Adding your company admins

General settings & company information

Configuring payroll settings

Configuring basic company settings

Importing existing data (users, projects, cost codes, materials, etc)

Activating and managing the Gmail integration

Handling 'Exclusive Access' sessions

Connecting inboxes to Ontraccr

Update 3.10.0

Configuring overtime options

Update 3.11.0

Tracking time from the field

Customizing profile names

Activating and managing the Sage 100 Contractor integration

Update 3.14.0

Geofencing and location data

Global vs project forms

Getting started with time tracking

Creating your first project

Create a form from a template

Custom form lists/tables

Update 3.13.0

Time card entry

Ontraccr features overview

How to access the Ontraccr apps

Time card submission and approval

Customizing time cards

Creating your first board

Customizing profile names & types

Custom timesheet exports

Creating your first form

File management and storage

Tablet Mode setup and operation

Getting started with scheduling

How time tracking works in Ontraccr

User roles & permissions

Update 3.15.0

Update 3.8.0

Update 3.12.0

Syncing invoices (receivable) from Ontraccr to QBO

How the QBO integration works

Activating and managing the QBO integration

Syncing time cards from Ontraccr into QBO

Syncing inventory across Ontraccr and QBO

Syncing purchase orders from Ontraccr into QBO

Updating web and mobile app versions

Mobile app is not showing expected data

Form is not submitting or approving

Mobile app is not allowing photo uploads

Web app is not showing expected data

Geofencing is not working

Service/dispatching system example

User Map

Managing users

Board workflow automations

How do boards work?

Creating a board from a template

Creating a board from scratch

Customizing board statuses

Sharing boards with other users

Adding and moving cards

Board viewing options

Configuring board email notifications

Locking boards

Common board use-cases

Managing tasks

How do forms work?

Creating a form from scratch

Accessing and completing forms

Approving/rejecting forms

Triggering forms from a board

Custom board templates

Update 3.4.0

How the Sage 100 Contractor integration works

Syncing time cards from Ontraccr into Sage 100 Contractor

How job costing works in Ontraccr

Managing cost codes

Setting up budget tracking

Using job costing templates

Data Deletion Request

User certifications

Scheduling options in Ontraccr

Checking user availability

Field schedule viewing options

Creating and managing shifts

Tracking costs and progress updates

Managing purchase orders

Uploading payable invoices

Customizing project tabs

Customizing cost code profiles

Customizing user profiles

Cost code dynamic rates

Managing teams

How does file storage work in Ontraccr?

Auto-generated folders

Using file/folder controls

Setting file/folder permissions

File versioning

Supported file types

Using project folder templates

Getting Started

Project Management

Job Costing

Customer Management

Boards

Forms

Time Tracking

User Management

File Management

Materials

Scheduling

Field Schedule

Gantt Schedule

Equipment

Live Feed

Mobile App

Settings & Configuration

Reports & Analytics

Set up and manage all your Ontraccr integrations.

Integrations

Quickbooks Online (QBO)

Sage 100 Contractor

Stripe

Explorer Eclipse

Procore

Microsoft 365 / Outlook

Gmail

Salesrabbit

Something not working? Find the help here.

Troubleshooting

Common Workflows

Best Practices

View all Ontraccr software update details here.

