User Manual

Table of Contents

1. Getting Started

System Requirements

• Modern web browser (Chrome 90+, Firefox 88+, Safari 14+, Edge 90+)
• Internet connection
• Location services enabled (required for cleaners)
• Camera access (for geofence photo verification)

Logging In

1. Navigate to webapp-601-aoz.pages.dev
2. Enter your email address and password
3. Click "Sign In"
4. You'll be redirected to your role-specific dashboard

User Roles

2. Dashboard Overview

The dashboard provides a quick overview of operations, customized for your role.

Admin/Manager Dashboard

• Work Orders Summary: Count of work orders by status (Assigned, In Progress, Completed, Approved)
• Recent Activity: Latest work orders and status changes
• Overdue Work Orders: Work orders past their scheduled date
• Cleaner Tracking: See which cleaners are clocked in today and view their location trails

Cleaner Dashboard

• Welcome header: Name, date, Clock In/Out buttons, work order count
• Today's Route: Work orders scheduled for today with Start Job/Job Done buttons
• All Work Orders: Full list of assigned work orders (past, present, future)

3. Work Order Management

Creating a Work Order

1. Click "Work Orders" in the navigation
2. Click "Create Work Order"
3. Complete the 4-step wizard:
   • Step 1: Customer Selection
   • Step 2: Service Details (date, time, assigned cleaner, notes)
   • Step 3: Line Items (services and pricing)
   • Step 4: Review & Submit
4. Click "Submit" to create the work order

Work Order Status Flow

Assigning Cleaners

1. Open the work order details
2. Click "Edit"
3. Select a cleaner from the "Assigned Cleaner" dropdown
4. Set scheduled start and end date/time (required)
5. Click "Save" — status automatically changes to ASSIGNED

4. Geofence & Job Verification

When a cleaner taps "Start Job", the system verifies they're at the correct location:

Photos are stored with the work order and visible to admins/managers in the work order detail view. The geofence radius defaults to 150 meters and uses the building's GPS coordinates from the customer record.

5. Customer Management

Adding a Customer

1. Click "Customers" in the navigation
2. Click "Add Customer"
3. Fill in: company name, contact info, billing and service addresses
4. GPS coordinates are auto-filled from address (used for geofence)
5. Click "Save"

Customer Hierarchy

The system supports a 3-tier hierarchy:

• Main Customer: Top-level (e.g., Property Management Company)
• Sub-Customer: Mid-level (e.g., Building)
• Sub-Sub-Customer: Bottom-level (e.g., Unit/Suite)

6. Cleaner Management

Adding a Cleaner (Admin only)

1. Go to Admin → Users
2. Click "Add User"
3. Enter cleaner information (name, email, password)
4. Set Role to "CLEANER"
5. Click "Create User"
6. Share credentials with the cleaner

Cleaner Capabilities

• View assigned work orders (Today's Route + All Work Orders)
• Clock in/out with GPS tracking
• Start/complete jobs with geofence verification
• Take verification photos when outside geofence
• View own location trail for the day

7. Time Tracking & Payroll

How It Works

Cleaners clock in at the start of their shift and clock out at the end. Each clock in/out creates a time entry with GPS location.

Payroll Time Report

• All Cleaners view: Summary table with total hours per cleaner for the period
• Per-cleaner view: Detailed time entries (clock in/out, hours, location, status)
• Week navigation: Prev/Next buttons to step through weeks (default: current week, Mon-Sun)
• Actions: Approve, reject (with reason), edit (with rationale), view GPS

Timesheet Export

Export a CSV file with:

• Date rows x Cleaner columns (pivot-style format)
• Two columns per cleaner: HH:MM:SS + decimal hours
• All active cleaners included (even zero hours)
• TOTAL row per cleaner + PAYROLL TOTAL grand total
• Opens directly in Excel

8. Location Tracking

While clocked in, the app tracks cleaner GPS every 2-3 minutes to create a location trail.

• Automatic: Starts with clock-in, stops with clock-out
• Cleaner Tracking button: Admin/Manager dashboard shows active cleaners today
• Trail view: Click "Trail" next to a cleaner's name to see their GPS trail on a map
• Access control: Admins/Managers see all cleaners; cleaners see only their own trail

9. QuickBooks Integration

Connect to QuickBooks Online to sync customers and create invoices from approved work orders.

Quick Setup

1. Go to Admin → System Settings
2. Find "QuickBooks Online Integration"
3. Click "Connect to QuickBooks"
4. Authorize in the QuickBooks popup
5. Connection complete!

Syncing Work Orders

1. Open an APPROVED work order
2. Click "Sync to QuickBooks"
3. System creates an invoice in QuickBooks
4. Status changes to SYNCED_TO_QBO

10. Admin Functions

User Management

• Create new users (Admin, Manager, Cleaner roles)
• Edit user information and change roles
• Activate/deactivate user accounts

System Settings

• Company information (name, logo, address)
• QuickBooks Online integration
• System configuration

Reports

• Payroll Time Report (all cleaners summary + per-cleaner detail)
• Timesheet Export (pivot-style CSV)
• Overtime Report
• Geofence Violations
• Weekly Summaries (send to cleaners)

11. Support

Additional Resources

• Cleaner Guide & SOP
• Admin & Manager Guide
• Work Order Status Guide
• Install Mobile App
• QuickBooks Setup Guide
• Security Information
• Privacy Policy
• Terms & Conditions