Documentation, Users, Reports & Audit Log
Comprehensive guide to the Office module including documentation management, user administration, reports, and audit logging.
The Office module provides essential administrative tools for managing documentation, users, reports, and audit trails. These features help you maintain organizational efficiency, ensure compliance, and track system activities.
Documentation
The Documentation feature allows you to store, organize, and manage all essential documents related to your operations including manuals, certificates, drawings, and reports.
📄 What is Documentation Management?
Documentation management provides a centralized repository for storing and organizing files related to your assets, maintenance procedures, and compliance requirements.
- • File Name - The original name of the uploaded document
- • Folder - The category or folder where the document is organized
- • Entity Association - Link documents to specific assets, locations, or work orders
- • Supported Formats - Images (jpeg, png), PDFs, and spreadsheets (csv, xlsx, xls)
Document Types
Organize your documents into categories for easy retrieval and compliance tracking.
Manuals
Operation manuals, user guides, and technical documentation.
Certificates
Safety certificates, inspection reports, and compliance documents.
Drawings
Technical drawings, blueprints, and schematics.
Reports
Maintenance reports, incident reports, and analysis documents.
📤 Uploading Documents
Follow these steps to upload a new document to the system:
- 1 Navigate to Office → Documentation from the main menu.
- 2 Click the "Add Document" button to open the upload dialog.
- 3 Select a file from your device by clicking "Choose File" or drag and drop.
- 4 Fill in optional details like folder category and entity association.
- 5 Click "Upload" to save the document to the system.
📁 Supported File Types
| File Type | Extensions | Use Case |
|---|---|---|
| Images | .jpeg, .png | Photos of equipment, damage documentation, visual records |
| PDF Documents | Manuals, certificates, official reports, contracts | |
| Spreadsheets | .csv, .xlsx, .xls | Data imports, inventory lists, maintenance schedules |
💡 Best Practices
Use consistent naming conventions, maintain version control, and set document expiration dates for time-sensitive materials. Regularly review and archive outdated documents to keep your repository organized.
⚠️ Note: Maximum file size is typically limited by server configuration. Contact your administrator for specific limits.
Users
The Users section allows administrators to create, manage, and configure user accounts, assign roles, and control system access levels for all team members.
👥 What is User Management?
User management provides centralized control over who can access the system and what actions they can perform based on their assigned role.
- • Name - The user's full name for identification
- • Email - Login credentials and notification address
- • Group/Role - Permission level (Admin, Maintenance, Worker)
- • Status - Active or inactive account state
User Roles
Define roles like Administrator, Technician, Viewer, or create custom roles with specific permissions.
Administrator
Full AccessFull system access with ability to manage users, settings, and all features.
- ✓ Manage all users and permissions
- ✓ Access all system settings
- ✓ View and modify all data
Maintenance
Operational AccessCan manage maintenance operations, work orders, and assets.
- ✓ Create and manage work orders
- ✓ View and update assets
- ✓ Access maintenance reports
Worker
Basic AccessLimited access for day-to-day operational tasks.
- ✓ View assigned work orders
- ✓ Update work order status
- ✓ View asset information
📋 Users List View
The users list displays all team members with their essential information:
| Column | What It Shows |
|---|---|
| Name | Full name of the user for identification |
| Email address used for login and notifications | |
| Group | Assigned role/permission group |
| Status | Active or inactive account state |
🔘 Action Buttons
View Profile
Opens the user's detailed profile page with all information and widgets.
Edit User
Modify user details including name, email, and role assignment.
Toggle Status
Turn an account on or off without deleting it. Deactivating immediately revokes the user's API tokens and signs out their session. You cannot deactivate your own account.
Delete User
Permanently remove a user. This cannot be undone. A user who has ever reported a work order or logged a task cannot be deleted — deactivate them instead. You also cannot delete your own account. On delete, any work orders or tasks they were assigned to are unassigned.
Send password reset link
On the user profile (Contact Information card) — emails them a single-use link to set a new password. Use it if someone is locked out or never accepted their invite.
🕔 Last seen & pending invites
The user list and profile show when each person was last active. Someone who has not set their password yet shows as Invite not yet accepted (amber) — resend the link from their profile.
☑️ Bulk actions
In the list view, tick the checkboxes on the rows you want, then use the blue bar that appears: Activate, Deactivate, or Move to another group. It applies to the current page and skips your own account when deactivating.
➕ Creating a New User
Follow these steps to add a new team member:
- 1 Navigate to Office → Users from the main menu.
- 2 Click the "Add User" button in the top right.
- 3 Fill in Name and Email. Leave Password blank — the new user sets their own via an emailed link. (Set one only for a shared device that needs a fixed password.)
- 4 Select the appropriate user group — this decides what they can do (see Permissions).