Software Updates

3.20+

3.10+

3.0+

Other Information & Policies

<h2>How time tracking works in Ontraccr</h2>Time tracking in Ontraccr consists of four main parts (in order):<figure class="image"><img src="https://cdn-assets.productfruits.com/996e7f59-663e-4c7e-a1c0-c521ab049ab0"></figure>Please note:<ul><li>Submission (2) and approval (3) steps are essentially optional, this really just comes down to whether you want your team to submit and approve time cards in Ontraccr. Otherwise, you can also get by with only time card entry (1).&nbsp;</li><li>Payroll syncing (4) is only relevant to your time tracking process if you've integrated a supported accounting tool with Ontraccr. If you have an active integration, once time cards are fully approved, they can sync into your accounting software automatically. For more information on Ontraccr's supported integrations, please visit the Integrations section of the Learning Center.</li></ul><h2>Setting up your time card entry process</h2>There are many different ways you can allow your users to <a href="https://help.ontraccr.com/en/article/time-card-entry" target="_blank" rel="noopener noreferrer">track their time</a>. At a basic level, every time card in Ontraccr consists of the following fields of information:<ul><li>Date</li><li>Hours or Start Time / End Time</li><li>Type (work, break, overtime)</li><li>Project</li><li>Phase</li><li>Cost Code</li><li>Notes</li></ul>Time cards can be entered either by real-time clock in / out or by manual entry:<img class="image_resized" style="width:23.35%;" src="https://cdn-assets.productfruits.com/75a8d5df-a8c3-431e-b05e-5b015caa56fe">&nbsp;<img class="image_resized" style="width:23.3%;" src="https://cdn-assets.productfruits.com/e1c298cf-293a-4323-8d61-258f41d9fcb0">When it comes to entering information into time cards, you can customize your team's experience to make sure it suits your time tracking needs.The Settings &gt; Time Tracking &gt; Clock Settings page will show you a number of foundational time tracking options.<img class="image_resized" style="width:61.13%;" src="https://cdn-assets.productfruits.com/427c7118-3828-4a05-b0f5-992e95edafb7">The 'Require Job Selection' and 'Require Cost Code Selection' settings dictate whether you require your users to select a job/project and/or cost code for their time entries. Disabling these two settings will still show job/project and cost codes selection options for the time entry, but these will be optional for the user as opposed to required in order for them to save the time entry.<img class="image_resized" style="width:62.27%;" src="https://cdn-assets.productfruits.com/48a79c3b-bba9-4a6f-80b8-034a32f2a09a">By default, Ontraccr's time tracking system allows users to track their time in real-time by clocking in and out of their shift in order to track their time, this ensures accuracy in the data as you will know exactly when each user starts and ends their shift, as well as exactly how much time they spend on each cost code. However, if you don't want to force your users to only track time by clocking in and clocking out, you can still give them the option to enter their time manually. The 'Enable Manual Entry' setting will enable/disable the option to add manual entries, whereas the 'Enable Clock In/Clock Out' setting can enable/disable the ability to clock in and clock out.&nbsp;<img class="image_resized" style="width:63.16%;" src="https://cdn-assets.productfruits.com/02d35687-58f9-4ebc-9db3-88c1b20a2bba"><img class="image_resized" style="width:63.21%;" src="https://cdn-assets.productfruits.com/9df057c4-0f84-4839-8621-9a16cbebfe16">By default, Ontraccr allows user to track time by their start and end time to ensure data accuracy. However, if you want to give your users the option to track their time by simply entering the number of hours instead, you can activate this by enabling the 'Hour Based Time Tracking' setting.<img class="image_resized" style="width:63.48%;" src="https://cdn-assets.productfruits.com/71fe0fa2-7ada-4273-96c4-883cbc684862">Ontraccr also has a Facial Capture feature, which will ask users to take a photo of themselves when tracking their time to verify their identity. To activate this feature, simply enable the 'Enable Facial Capture' settings.&nbsp;Please note that Facial Capture only works for clocking in and clocking out and not for manual entries.<img class="image_resized" style="width:63.4%;" src="https://cdn-assets.productfruits.com/8059b19e-8e27-4637-91da-1778c5b01754">Ontraccr also supports the option of time rounding, which will round time entries according to your preference/policy. To activate time rounding across your company's time entries, navigate to the Settings &gt; Time Tracking &gt; Rounding page.<img class="image_resized" style="width:85.76%;" src="https://cdn-assets.productfruits.com/a83e1b7c-d74f-4fc5-a041-117529c6c5d9">&nbsp;To activate time rounding, simply enable the 'Enable Time Rounding' and select your 'Rounding Time Interval' of 5, 10, 15, 30, or 60 minutes.<img class="image_resized" style="width:54.32%;" src="https://cdn-assets.productfruits.com/6de8b35e-37fc-44e7-8357-ae0afe64f4a1">Next, there are various options and sub-settings available to decide exactly how you'd like to implement time rounding processes for your team in Ontraccr.The 'Rounding Type' sub-setting dictates which part of a time card should be rounded. For example, if a daily time card has multiple entries which are summed up into an overall time for the time card across the day, you can decide whether you want to round the overall time of the daily time card or the individual task-based time entries themselves. To round the overall time of the daily time card, select the 'Overall Time' option. To round the individual time entries within the time card, select the 'Task Time' option.<img class="image_resized" style="width:55.69%;" src="https://cdn-assets.productfruits.com/9330f773-1350-42c2-a7b0-6d2bf9caa96b"><h2>Using geofencing and location data</h2>Ontraccr can combine GPS location and time tracking data to form a complete picture of field activity. We know how sensitive the topic of GPS tracking can be with employees, which is why we offer multiple options to make it flexible and address employee concerns.Time tracking in Ontraccr can make use of 'geofences'. A geofence is virtual geographic boundary, defined by GPS technology, that enables software to trigger a response when a mobile device enters or leaves a particular area. So when you think of your job sites, you can create a geofence around the job site area and this will restrict or limit your users from tracking time outside of the job site area. Each project can have it's own geofence.Geofences can be created within the project profile as shown below.<img class="image_resized" style="width:95.65%;" src="https://cdn-assets.productfruits.com/7bcd71eb-f831-4cfd-9999-389ba9447c80">The Settings &gt; Time Tracking &gt; GPS Location page is where you can configure your company's preferences and policies around how you'd like to implement or use GPS location data.