Corejobtrack User Guide

> Dual-mode (employee/customer) iOS task and ticket management app for Your company.

> Supports employees (full task and ticket management) and customers (portal access for tickets and company info).

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Quick Start

For Employees

1. Download the app (see Download and Log In).

2. Sign in with your email/username and password.

3. Create a task or ticket via the + button.

4. Edit by tapping any item in the inbox.

For Customers

1. Create an account or join existing (see Create an Account or Join an Existing Account).

2. Sign in with your email and password (or use a magic link).

3. Create a support or service ticket via the + button.

4. Edit company, contacts, or equipment via the profile menu.

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Table of Contents

Employee Guides

Customer Guides

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Access Level Summary

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Placeholder Images

The following placeholder images are referenced in the guides. Add actual screenshots to docs/user-guide/images/ and replace as needed:

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Troubleshooting

*[Placeholder: Add common issues and solutions, e.g., "Can't log in," "Offline sync," "Push notifications not working," etc.]*

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Function Inventory

For a detailed list of all functions and their access levels, see function-inventory.md.

Create an Account (Customer)

This guide covers how to create a new customer account in Corejobtrack. Use this when your company is not yet in the system. To join an existing account (e.g., you have a customer number), see Join an Existing Account.

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Access

1. Open the Corejobtrack app.

2. On the Login screen, tap Create Account.

3. The registration form opens.

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New Company Flow

Company Info

*Required when creating a new company (not joining an existing one).

Your Info

Password

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Outcomes

After tapping Create Account, one of these results occurs:

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Tips for Novice Users

Join an Existing Account (Customer)

This guide covers how to join an existing customer account when you have a customer number. Use this when your company is already in the system and you need access (e.g., as a new employee or location).

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Access

1. Open the Corejobtrack app.

2. On the Login screen, tap Create Account.

3. In the Company Info section, turn on the toggle "I have a customer number".

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Form Changes

When "I have a customer number" is on:

The address fields (Address, City, State, ZIP) are hidden. You still fill in:

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Approval Flow

Joining an existing account often requires approval:

1. Fill in the form and tap Create Account.

2. If approval is needed, you see the "Account Pending" screen:

3. Tap Back to Login to return to the login screen.

4. You cannot sign in until an admin approves your request.

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When You're Approved

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Tips for Novice Users

Create Support or Service Ticket (Customer)

This guide covers how to create a support or service ticket from the customer portal. You can request help for equipment issues, technical support, or other needs.

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Access

1. Sign in to Corejobtrack as a customer.

2. On the home screen (ticket list), tap the + button in the top-right.

3. The New Ticket form opens.

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Ticket Type

Choose the ticket type with the segmented picker at the top:

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Details Section

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Priority

Set Urgency to Low, Medium, High, or Critical. This helps staff prioritize your request.

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Service Ticket Only: Dispatch Type

For Service Tickets, select Dispatch Type:

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Service Ticket Only: Equipment

For Service Tickets, you can link equipment:

Add Equipment

1. Tap Add Equipment.

2. Select from your company's equipment list (equipment you've added under Edit Equipment), or add new equipment inline.

3. For each equipment item, add a problem description (required). Tap the item to add or edit the problem.

Problem Description

Each equipment item needs a description of what's wrong. Tap the item and enter the details in the problem editor. You cannot submit until all equipment has problem descriptions.

Add More

Tap Add More Equipment to add additional items. Swipe left on an item to remove it.

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Submitting

1. Tap the checkmark (✓) in the top-right to submit.

2. The form closes and your ticket appears in the list.

3. Internet required — You must be online to submit. The submit button is disabled when offline.

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Tips for Novice Users

Edit Profile, Company, or Equipment (Customer)

This guide covers how to update your company information, contacts, equipment, and profile from the customer portal.

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Profile Menu

1. Sign in to Corejobtrack as a customer.

2. Tap the profile icon (top-left) to open the menu.

The menu includes:

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Edit Company

Purpose: Update your company's business information and address.