- 5 Click "Save". The user gets a welcome email with a one-time link to set their password. No password is ever sent in the email.
User Detail Widgets
When viewing a user profile, several widgets provide quick access to related information:
Contact Information
Displays the user's contact details and account settings.
Includes: Email, phone, department, and account status
Assigned Machines
Shows all machines/assets assigned to this user for maintenance or oversight.
Includes: Machine count, primary assignments, and status overview
User Work Orders
Lists all work orders created by or assigned to this user.
Includes: Open work orders, completed work orders, and performance metrics
Activity Chart
A chart of this user's work order activity over time.
Includes: Work orders completed per period, trending up or down
Skills
The skills this user holds, each with its proficiency level and whether it has been verified. Only shown when the HRM module is enabled.
Certifications
The certifications this user currently holds, their status, and expiry date — with a link to any attached certificate document. Only shown when the HRM module is enabled.
My Shift Calendar
A personal calendar of this user's own upcoming shift assignments. Only shown when the HRM module is enabled.
✨ AI Insight Banner: A banner just below the hero flags this user's current workload (above or within average) and any certifications expiring within 60 days, with quick-glance chips for their skill and certification counts.
By default, all users from all premises can be viewed in the users list. If you would like to see only users belonging to your premises, please use the filter and select your premises!
Shifts
The Shifts feature lets you define recurring work shifts and assign technicians to them on a team-wide calendar, so everyone knows who is working, on call, in training, or off at any given time.
🕒 What is Shift Scheduling?
A shift is a reusable time block (e.g. "Morning", "Night") with a start time, end time, color, and optional recurring days. Assignments place a technician onto a shift for a specific date on the shared calendar.
- • Shift - A named time block (start/end time, color) that can repeat on chosen days of the week
- • Assignment - Links one technician to one shift (or to time off / on call / training) on a specific date
- • Shift Calendar - A week or month grid showing every technician's assignments at a glance
🕒 Inside a Shift
Opening a shift from the list takes you to its own page, showing its schedule details alongside the technicians it defaults onto:
📑 Shift Page Cards
Shift Details
Name, duration, start and end time, active status, and when the shift was created.
Default Users
Technicians who are assigned this shift by default — click through to any of them to open their profile.
📋 Assignment Types
When assigning a technician on the calendar, choose the type that matches what they are actually doing that day:
| Type | What it means |
|---|---|
| Shift | The technician is working a defined shift (requires selecting a shift). |
| On Call | The technician is available for emergencies but not scheduled to a regular shift. |
| Time Off | The technician is off — no shift needs to be selected. |
| Training | The technician is attending training rather than performing regular duties. |
➕ Creating a Shift
Shifts are created once per premises and then reused for any number of assignments.
- 1 Navigate to Office → Shifts and click Add Shift.
- 2 Enter a Name (e.g. "Morning", "Night"), a Start Time and End Time, and pick a Color to help it stand out on the calendar.
- 3 Optionally select the recurring days the shift normally runs on.
- 4 Save the shift — it now appears as an option whenever a technician is assigned on the Shift Calendar.
Note: Shift names only need to be unique within your own premises — different premises can reuse the same shift name.
🗓️ Using the Shift Calendar
The Shift Calendar shows your whole team side by side so you can spot coverage gaps at a glance.
- 1 Open the Shift Calendar from the main menu.
- 2 Use the week/month toggle and the navigation arrows to move between periods, or click Today to jump back to the current date.
- 3 Click an empty cell next to a technician's name on the date you want to schedule.
- 4 Pick the Type (Shift, On Call, Time Off, or Training) and, unless it is time off, the Shift to assign.
- 5 Save — the assignment appears immediately on the grid, color-coded by shift. Click an existing assignment to remove it.
My Shifts Widget
Every technician's profile page includes a personal shift calendar showing only their own upcoming assignments, so they can check their schedule without opening the full team calendar.
Recurring Days
Shifts can be marked to recur on specific weekdays, which drives default scheduling patterns without requiring a new assignment to be created for every single date.
Tip: Assign shifts a few weeks ahead so technicians can plan around time off, on-call rotations, and training in advance.
Shift Rotations
A Shift Rotation is a reusable, repeating pattern spanning two to six weeks — each week either assigned a specific shift or marked "off". Once created, a rotation can be assigned to any number of technicians, and the app automatically keeps their calendar filled in weeks ahead.
🔁 A Shared Calendar Anchor
Every rotation of the same length agrees on which real calendar week is "Week A" — it is always the same week for every technician and every rotation of that length, anchored to a fixed reference date. This means two technicians on the same 2-week rotation are always in sync with each other, even if they were assigned to the rotation on different dates.