<img class="image_resized" style="width:56.44%;" src="https://cdn-assets.productfruits.com/0aab05cd-174d-4f1b-9005-ab06c388768f">There are two mode of geofences in Ontraccr and you can pick between one of these two options:1. Active GeofencingAn active geofence will allow users to clock in to their shift only when they are within the geofence area. It will simply not allow them to clock in if they haven't reached the job site yet. If you'd like to use active geofences in your company, simply enable the 'Enable Geofencing' setting.<img class="image_resized" style="width:63.6%;" src="https://cdn-assets.productfruits.com/22c9a8ce-e341-41bc-8015-bb8f6ea55f59">2. Passive GeofencingA passive geofence will still allow users to clock in outside of the geofence area, but will still flag the time card to let managers/admins know that the user was outside of the geofence area when they clocked in. If you'd like to use passive geofences in your company, simply enable the 'Enable Passive Geofencing' setting.<img class="image_resized" style="width:64.13%;" src="https://cdn-assets.productfruits.com/3a69bd25-1774-41dd-b297-ee400c33cd62">Alternatively, if you don't want to use geofencing, there's another location-based feature called 'Location Stamps', where Ontraccr will just take simple GPS snapshots of each location where the user clocks in or out and add it to the time card. Managers can always view the location stamps on each time card. To activate location stamps, enable the 'Enable Location Stamps' setting. Please note that location stamps will also need to be enabled in order to use passive geofencing.<img class="image_resized" style="width:64.69%;" src="https://cdn-assets.productfruits.com/db40edd0-8a33-43f4-afac-79efd87693cf"><h2>Configuring time card submission preferences</h2>When it comes to time card submissions, you can also configure additional settings within the Settings &gt; Time Tracking &gt; Time Cards page.<img class="image_resized" style="width:59.9%;" src="https://cdn-assets.productfruits.com/186b922b-64c8-4734-9325-cd3daaa157ef">If you'd like your users to add their signatures to all of their time card submissions, simply enable the 'Enable Digital Signature' setting. With this enabled, as soon as users hit the submit button on their time cards, they will be prompted to add their e-signature in the mobile app.&nbsp;<img class="image_resized" style="width:65.08%;" src="https://cdn-assets.productfruits.com/88cfc200-5fbc-4665-9ca1-e704222170ab">By default, Ontraccr will let users submit their time cards whenever they want. However, if you want to lock this down to only allow users to submit time cards during the current pay period, you can enable the 'Lock Pay Period Submissions' setting.<img class="image_resized" style="width:64.43%;" src="https://cdn-assets.productfruits.com/a3ec1995-799a-4969-95ea-acaf4804dd34">You can also add a custom disclaimer to time card submissions, which will be visible to the user every time they submit a time card, indicating that they have acknowledged the company disclaimer. To show a disclaimer on your company's time card submissions, simply enable the 'Time Card Submission Disclaimer' setting and type in your custom disclaimer text in the text box.<img class="image_resized" style="width:64.89%;" src="https://cdn-assets.productfruits.com/2d4493cf-12d3-4089-9696-fab715094eca"><h2>How to set up time card approvals</h2>When it comes to setting up time card approvals, there are three options for approvals in Ontraccr. Time card submissions can either be approved by:<ul><li>Project Approver(s)</li><li>Team Supervisor(s)</li><li>Companywide Approver(s)</li></ul>Project approvers can be set up within each project's profile itself. Within the project profile's 'Project Info' section, the 'First Approver' and 'Second Approver' fields let you assign up to two layers of approval for any time cards submitted for this project.<img class="image_resized" style="width:100%;" src="https://cdn-assets.productfruits.com/fe18b3d9-611d-49a8-934e-08d75740bba8">If you'd like user time card submissions to be approved by each user's corresponding team supervisor, you must first start by grouping your users into teams accordingly. Next, head to your Settings &gt; Time Tracking &gt; Time Cards page to enable the 'Enable Assigned Supervisor Approval' setting.<img class="image_resized" style="width:63.46%;" src="https://cdn-assets.productfruits.com/62983336-2d5f-43d8-b030-0013040dfc5d">Lastly, you should set companywide approvers for any time card submissions that don't get sent to project approvers or team supervisors for approval. In this case, the time card submissions will be sent to the companywide approvers in this case. To configure your companywide approvers, head to the Settings &gt; Time Tracking &gt; Time Cards page and configure up to two layers of companywide approvers here.<img class="image_resized" style="width:63.7%;" src="https://cdn-assets.productfruits.com/614197b8-5d63-4bda-8e63-f33dd55f5724">Time card submissions in Ontraccr will always pursue the following approval chain upon submission:1. Submissions will go to Project Approver(s). If none exist, then2. Submissions will go to Team Supervisor(s). If none exist, then3. Submissions will go to Companywide Approver(s).Time card approvers can always view and approve time card submissions from either the 'Submitted' section of the Time Cards &gt; Team Cards page in the web app or in the Time Cards &gt; Team Cards page in the mobile app.<figure class="image"><img src="https://cdn-assets.productfruits.com/6d00f1e3-1930-48c1-b04f-839513cfed02"></figure><img class="image_resized" style="width:30.04%;" src="https://cdn-assets.productfruits.com/2f71fc52-a1e5-4ccf-bfcf-648c1acf442b">Please note that time card approver users must have the 'Manage Teams' role permission enabled in order to approve time card.<h2>How to set up shared tablet mode</h2><a href="https://help.ontraccr.com/en/article/tablet-mode-setup-and-operation" target="_blank" rel="noopener noreferrer">Tablet Mode</a> is a convenient feature which allows your team to deploy field tablets on-site, where staff can punch into them much like traditional punch clocks. To use Tablet Mode, you must assign user PINs and create a tablet mode account.Users must first be assigned a 4-digit PIN to clock in and out of the tablet. This can be done during user creation, or via the ‘Manage Users' page.<figure class="image"><img src="https://cdn-assets.productfruits.com/cf0d4455-6758-49cf-b745-90df467ec4c2"></figure>To create a Tablet Mode account, Navigate to the Settings &gt; Tablet Mode page. Here is where you will be able to enter multiple different tablet mode accounts. For example, you can set up a special Tablet Mode account per job site or location. This account info is usually shared with the Site Supervisor and Managers. To create a Tablet Mode account, click 'Add' and give the Tablet Mode a username and password.&nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/2dda6635-5a24-42aa-91c2-eea99466d70a"></figure>Once set up, to use Tablet Mode, simply open the Ontraccr mobile app on a tablet device and log in with the new tablet account details to open Tablet Mode. You will then see the user selection screen where your users can pick their names from the list and enter their assigned 4-digit PIN code to log in.<img class="image_resized" style="width:69.65%;" src="https://cdn-assets.productfruits.com/ee1d6873-7c22-458f-a1dd-453a544ccbb2">