1. Profile menu → Edit Company.

2. Edit the fields:

3. Tap the checkmark (✓) to save, or Cancel to discard.

Note: You must be online to save. Changes cannot be saved when offline.

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Edit Contacts

Purpose: Manage the list of contacts for your company (e.g., other employees who can use the portal).

1. Profile menu → Edit Contacts.

2. View the list of contacts.

3. Add: Tap + to add a new contact.

4. Edit: Tap a contact to edit name, email, phone, and other details.

5. Primary: One contact can be marked as primary (used for default notifications).

Pull down to refresh the list.

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Edit Equipment

Purpose: Manage the equipment (machines, devices) associated with your company. This list is used when creating service tickets.

1. Profile menu → Edit Equipment.

2. View the list of equipment.

3. Add: Tap + to add new equipment. Enter make, model, serial number, location, etc.

4. Edit: Tap an item to update details.

5. Equipment log count: Some equipment may have a count badge. Tap to log or view count history.

Pull down to refresh the list.

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Profile and Settings

Access via Profile menu → Settings.

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Customer Number

Your customer number appears in the profile menu under "My Company." Tap it to copy to the clipboard. Use it when new users need to join your account (see Join an Existing Account).

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Tips for Novice Users

Download and Log In (Employee)

This guide covers how to obtain the Corejobtrack app and sign in as an employee. For customer login and registration, see the Customer guides.

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Where to Get the App

*[Placeholder: Add your distribution method here — e.g., App Store link, TestFlight invite, or enterprise MDM install instructions.]*

Supported devices: iPhone with iOS 18.6 or later.

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First Launch

When you open Corejobtrack for the first time:

1. You will see the login screen with a video background.

2. The app checks server connectivity automatically. The status appears at the bottom of the screen.

3. Enter your Email or Username and Password in the Sign in section.

!Placeholder: Login screen

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Login Form

Sign In Section

Actions

Unified login: If you enter employee credentials, you will be signed in as an employee. If you enter customer credentials, you will be signed in as a customer. The app detects the account type automatically.

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Preferences

These options appear below the action buttons and affect how the app behaves on future launches:

Biometric login: After saving credentials and enabling biometrics, a Login with Face ID (or Touch ID) button appears. Tap it and complete the biometric prompt to sign in quickly.

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Server Status Indicator

At the bottom of the login screen, the app shows:

The app version and server version are also displayed for troubleshooting.

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Tips for Novice Users

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Advanced: Security and Rate Limiting

Create Ticket or Task

This guide covers how to create tasks, service tickets, and support tickets from the main inbox. See Service Ticket Guide for detailed field descriptions and Task Templates for using templates.

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Opening the Create Menu

1. From the Home screen (inbox), tap the floating action button (round + button) in the bottom-right corner.

2. The Create New sheet appears with four options.

!Placeholder: Create menu

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Task from Template

Use a pre-defined template to quickly create a task with common fields already filled in.

1. Tap Create New.

2. Expand Task from Template (first option).

3. Tap the template you want. The list shows each template's name and description.

4. The task creation screen opens with:

5. Edit any fields as needed and tap Create to save.

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Blank Task

Create a task from scratch without a template.

1. Tap Create New.

2. Tap Blank Task.

3. Fill in the Task Details section:

4. Add Steps if desired. Each step can be checked off when completed.

5. Optionally link a Customer, Contact, and Equipment.

6. Add Attachments if needed.

7. Configure Task Sharing (Public/Private, assign users or teams).

8. Tap Create.

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Service Ticket

Service tickets are used for field work, equipment repairs, and on-site visits. Creation follows a Customer → Equipment → Details flow.

1. Tap Create New.

2. Tap Service Ticket.

3. Select Customer: Tap Select Customer to search or enter a customer. See Database Lookups for customer search tips.

4. Select Contact: After choosing a customer, tap Select Contact to pick a contact from that customer's list (or leave unassigned if none).

5. Equipment: Add equipment from the customer's list or add custom equipment. For each item, you can add a problem description.

