Site Staff Initial Setup

This page walks through the first half hour of a new account, from the email that lets you in to the dashboard you will work from every day.

Your welcome email

Your administrator creates your account from Settings, then Users. Saving the new user both creates the account and emails you a link for creating your password, so the first thing Job Book sends you is that email. It comes from [email protected] with the subject “Your user to access <company name> has been created.” The administrator’s side of this is in Users and Employee Profiles, and what Job Book is for, and what it changes for a technician, is on the Overview.

Two things are worth knowing while you wait for it:

• The email goes to the address on your user account, so it has to be an address you can actually read. If nothing arrives, check with your administrator that the address on your account is right.
• If your address is corrected later, the system does not send the password creation email again. Ask for a password reset instead; see Changing your password or signature later.

Setting your password

Click the link in the email. It opens a page where you set the password you will sign in with from then on. It must be at least 6 characters long, and should follow your company’s own password policy.

That link is the only way to reach the page. It is not on a menu and it is not reachable from the sign-in page, so if the link has expired or the email is long gone, ask for a password reset rather than hunting for the screen.

Once the password is accepted you are taken to your dashboard.

Signing in from then on

Go to your company’s Job Book address, which your administrator will give you. The sign-in page asks for the email address your account was created with and the password you set.

• Type your address in E-Mail Address and your password in Password.
• Click Sign In. Job Book takes you to the dashboard.

If a red bar across the top of the dashboard reads “Your user does not have an Employee Profile. Please contact your administrator.”, your login has no employee profile yet. Jobs and timesheets attach to employee profiles rather than to logins, so a user with no profile can get in but cannot be used to record time or sign documents. Ask your administrator to create one; see Employees.

Adding your signature

If this is your first time in Job Book your signature is not set yet, and a blue notification bar sits across the top of the dashboard:

We do not have your signature on file. Click here to edit your profile and set up your signature, so you can automatically sign forms and save time.

Once a signature is on file you can sign a Daily Work Record with a single click instead of drawing your name on a phone at the end of every day.

• Click the link in the bar. It opens your own profile for editing, the same form you come back to under Changing your password or signature later.
• Click Collect Signature and record your signature, or click Select File and upload an image of your signature.
• Click Save. Job Book takes you back to the dashboard, and the notification bar is gone.

Finding your way around

The dashboard is where you land after signing in, and for daily work it is the only page you need. Most cards work the same way: Create New adds something new and Explore opens the list to view and edit. These are the cards a technician gets.

• My Tasks: part of the tasking and scheduling module. My Schedule shows your calendar and My Unscheduled Tasks lists the tasks that have not been scheduled yet. See Personal Task Management.
• Daily Work Records: where you create and manage DWRs, which you can think of as timesheets. See Site Staff DWR Entry.
• Personal Reports: My Time Cards shows a report and the status of your time cards, and My Expenses does the same for your expenses. See Site Staff Personal Reports.
• Expenses: where you create and manage the expenses you need to be reimbursed for. See Site Staff Expense Entry.
• Leave Requests: the leave module. Company Calendar shows leave on a calendar, and Create New and Explore follow the standard card pattern. See Leave Requests.
• Assets: the asset module, with Create New and Explore. See Assets.
• Safety: the safety module. Hazards / Tailgate Create and Hazards / Tailgate Explore are on the card, and the module’s other forms are behind More…. See Safety.

Depending on the modules your company has and the permissions your company has given you, you might not see every one of these.

Navigate, at the top left, is the main menu, and Settings, at the top right, holds your user settings. For daily work, most staff won’t need the Navigate or Settings menus. The Dashboard page goes through the dashboard card by card, including the cards only office staff see.

Changing your password or signature later

Settings, in the top-right corner of every screen, is where you go when something about your own account has to change. Three of its entries matter here, alongside Log out:

• Change password: changes the password on your account while you are signed in.
• Update profile: your name and an email-contact preference. This is a different screen from your employee profile and it carries no signature, so it is not where a signature is changed.
• Employee Profiles: the list your own record lives in. Its My Profile view holds a single record: yours.

If you have forgotten your password you cannot use Change password, because it sits behind the sign-in. Click Reset Password on the sign-in page instead, and a reset email is sent to the address on file for your account.

To change your signature, click Settings, then Employee Profiles, then the My Profile view, then your record, then Edit.

Once a signature is saved, Signature: shows View and Delete instead of the buttons that collect one. View shows the signature on file and Delete removes it, which leaves you free to record or upload a new one. Click Save when the profile is the way you want it.