Welcome to Ontraccr! We're excited for you to start your journey to automate your workflows and optimize your operations. In this article, we'll walk through a very high-level overview of Ontraccr's features so you can get acquainted with it.Here is a brief video overview/demo of Ontraccr:<figure class="media"><div data-oembed-url="https://www.youtube.com/watch?v=QBx2nLE_e3w"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://www.youtube.com/embed/QBx2nLE_e3w" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" allow="autoplay; encrypted-media" allowfullscreen=""></iframe></div></div></figure><h2>Project Management</h2><hr>"I want to manage all the moving parts of my project easily and gain visibility into project costs and profitability."<hr>Ontraccr offers various features that can help you manage your projects as efficiently as possible:<ul><li>Create customized tracking boards to manage every stage in the lifecycle of your project(s)</li><li>Implement a detailed job costing system to track all the costs on your project(s)</li><li>Use both gantt &amp; field scheduling to track and manage your project execution</li><li>Receive real-time data from your field team</li><li>Generate progress bills and maintain your schedule of values</li></ul><h2>Operations Management</h2><hr>"I need to gather all the operational insights necessary to grasp the efficiency of my processes or identify areas requiring improvement."<hr>Ontraccr's customizable design lets you manage various departments in one easy place:<ul><li>Create customized tracking boards for every department or team to optimize collaboration across your operation</li><li>Streamline company communications into quick and easy channels</li><li>Gain real-time visibility into jobsite activity</li><li>Manage company assets, from equipment to inventory and price lists</li><li>Centralize company documentation for easy access</li><li>Implement full safety management system with detailed reporting capabilities</li><li>Manage employee certifications</li></ul><h2>Document Management</h2><hr>"I want to digitize our documents and eliminate manual work."<hr>Ontraccr lets you digitize and manage any document you want:<ul><li>Create any custom form or document templates for internal or external stakeholders to complete</li><li>Import existing document templates or create your own templates</li><li>Design automated workflows for any document to eliminate manual work</li><li>Enforce form/document completion from your field team&nbsp;</li><li>Control who can view or manage files and folders</li></ul><h2>Field Management</h2><hr>"I want to give my field team an easy way to provide updates so I can have visibility into jobsite activities easily."<hr>The Ontraccr mobile app is designed for field teams to:<ul><li>Track their time and manage their schedule</li><li>Report on progress and task completion</li><li>Upload photos quickly</li><li>Fill in any forms, such as project, inspection, safety, or any other custom forms</li><li>Have access to any documentation needed</li><li>Communicate with other field and office team members</li><li>View job history and details easily</li></ul><h2>Reports &amp; Analytics</h2><hr>"I need to gather insights into my operations to make informed decisions."<hr>Ontraccr gives you a window into your operations, allowing you to:<ul><li>Gain valuable insights into any aspect of your operation using the powerful analytics engine</li><li>Generate quick reports across payroll and project financials</li><li>Create custom data dashboards to build a complete window into your business</li><li>Export reports into popular formats such as excel, pdf, or image files</li></ul><h2>Client Portal</h2><hr>"I want to give my clients a real-time dashboard to monitor their project, eliminating the constant flow of calls, text messages, and emails as much as possible."<hr>Ontraccr's Client Portal gives your clients a great experience and reinforces your unique brand:<ul><li>Add your full company branding to your client portal to gain an edge over your competition</li><li>Clients can view the real-time status of their projects and receive fully automated emails along the way</li><li>Create and manage client accounts effortlessly, clients can sign up simply using their email address</li><li>Clients can communicate with your team seamlessly through your client portal</li></ul><h2>Integrations</h2><hr>"I need to integrate my software applications together to avoid double entry and eliminate information silos."<hr>Ontraccr integrates with many other apps to streamline your data:<ul><li>Workflows can transfer employee hours, generate invoices, reconcile payments, and much more into your supported accounting software tool</li><li>Automate the use of any in-house systems via API integrations</li></ul>