6. Ticket Details:

7. Add Attachments and configure Ticket Sharing as needed.

8. Tap Create.

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Support Ticket

Support tickets are used for customer issues that don't require field dispatch. The flow is similar to service tickets but without dispatch type.

1. Tap Create New.

2. Tap Support Ticket.

3. Select Customer → Select Contact → Equipment (same as service tickets).

4. Ticket Details: Title (optional), Description, Urgency.

5. Add Attachments and Ticket Sharing.

6. Tap Create.

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Offline Creation

If you are offline (no network connection):

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Tips for Novice Users

Edit Ticket or Task

This guide covers how to open and edit tasks, service tickets, and support tickets. For detailed service ticket fields, see Service Ticket Guide. For signature collection, see Signature Collection.

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Opening a Record

1. From the Home screen (inbox), tap any task or ticket in the list.

2. The appropriate edit view opens:

Use the filter bar at the bottom (All, Tasks, Service, Support) to narrow the list. Pull down to refresh and load the latest data.

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Task Editing

The task edit screen includes:

Saving: Tap Save in the navigation bar. Changes sync to the server (or queue offline if disconnected).

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Service Ticket Editing

Service tickets have many sections. Key areas:

See Service Ticket Guide for full field descriptions.

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Support Ticket Editing

Support tickets are similar to service tickets but do not include:

They do include status, urgency, resolution, and the resolved checkbox.

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Quick Actions (Context Menu)

From the inbox list, long-press (or swipe) a record to open the context menu:

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Delete, Archive, and Trash

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Tips for Novice Users

Service Ticket Guide

This guide covers how to fill out a service ticket in detail. Service tickets are used for field work, equipment repairs, and on-site visits. For creation flow, see Create Ticket or Task. For signature collection, see Signature Collection.

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Form Sections Overview

When editing a service ticket, you'll see these sections (order may vary):

1. Customer — Company and address

2. Contact — Person to contact

3. Equipment — Machines or devices

4. Details — Title, description, status, urgency, dispatch

5. Session Time — Time entries for the visit

6. Private Notes — Internal notes

7. Attachments — Files and photos

8. Communication Log — Email/activity history

9. Signature — Collect or view signature status

10. Task Sharing — Visibility and assignments

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Customer Section

Purpose: Link the ticket to a customer (company).

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Contact Section

Purpose: Identify the person at the customer site to contact.

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Equipment Section

Purpose: List the equipment involved in the service call.

You can edit or delete equipment items. Swipe left on an item to delete.

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Details Section

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Session Time Section

Purpose: Record when work was performed and by whom.

Use this to track billable hours and technician assignments.

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Private Notes

Internal notes visible only to employees. Use for sensitive information or internal comments not meant for the customer.

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Attachments

Add photos, PDFs, or other files. Useful for before/after photos, diagrams, or supporting documents. Tap the attachment area to add or remove files.

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Communication Log

Shows email and activity history. Read-only. New emails are sent from the server when appropriate (e.g., signature requests).

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Signature Section

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Task Sharing

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Tips for Novice Users

Signature Collection

This guide covers how to collect a customer signature on a service ticket. Signatures confirm that work was completed (or that the customer declined to sign) and can trigger summary emails.

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When to Use

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Starting the Signature Flow

1. Open the service ticket you want to sign.

2. Scroll to the Signature section.

3. Tap Get Signature (or equivalent button).

4. The signature flow opens in a sheet.

!Placeholder: Get Signature button

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Signature Flow Steps

Step 1: Is this issue resolved?

Before collecting the signature, you are asked whether the issue has been resolved.

Tap Continue to go to the signature canvas.

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Step 2: Signature Canvas

The customer signs on the screen:

1. Draw signature — Use a finger or Apple Pencil on the canvas.

2. Printed name — Enter the signer's full name (pre-filled from contact when available).

3. Email — Optional; used for sending a summary email.

4. Send summary email — Toggle to send an email to the customer with ticket details.

5. Safety covers — *(If applicable)* Indicate whether safety covers are OK and add notes.

Tap Submit when done. The signature is saved and the ticket status is updated.

