• What is Mobile WorkForce?

• Setup

• Opening the WorkForce App

• Time Clock Actions

• Updating Mobile WorkForce Manually 

What is Mobile WorkForce?

This is a web-based application rather than a device-specific ‘App’. Mobile Workforce can be utilized with any mobile device, be it an 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 to a few simple clicks.

Mobile Workforce allows mobile workers 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 Jobsite 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 Jobsite 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 the 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 number of logistical elements.

How does it work?

On your Point-of-Rental server:

On your POR Server, a service runs to gather 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.

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.

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

The report includes what was done, who did it, and where they were when the task was complete. You can view the transactions done by your employees here:

• Expert: Program Menu>Override Reports>WorkForce Edits Report. d.
• Elite: Right Menu > Reports

Setup

To set up Mobile WorkForce, you'll need to set up employees and Mobile WorkForce Configurations

Employee Set Up

** You must make sure that each employee is set up correctly in Operator IDs. Without proper setup, your employee will not have access to Mobile WorkForce.

1. From the Program Menu, select # 10. Security.
     
2. Select Employee ID and select an operator.
     
3. In the Contact section, enter the employee’s email address, cell phone, and cell provider (this is optional).
     
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.  *You must first set up your Operator ids correctly. (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.
2. Select Configure WorkForce Security. You'll be brought to the window  below.
   
   
   
3. Make note of your WorkForce Company ID noted at the top 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 control what functions your employees will have access to when using Mobile WorkForce. 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 the Mobile Workforce and clock in and out.
   1. Name the new template
   2. Select the actions that will be available to the employee by checking the appropriate box
   3. Save the template
           
5. If you modify an existing template (use the up/down arrows next to the Create button), be sure to save it when you're done.
     
6. Select your employee by changing the Store, Group, and Employee selection.
     
7. Press the Assign to Template button to assign the employee selected 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).
   

Opening the WorkForce app

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

1. Go to www.porwork.com on a mobile device or browser.
   
   
   
2. Enter your Company ID. You can find this by following the below path for your product.
   1. Expert: Program Menu > Security > Mobile WorkForce Security > Top-right corner of the window
   2. Elite: Configuration Gear icon > Security (under Core Options) > Mobile WorkForce Security > Top-right corner of the window
      
      
3. Their Operator ID. (This is the same ID used in Point-of-Rental)
   
   
4. Their Operator Password. (This is the password set up in the employee’s Operator ID)
   1. Six failed login attempts will force the user to wait 5 minutes before retrying. Then, the user will be allowed three attempts with a five-minute waiting period.
        
5. Press Login. Once logged in, you'll be taken to the WorkForace action menu. Please note, your Workforce App will resize itself to your mobile device's screen.
   

Time Clock Actions

To get here, from the Action Menu, press Time Clock > Clock In/Out.

The time will be recorded through your Point of Rental Timeclock. On the employee's timesheet, the longitude and latitude will be displayed, indicating the employee clocks in or out from the field.

Updating Mobile WorkForce Manually

Go to Program Menu->Security->Mobile WorkForce Security->Update WorkForce at the top of the page

Then click Update WorkForce Data. Click Yes to all prompts.