<h2>How boards work in Ontraccr</h2>Tracking anything across your construction operation is as easy as creating a tracking board for your specific needs. You can <a href="https://help.ontraccr.com/en/article/common-board-use-cases" target="_blank" rel="noopener noreferrer">create tracking boards for any purpose</a>. Examples include tracking your project bids, customer leads and deal stages, active projects and project updates, field tasks and progress, material orders and shipments, job recruiting, or even a personal to-do list.Boards in Ontraccr consist of two main pieces:1. Cards2. Board<figure class="image"><img src="https://cdn-assets.productfruits.com/3a9cdccf-5ae3-4dc9-8d66-acc75fc04b37"></figure>Every board is designed to track a set of cards, which represent the type of information you are trying to track. For example, cards can be created for customer leads, project bids, field tasks, material shipments, or a candidate for a job you’re trying to fill.&nbsp;Each board consists of 'statuses', which represent the different stages or columns in the board.&nbsp;For each card you create, you can decide exactly what kind of information you need to track for the specific activity. You can include any type of field such as text, image or file attachments, calculations, multiple choice selections, and much more. Each field can even be configured to be required or optional.It's important to keep in mind that, in order to create a board, you must first design the card that you'd like to use for the board.<h2>Creating a board from a template</h2>Ontraccr comes pre-loaded with a set of board templates that you can use out-of-the-box. Once you import a template, you can also modify it to suit your needs.To create a board using one of Ontraccr's board templates:&nbsp;1. Open the Boards page and click the 'Add Board' button. This will open the board creation slider.<img class="image_resized" style="width:74.65%;" src="https://cdn-assets.productfruits.com/aeec28f8-3d13-4697-b145-b5b537c114fa">2. Click the 'Import Board from Template' button.<img class="image_resized" style="width:73.56%;" src="https://cdn-assets.productfruits.com/f0da2825-ee14-4dd7-b90d-6b9648c0db2c">3. Select your desired board template from the drop-down list.<img class="image_resized" style="width:71.1%;" src="https://cdn-assets.productfruits.com/a282e30b-a93c-4ad5-800d-74d6d6f33414">4. Once you select your template, you will then see a preview of how the board template will work. It will show you a preview of the card fields and also the board statuses. Any of these details can be easily modified after you import the board. Simply give the board a name and click 'Submit' to import the template into your account.<img class="image_resized" style="width:69.05%;" src="https://cdn-assets.productfruits.com/cb688c5f-1def-492c-947d-3a1a32d620ae"><h2>Creating a board from scratch</h2>If you'd like to create a brand new custom board from scratch, you will need to create your card design first and then use the card design to create the board after:1. To create a card design, navigate to the Settings &gt; Boards page. This is where you can manage all of your card designs for all of the boards in your company's Ontraccr account. Click 'Add' to start creating your card design.<img class="image_resized" style="width:82.27%;" src="https://cdn-assets.productfruits.com/d30a4bbf-0cd4-449d-8b3d-fa3207dabc99">2. Give the card design a name and start adding the section and fields you want to the card. Click 'Submit' once you're finished to save your new card design. Keep in mind you can always come back to this settings page to modify the card design whenever you want.<img class="image_resized" style="width:69.63%;" src="https://cdn-assets.productfruits.com/b15b11b4-7f6a-4ba6-b82d-8ea177d8f779">3. Now that you've created your card design, open the Boards page to begin creating your board. Click 'Add Board'. This will open the board creation slider.&nbsp;<img class="image_resized" style="width:76.42%;" src="https://cdn-assets.productfruits.com/aeec28f8-3d13-4697-b145-b5b537c114fa"><img class="image_resized" style="width:63.24%;" src="https://cdn-assets.productfruits.com/ea7c97a9-3b41-408f-a6b6-6411b830c10b">4. Start by giving your board a name under 'Board Title'. Then, under 'Card Type', select your card design that you'd like to use for this board.<img class="image_resized" style="width:65.16%;" src="https://cdn-assets.productfruits.com/c5ac042a-8bff-4129-b33c-597e64b04d99">5. Under 'Statuses', this is where you can enter the custom names of each status or column in your board. Type in the name of each status and hit Enter/Return on your keyboard to add another.&nbsp;<img class="image_resized" style="width:65.3%;" src="https://cdn-assets.productfruits.com/c27d93c3-b809-45a6-b1bc-319267ec44a5">6. Once you've added all your board statuses, click 'Submit' to create the board.<h2>Customizing board statuses and user permissions</h2>With any board that exists in your account, you can always customize the board statuses whenever you want. To customize your board statuses, simply click and open the 'Settings' slider for your board.<figure class="image"><img src="https://cdn-assets.productfruits.com/a35baca6-efd8-48f5-a05f-9fac5b12ce3b"></figure>To change your board statuses, you can make your change under the 'Statuses' section of the 'Details' tab.<img class="image_resized" style="width:67.47%;" src="https://cdn-assets.productfruits.com/e9700c0b-3bc0-407f-aa31-910c8cc9053d">To invite other users to view your board, simply open the 'Permissions' tab in the Settings slider. Simply check the box next to any user(s) you'd like to add to the board, this will give them access to the board in their account. Under the 'Type' column, you can decide whether the user should be allowed to only view or fully edit the details in the cards.<img class="image_resized" style="width:67.99%;" src="https://cdn-assets.productfruits.com/984f8152-5af8-4452-bddb-04c08d2764f6"><h2>Adding and moving cards</h2>To add a new card into your board, simply click the 'Add' icon next to the specific status in the board you'd like to create the card in.<figure class="image image_resized" style="width:100%;"><img src="https://cdn-assets.productfruits.com/d0ddcefe-2650-41b6-9233-1f3e74a0b740"></figure>To move a card between status, simply click and drag the card to the new status.<figure class="image"><img src="https://cdn-assets.productfruits.com/a55c860a-7803-41c9-88ad-8ba5599686e2"></figure>You can also change a card's status by opening the card details and changing the status directly within the card.<img class="image_resized" style="width:59.38%;" src="https://cdn-assets.productfruits.com/0f418deb-7bec-4a39-a6ea-247bff5d63d6">There are <a href="https://help.ontraccr.com/en/article/board-workflow-automations" target="_blank" rel="noopener noreferrer">many advanced automations</a> you can set up with your boards to do things like:<ul><li>Transfer cards between boards</li><li>Create tasks when moving cards into specific statuses</li><li>Changing card colours</li><li>Creating cards automatically when adding a profile elsewhere in Ontraccr.</li></ul>For more details on boards, simply visit the Boards section of the Learning Center!&nbsp;

