DefAct
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All sections

Getting started

  1. How DefAct is put together
  2. Quick start for a service company
  3. Installing the app and signing in

Technician

  1. The app — main screen and tabs
  2. Jobs from the manager
  3. How to fill in a document
  4. Defect report
  5. Estimate and prices
  6. Equipment inspection act
  7. Work order and completion act
  8. Photos and signatures
  9. PDF and sending to the customer
  10. Document history
  11. Sync and working offline
  12. Directories — customers, equipment, work and parts
  13. Settings, tutorial and support

Manager and dispatcher

  1. The service company cabinet
  2. Requests from customers
  3. Dispatch — jobs for mechanics
  4. Internal review and work control
  5. Customers and customer access
  6. Team, roles and devices
  7. Company and details
  8. Subscription and payment
  9. Directories in Excel — company data
  10. 1C integration
  11. Profile, password and deleting an account

Customer

  1. The customer portal — signing in and getting started
  2. Approving the contractor's documents
  3. Repair requests to contractors
  4. Equipment analytics
  5. Employees, contractors and the customer's details

Solo technician

  1. Solo technician — working alone

Questions and problems

  1. Common questions

Dispatch — jobs for mechanics

Who does what and by when. The mechanic gets the job in the app, and the document for it opens already filled in.

The job board

In the Dispatch section all the company's jobs are laid out in columns:

Column What it means
Unassigned A job without a technician — any free mechanic can take it
Assigned A technician is chosen but has not answered yet
Accepted The technician accepted the job or took it themselves
In progress The technician started work — the document exists
Done A PDF was built for the document — the job closed itself
The job board: columns by status, deadline and technician on each card
The job board: columns by status, deadline and technician on each card

A card shows the job number and gist, the equipment, the customer, which document to make, the deadline and the technician. Overdue jobs are marked red; their number and the number of unassigned jobs also appear on the Overview.

Jobs can be assigned by the owner, an admin and a controller. Dispatch is available on company plans, when the company has two or more employees.

Assigning a job

Press New job and fill in three blocks:

  1. What to do — the gist briefly, for example "hydraulic leak — check the hoses", and the details: what is known about the breakdown, what to take along.
  2. Where and who with — the customer and their equipment from the directories, the address and who meets you on site.
  3. Who and when — the technician, which document to make and the deadline.
A new job: what to do, where and who with, who and when
A new job: what to do, where and who with, who and when

The technician can be left unassigned — the job then goes to Unassigned and whoever is free takes it. The document type can be left to the technician. Without a date there is no deadline.

Press Assign the job — the mechanic receives it in the app.

A job for a customer request is created from the request itself: the Assign a job button carries over the address, the contact and the description.

What happens next

  • The mechanic sees the job in the app and accepts it or declines with a reason. Declining returns the job to Unassigned, with the reason shown on the card.
  • When the mechanic starts work, the app creates the document — customer, equipment, address and gist already filled in. The job moves to In progress.
  • When a PDF is built for the document, the job moves to Done by itself.

Jobs are stored on the server, so two people cannot take the same one. The job list is visible in the app even offline, but accepting or taking a job requires a connection.

Changing or cancelling

Right on the card you can change the technician in the drop-down, Take it myself — if you are going yourself — or Cancel the job.