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Step 3: Success

A confirmation screen appears. Tap Done to close and return to the ticket.

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Decline Flow

If the customer cannot or will not sign, use Decline Signature:

1. From the Signature section, tap Decline (or similar).

2. Select a decline reason:

3. Choose options:

The ticket is marked as Declined and the status is updated.

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Status Badges

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Offline Signature Save

If you are offline when submitting a signature:

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Tips for Novice Users

Support Ticket Handling

This guide covers how to work with support tickets. Support tickets are used for customer issues that don't require field dispatch. For creating tickets, see Create Ticket or Task. For editing basics, see Edit Ticket or Task.

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Differences from Service Tickets

Support tickets share the same Customer, Contact, and Equipment model as service tickets but do not include:

Support tickets do include:

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Status Options

Support tickets use statuses such as:

*(Exact options may vary by organization.)*

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Urgency

Set Urgency to Low, Medium, High, or Critical to indicate priority. This affects filtering and display in the inbox.

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Customer, Contact, and Equipment

The Customer and Contact sections work the same as service tickets:

1. Customer — Search or select from the customer database.

2. Contact — Pick a contact from the customer's contact list.

3. Equipment — Add equipment from the customer record or add custom equipment with a problem description.

See Database Lookups and Service Ticket Guide for details.

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Resolution

Use these when closing out a support ticket after the issue has been addressed.

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Workflow Tips

1. Create — Use the + button → Support Ticket. Select customer, contact, and optionally equipment.

2. Update status — Change status as you work (e.g., open → in_progress → resolved).

3. Add resolution — When done, check Resolved and fill in the Resolution field.

4. Quick actions — Long-press the ticket in the inbox to Complete, Archive, or Clone.

Task Templates

Task templates let you create tasks quickly with pre-filled fields. Use them for recurring workflows (e.g., weekly reviews, onboarding steps).

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Accessing Templates

1. Tap the profile/menu icon (top-left on the Home screen).

2. Tap Templates.

3. The Templates list opens.

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Template List

The list shows each template with:

Tap a template to edit it. Swipe left to delete.

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Create Template

1. Tap Create Template.

2. The template editor opens.

Template Fields

3. Tap Save to create the template.

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Edit Template

1. Tap a template in the list.

2. Modify any fields.

3. Tap Save.

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Delete Template

1. Swipe left on the template in the list.

2. Tap Delete.

3. Confirm in the alert.

Deleting a template does not affect tasks already created from it.

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Using a Template

1. Tap the + button on the Home screen.

2. Expand Task from Template.

3. Tap the template you want.

4. The task creation screen opens with fields pre-filled. Edit as needed and tap Create.

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Manage Task Types

From the Templates screen, tap Manage Task Types to add, edit, or remove task types used across templates and tasks. *(Admin only in some configurations.)*

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Tips for Novice Users

Notifications

Corejobtrack keeps you informed with in-app notifications and push notifications. This guide covers how notifications work and how to manage them.

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Accessing Notifications

1. Tap the bell icon in the top-right of the Home screen.

2. The Notifications screen opens with two tabs: Activity and System.

!Placeholder: Notifications screen

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Activity Tab

Purpose: Server-synced notifications from other users and system events.

Tapping a notification can navigate to the related task or ticket.

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System Tab

Purpose: Local app notifications (connection status, sync errors, etc.).

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Notification Banner

When a notification arrives while the app is open, a banner may appear at the top of the screen. Tap it to go to the related item or dismiss it.

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Push Notifications

Purpose: Receive alerts when the app is closed or in the background.

Push is used for:

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Badge Count

The bell icon shows an unread badge when there are unread notifications. The count reflects both Activity and System notifications (combined or separate depending on implementation).

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Polling

Activity notifications are updated by polling the server (e.g., every 60 seconds). Pull down on the Activity list or tap Refresh to get the latest immediately.

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Tips for Novice Users

Database Lookups

Corejobtrack provides search and lookup features for customers, vendors, equipment, and unified search across tasks and tickets. This guide covers how to use them.