<h2>How forms work in Ontraccr</h2>A form is basically any document or questionnaire that you want to digitize into Ontraccr. Forms can cover things like:<ul><li>Project-related documents such as safety forms, RFIs and change orders&nbsp;</li><li>Service-related documents like work orders, inspection forms, and invoices</li><li>Sales-related documents like quotes and formal sales proposals</li><li>HR documents like vacation requests</li><li>And anything else you can think of!</li></ul>Every form in Ontraccr consists of three main components:<figure class="image"><img src="https://cdn-assets.productfruits.com/298429e8-4fe7-4715-9fcb-d99b0ca69046"></figure>Data 'fields' represent the specific set of information you need to capture in the form. You can think of these as the questions or requests you will want to present to the user(s) filling out the form. There are many different types of fields you can include in a form.The 'workflow' is the process you want the document to follow and/or the events the document should trigger. These are the automated steps you need the document to perform throughout its lifecycle.&nbsp;The 'PDF design' is the final format of the form whenever it's sent within a workflow or downloaded. Form PDFs are generated completely automatically in Ontraccr based on the template you configure for each form. Certain forms may just be internal documents, in which case you may not care about the PDF aspect of the form and how it looks. However, other forms may be sent externally to your clients or partners, so this is where you can control the final look and feel of the document to ensure professionalism and that the document aligns with your brand.&nbsp;A form template is the complete profile of a form, consisting of all three of these components. Once a form template is created in Ontraccr, the form will always use the template's configuration to process the document. Form templates can easily be modified over time so you can continue to evolve each form's process as you grow. Form templates can always be accessed via the Documents &gt; Forms &gt; Templates page.<figure class="image"><img src="https://cdn-assets.productfruits.com/580bd19d-2144-4eae-b997-8f519494151a"></figure><h2>Creating a form from scratch</h2>To start creating a new form template, click the ‘Add’ button at the top of the Documents &gt; Forms &gt; Templates page.<img class="image_resized" style="width:60.13%;" src="https://cdn-assets.productfruits.com/82e67ad5-b12c-4ae7-ab5e-e6d0717b5ded"><h3>Form details</h3>The first step to building a form is the ‘Details’ section.<img class="image_resized" style="width:74.33%;" src="https://cdn-assets.productfruits.com/b1bc1393-0166-4f7b-8f57-acda3844c68c">Start by naming your form. Then choose the form type from the existing options. The form type will help the app know how the form should be organized across the rest of the app. For example, forms of the ‘Invoice’ type will always be able to show up under a customer or project profile’s ‘billing’ tab.If you are managing multiple divisions for your company in the OnTraccr app, you will also need to select which division the form will belong to.In this step, you also have a number of options within the ‘Automatically Collected Data’ and 'Form Options' sections to add more capabilities and actions to your form template if you needed.&nbsp;<h3>Configuring data fields</h3>Next, you will move on the second step to building a form, which is where you select the various fields of information the form will gather from the user.<img class="image_resized" style="width:75.97%;" src="https://cdn-assets.productfruits.com/bc572b9b-7654-44b5-a494-bb0fe14c2088">In the ‘Fields’ section of the form builder, you can configure two different things: sections and fields.A section is how you can organize the form into various sections. For example, sometimes a form may have a section for adding general project or customer information and another section for a job summary. To edit a section name, you can click the ‘Edit’ icon to the right. To add a new section, click the ‘Add Section’ button beneath the section box. <img class="image_resized" style="width:74.76%;" src="https://cdn-assets.productfruits.com/a3c50dcd-2b86-4616-afd6-f72d9cddb9f7">A field is the specific type of information you’d like to collect. A field could consist of things like questions, table entries, attachments, calculations, and more.To add a field, click the ‘Add Field’ button within the section you’d like to add the field to. This will open the field configuration slider.&nbsp;<img class="image_resized" style="width:40.92%;" src="https://cdn-assets.productfruits.com/0505507a-88dd-4419-9902-730f57d5f959">At the top of the field slider, the ‘field type’ drop-down lets you select the type of field you want to add to the form.The ‘configure’ section will let you configure the details of the field and will display different options depending on the type of field you select. Within the ‘configure’ section, the title is what the form will display to the user (for example, this is where you would ask the user to enter hours or answer a specific question etc).Each field will also include the ‘optional’ checkbox. This is where you get to decide if the user is required to enter information into the specific field in order to submit the form or whether it is optional for them. Leave it unchecked if you want the field to be required.The ‘preview’ section will show you a live preview of what the field will look like in the form. This is exactly what the user will see when they fill in the field. The preview is also fully interactive so, based on your selections in the ‘configure’ section, you will be able to test out how the field works yourself before adding it to the form. <img class="image_resized" style="width:84.94%;" src="https://cdn-assets.productfruits.com/aae945e1-71cf-4137-882c-0a45944bdb67"><h3>Designing the workflow</h3>A form’s workflow represents the individual steps and interactions involved for the form from the moment the form is assigned to the user to the moment the form’s process is fully complete.&nbsp;Each workflow has three main pieces to it: the Triggers, the Steps, and the Connections.<figure class="image"><img src="https://cdn-assets.productfruits.com/98804e1c-ae0d-4dde-b56b-536c75ebda87"></figure>The trigger is basically the specific action that will trigger the form to be sent to any of the assigned users. At the top of the form and at the start of the workflow, you will see the 'Triggers' box. Within this box, you will see some trigger options for the form.<img class="image_resized" style="width:40.98%;" src="https://cdn-assets.productfruits.com/dc2f2fda-0c4f-4800-9590-a39cf90fae8a">There are three trigger options to choose from: manual, on clock in, and on clock out. The ‘manual’ trigger will keep the form in the user’s app persistently and the user can simply open the form to fill it out at any time. The ‘on clock in’ trigger will only assign the form to the user after they have clocked in to start tracking time. The ‘on clock out’ trigger will only assign the form to the user after they have clocked out of their shift.Next, move on to the 'Assigned Users' box. This is where you specify which users the form should be assigned to. When assigning the form, you can assign approvers by assigning a role or by assigning individual users.<img class="image_resized" style="width:40.09%;" src="https://cdn-assets.productfruits.com/ad4c1f61-4fe6-48ed-af4d-3d336c1be751">When you assign by role, this means that the users with this role type will have access to the form.Next, we move on to the submission event. This is the point in the form’s workflow where the assigned user actually submits the form and now you get to add steps.Steps represent the events within the form’s workflow. Workflows in OnTraccr support many different kinds of steps, for things like approvals, email notifications, form exports, and much more.All available steps for the workflow can be found in the steps drawer on the right hand side of the workflow designer. If you see a greyed-out step block, this means that these specific steps require certain prerequisites for the form in order to be able to use them. The greyed out step will include a description to let you know what is required in order to use the step.To bring a step into the workflow, simply click to drag and drop the step into the workflow. To connect the step into the workflow, you will now need to set up a connection with any of the other workflow steps as needed.<img class="image_resized" style="width:85.22%;" src="https://cdn-assets.productfruits.com/294d7964-9e3c-478b-9ca3-076ffbf044a0">Each step has input and/or output connections available. Connect steps together by connecting outputs to inputs and vice-versa. To connect two steps together, simply click any input or output of one step and drag the connection to the opposite input/output of the step you’d like to connect.You can also set up multiple connections for each step input or output. (Note that if a step doesn’t have anything else connected to its output connection, then the workflow will end there.)<h3>Designing the PDF template</h3>The final step in creating your full form template is to configure the PDF template. There are two types of form PDF templates: Standard and Custom templates. You can switch between the two types by flipping the toggle in the top left corner of the PDF designer.<img class="image_resized" style="width:77.42%;" src="https://cdn-assets.productfruits.com/fb920955-59dc-460a-b4c5-0a3853c03fef"><h4>Standard PDF templates</h4>Standard templates are auto-generated by Ontraccr and offer a fixed template format to organize all your form sections and fields into a simple PDF design. The standard template will follow the order of sections and fields as you've configured them in the 'Fields' section of the form template, so if you want to re-arrange any of them you can simply do so there.The logo and company information in the standard template is automatically pulled from your company's 'General' settings.<h4>Custom PDF templates</h4>Custom templates let you design every element in the PDF to match your exact needs by letting you modify the template using an interactive editor.The toolbar at the top gives you access to the various tools and objects you can use in the custom template. This is where you can add objects like text, shapes, images, and tables as well as perform operations like add blank pages or copy existing pages. To add a new page, click either the ‘Add Blank Page’ or ‘Copy Page’ options in the toolbar. After doing so, you will see the new page added to your page controls on the left. To delete a page, click the delete icon in the top right corner of the page.<img class="image_resized" style="width:51.25%;" src="https://cdn-assets.productfruits.com/325bef7d-2ca8-4872-8071-8364c8fd986b">After adding objects into your template, you will be able to easily rearrange them by clicking and dragging the object within the template. Click in to any object to edit its properties. To delete any object, click the ‘delete’ icon in the top right corner of its configuration slider.<img class="image_resized" style="width:85.92%;" src="https://cdn-assets.productfruits.com/09d1c80e-c966-4515-86ee-3275d651fcf3">The text object is easily the most common object you will use in your templates, because text objects link to most of the various field types available for the form, such as with text fields, multiple choice, yes or no, calculations, attributes, and date &amp; time fields.&nbsp;If you want the text object to be linked to a form field, start by selecting which 'section' contains the specific form field you want to link to. Next, select the specific 'field' you want to link to in the form. After linking the text object to a field, this now means that the text object will always pull the data from the linked field in the form, regardless of what has been entered in the value field.&nbsp;<img class="image_resized" style="width:52.99%;" src="https://cdn-assets.productfruits.com/f5616ed0-1851-4155-88b6-a33af741cb16"><h3>Configuring the PDF File Name</h3>You can also customize the form's PDF file name easily. To customize a form's PDF file name, simply open the 'PDF Designer' in the form's workflow template and click the 'Edit' icon next to the 'File Name' field at the top of the page.<img class="image_resized" style="width:84.1%;" src="https://cdn-assets.productfruits.com/57f287a7-4b66-46f5-8ab4-37149714a289">When customizing the file name, you can combine both text and variables. Variables will help name the file dynamically based on characteristics of the form such as the date the form was submitted, project, form author name, form name, form number, and more.<img class="image_resized" style="width:85.59%;" src="https://cdn-assets.productfruits.com/ad3fcf73-95ad-47f8-bc97-2faaad4de8ba"><h2>Creating a form from a template</h2>Ontraccr also has a built-in Form Library which lets you import form templates from a menu of options for commonly used documents such as FLHAs, RFIs, Change Orders, Work Orders, Invoices, and more.&nbsp;To access the form library, start by adding a new form. Click the ‘Import from Form Library’ button. Choose from the list of form options. Each option will show you a preview of the template’s workflow and PDF design as well as provide a set of instructions and best practices for how to easily adapt the form to your company’s unique use-case.&nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/2989dd13-00a2-4004-8760-4e92d8ae64f2"></figure>After importing a form template, you can make any modifications as needed to the form fields, workflow, or PDF design.<h2>How to complete and approve forms</h2>The Document &gt; Forms &gt; Manual page will show you which 'manual' forms you have access to (that is, a form template with a 'manual' trigger). This page has three sub-sections:&nbsp;<ul><li>Favorite: This is where you can view your favorited form templates to give you quicker access.</li><li>Project: This page shows you any project-specific forms.</li><li>Global: This is where you can access any of your company's global form templates.</li></ul>To start completing any of these forms, simply click the name of the form to start entering information. &nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/b80158f3-534e-445e-a558-684382d01569"></figure>To access and work on any of your assigned forms (that is, any forms that have been assigned to you from a workflow), open the Documents &gt; Forms &gt; Assigned page to view and access all of your assigned forms.This is also where you can access all of your form drafts.<figure class="image"><img src="https://cdn-assets.productfruits.com/5d7ec2bc-0626-4741-ab17-649f7a43d83c"></figure>The Documents &gt; Forms &gt; Approve page will show you all the forms that are awaiting your approval. To approve or reject a form, simply click 'Approve' or 'Reject' next to the form. You can also approve/reject/edit a form by clicking on the form to view more details. Within the 'Fields' tab, you'll see the buttons in the bottom right corner as well.<figure class="image"><img src="https://cdn-assets.productfruits.com/ff1f7e44-eb4f-489f-9a92-3bfbf18f718d"></figure>Next to the Forms section header in the left menu, you will be able to see how many assigned forms are awaiting your completion and/or approval and the red badges next to the 'Assigned’ and 'Approve' page headers will show you the number of assigned or pending approval forms that are sitting in your queue. <img class="image_resized" style="width:38.25%;" src="https://cdn-assets.productfruits.com/ed503786-2b51-46a4-896b-27d6394f8867"><h2>How to view form data</h2>All forms and documents in OnTraccr can be tracked and approved in real-time so you can see the full history of each form and ensure that each form is following the correct workflow.&nbsp;Forms can be tracked in many ways in OnTraccr, but the central source of truth for any form is the 'Form Log'. This is where you will always be able to find any form you are looking for. You can access the Form Log in the Documents &gt; Forms &gt; Log page.&nbsp;<img src="https://cdn-assets.productfruits.com/c50f6255-c093-430a-9c3e-fce73ea9375d">You can filter the form log in many ways to find the specific form(s) you're looking for. The search bar in the top left lets you search the contents of every form. You can use this to quickly search for any keywords that you are looking for, such as materials, employees, customers, or any other project details. By default, the form log will always show you all forms in the current pay period. But if you want to view different timeframes for your forms, you can navigate to the top right corner of the page to flip between pay periods or enter a custom date.The Form Log is the master database for all company forms, but forms are also organized and accessible under the various profiles as well, such as project, customer, and equipment profiles. To view any forms for a profile, you can find separate tabs for commonly used forms such as work orders, billing, change orders. The ‘Other Forms’ tab will show any other types of forms or documents that have been processed for the profile.<figure class="image"><img src="https://cdn-assets.productfruits.com/fd2203d6-36f5-45c6-a821-26e1ff55c05b"></figure> &nbsp;