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Unified Search (Home Screen)

Purpose: Search across tasks, service tickets, and support tickets from the inbox.

1. On the Home screen, tap the search bar at the top.

2. Type your query.

3. Results update as you type.

Search Modes

The app may use different search methods depending on server support:

Search results can include items from Archive and Trash (Trash for admins only). Matching items appear in the list with a source badge.

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Customer Lookup

Used when creating or editing service tickets, support tickets, or tasks that need a customer link.

Customer Wizard

1. Tap Select Customer (or Change Customer).

2. The Customer Wizard opens.

3. Search: Type the company name (e.g., "Allegra Detroit"). Results appear as you type (debounced).

4. Select: Tap a customer to choose them.

5. Manual entry: If the customer isn't in the database, use manual entry to add details directly to the ticket.

Customer Editor (Standalone)

Access via Profile menu → Customers.

See Other Features for more on the Customers screen.

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Vendor Lookup

Access via Profile menu → Vendors.

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Equipment Lookup

Equipment is managed within tickets (service or support), not as a standalone lookup.

Equipment can also be edited in the Customer Editor (Profile → Customers → select customer → Equipment) so it appears in future lookups.

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Offline Caching

Customer and vendor search results may be cached locally for offline use. When you search while offline, the app uses the cache. Cache is updated when you're online and perform searches.

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Tips for Novice Users

Other Features

This guide covers additional employee features: Archive, Trash, Customers, Vendors, Settings, filters, sort, and related tools.

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Archive

Purpose: Store completed or inactive items without deleting them.

Access

Profile menu (top-left) → Archive.

Actions

Archiving from Inbox

Long-press a record → Archive. Or use the Complete flow, which may offer Archive as an option.

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Trash

Purpose: Temporarily hold deleted items. Admin only.

Access

Profile menu → Archive → switch to Trash (or access via Trash in navigation, if configured).

Actions

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Customers

Purpose: Manage customer records (companies, contacts, equipment).

Access

Profile menu → Customers.

Features

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Vendors

Purpose: Manage vendor records.

Access

Profile menu → Vendors.

Features

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Settings

Purpose: Configure profile, appearance, and app behavior.

Access

Profile menu → Settings.

Sections

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Filters and Sort

Filter

Tap the Filter button on the Home screen to open filter options:

Tap Apply to apply filters.

Sort

Tap the Sort button to order the inbox:

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Task Types

Purpose: Define task types (e.g., "Review", "Follow-up") for organization and color coding.

Access

Profile menu → Templates → Manage Task Types.

Features

*(Admin only in some configurations.)*

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Pending Sync Banner

When you create or edit items offline, they are queued for sync. A Pending Sync banner appears at the top of the inbox showing how many items are waiting. When the device reconnects, the app syncs automatically.

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Pending Contacts (Admin)

If you are an admin, a Pending Contacts banner may appear when customers have requested to join an existing account. Tap to review and approve or reject.

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Profile Menu Quick Links

The profile menu includes links to:

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Turbo Mode (DEBUG Only)

In development builds, Turbo Mode switches the app to a local server (e.g., 10.0.0.94:8443) for faster development. It is disabled in production builds. Enable/disable from Settings when available.

Corejobtrack Function Inventory

This document lists all user-facing functions and features, categorized by access level (Employee, Customer, Shared) and mapped to the appropriate user guide.

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Employee-Only Functions

01-download-and-login

02-create-ticket-or-task

03-edit-ticket-or-task

04-service-ticket-guide

05-signature-collection

06-support-ticket-handling

07-task-templates

08-notifications

09-database-lookups

10-other-features

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Customer-Only Functions

01-create-account

02-join-existing-account

03-create-support-or-service-ticket

04-edit-profile-company-equipment

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Shared Functions (both modes)

User Guide Images

Place screenshot images here for the Corejobtrack user guide. Replace the placeholders referenced in the guides:

Recommended: 2x or 3x resolution for Retina displays. PNG format preferred.