<h2>Updating the web app</h2>The Ontraccr web app will always show you which version you are currently running in the bottom left corner of the left menu.<img class="image_resized" style="width:29.53%;" src="https://cdn-assets.productfruits.com/972f68b6-f255-400d-a0c6-bd8699a5a6f9">Whenever a new update is available for the web app, you will receive a notification either via email or directly within the web app to let you know that there's a new version available for download. The in-app notification will pop up and look like this:<img class="image_resized" style="width:50.35%;" src="https://cdn-assets.productfruits.com/91cb3126-710c-4099-8bb9-c5ff41bf2445">Simply click 'Yes' to proceed with the update. If you are in the middle of doing something else in the web app and don't want to update immediately when you see the pop up, you can always dismiss the pop up to finish what you were doing and update the app anytime afterwards by manually updating the app.You can manually update your web app by clicking the refresh button on your browser while viewing the Ontraccr web app in your active tab (as long as a new update is available). After clicking refresh, check your version number in the bottom left corner to see if you've completed the update.<img class="image_resized" style="width:50.15%;" src="https://cdn-assets.productfruits.com/53207afc-5fb9-4c43-8a80-9c4e26ec22d9"><h2>Updating the mobile app</h2>The Ontraccr mobile app will always show you which version you are currently running at the bottom of the 'More' page of the menu.<img class="image_resized" style="width:45.95%;" src="https://cdn-assets.productfruits.com/8f43f5fa-f701-4822-af3e-83afa35cedb0">Whenever a new update is available for the mobile app, you will receive a notification either via email or directly within the mobile app to let you know that there's a new version available for download. The in-app notification will pop up and look like this:<img class="image_resized" style="width:50.61%;" src="https://cdn-assets.productfruits.com/faff2e1e-748b-4f10-8254-e63e09f2c50d">When it comes to the mobile app, there are two kinds of app updates: Minor and Major updates.<h3>Minor mobile updates</h3>The mobile app will perform a minor update whenever there are minor features, improvements, or fixes available. These updates can happen much faster than major updates and don't require an App Store or Play Store update. Minor updates can be handled completely in-app.&nbsp;&nbsp;To complete a minor update, you can either tap 'Yes' whenever you see the in-app notification pop up. Alternatively, if you are in the middle of doing something else in the mobile app and don't want to update immediately when you see the pop up, you can always dismiss the pop up to finish what you were doing and complete the minor update afterwards by manually updating the app.You can manually update your mobile app as follows:1. Open the mobile app and keep it open for at least 2 minutes (this gives the app enough time to download the minor update in the background, you must also have an active internet connection).2. Next, fully close/quit the mobile app by closing it in your phone's app switcher as shown on iOS below:<img class="image_resized" style="width:47.11%;" src="https://cdn-assets.productfruits.com/4e60bd9e-6450-46ef-a837-43fe5cd0537e">3. Re-open the app, the minor update should be complete.4. To check whether you received the update, check your app version number at the bottom of the 'More' page to see if you've received the new version.<h3>Major mobile updates</h3>The mobile app will require a major update for major features, improvements, or architectural changes. Major updates must be handled through the iOS App Store (iOS) or the Google Play Store (Android).To complete a major update, you must open your App Store or Play Store and update the Ontraccr app there. You will see a new update available in the list.&nbsp;

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