➕ Creating a Shift Rotation
- 1 Navigate to Office → Shift Rotations and click Add Shift Rotation.
- 2 Enter a Name, choose how many Weeks the pattern spans (2–6), then pick a shift (or "Off") for each week.
- 3 Save — the rotation is now available to assign to any technician in your premises.
👤 Assigning a Rotation
Assign a rotation to a technician either from their profile's shift widget or from the team Shift Calendar (the rotation icon next to their name). Assigning a rotation replaces their default shift — a technician has exactly one or the other, never both — and the app materializes the upcoming weeks of assignments automatically, keeping a rolling ten-week horizon filled in by a daily scheduled job.
Manual overrides always win: if you manually assign a specific shift, time off, on-call, or training on a date the rotation would otherwise cover, that manual entry is never overwritten or removed by the rotation — the rotation only fills in dates that have no explicit assignment of their own.
Skills
The Skills feature tracks the technical competencies your team holds — organized into Skill Categories — so you can see who is qualified for what, spot coverage gaps before they become a problem, and require the right skills on the machines that need them.
🎓 What are Skills & Skill Categories?
A Skill Category groups related skills (e.g. "Electrical", "Welding"). Each Skill belongs to one category and can be assigned to any technician at a proficiency level — awareness, beginner, intermediate, advanced, or expert.
- • Skill Category - A group of related skills (e.g. Electrical, HVAC, Safety)
- • Skill - A single competency (e.g. "Arc Welding") belonging to one category
- • Proficiency Level - How capable a technician is: awareness, beginner, intermediate, advanced, or expert
- • Verified - A manager can mark a technician's claimed proficiency as confirmed
⭐ Inside a Skill
A skill's own page brings together everyone who holds it and everywhere it is required:
📑 Skill Page Cards
Skill Details
Name, category, and active status.
Users with this Skill
Every technician who holds the skill, their proficiency level, and whether it has been verified.
Required for Machines
Machines that require this skill to operate, each with its own minimum proficiency, mandatory/recommended flag, and how many active technicians already qualify.
Bulk Assign
Visible to anyone who can edit the skill — assigns it to every active member of a chosen group in one action.
🗂️ Inside a Skill Category
A category's own page rolls its skills up into a team-wide coverage picture:
📑 Skill Category Page Cards
Category Details
Name, description, active status, and premises.
Proficiency Distribution
A bar breakdown of how many technicians sit at each proficiency level — beginner through expert — across every skill in the category.
Skills in this Category
Every skill in the category with its holder count, expert count, and a coverage badge — flagging skills with no expert or only a single qualified technician.
Team Coverage
Every technician with a skill in this category, their best proficiency level, how many of the category's skills they cover, and whether it has been verified.
✨ AI Insight Strip: Flags skill gaps with no expert coverage and offers one-click shortcuts to view the gap or ask the AI for a training plan — or confirms the category is fully covered.
➕ Assigning a Skill to a Technician
Skills are assigned directly from a technician's profile page.
- 1 Open the technician's profile and find the Skills card.
- 2 Click + Add, choose a skill from the list and a starting proficiency level.
- 3 Optionally add a note (e.g. where or when the skill was gained), then save.
- 4 To remove a skill later, hover over it in the list and click the × that appears.
Requiring Skills on a Machine
Some machines should only be operated by technicians with specific training. Open a machine's show page, find the Required Skills card, and attach the skills it needs — each requirement has its own minimum proficiency level and can be marked mandatory or merely recommended. The card shows how many currently-active technicians already qualify for each requirement, so a gap is visible immediately.
Skill Gap Analysis
The dashboard's Skill Gap widget highlights the skills with the fewest qualified technicians across your team, alongside certifications that are expiring or already expired — so training priorities are visible before they turn into a coverage problem.
Skill Matrix
Add the Skill Matrix widget to your Dashboard for a team-wide grid of every technician against every skill, showing each person's proficiency level at a glance — filter it down to a single category to spot exactly who is (and isn't) qualified for a given area.
Bulk Assign to a Group
From a skill's own page, assign it to every active member of a group in one action — useful when onboarding a newly-required skill across a whole team. Technicians who already have the skill keep their existing proficiency; bulk assign only fills in the gaps.
Tip: Skill and Skill Category names only need to be unique within your own premises — a second site can define its own "Electrical" category without conflict.
Certifications
The Certifications feature tracks formal, time-limited qualifications your technicians hold — forklift licences, confined-space training, electrical safety cards — with automatic expiry tracking and renewal reminders.
🎓 What are Certifications?
A certification is defined once (name, issuing body, how long it stays valid) and then issued to any number of technicians, each with their own issue date, expiry date, and certificate number.
- • Status - Active, Expiring Soon, Expired, or Renewed — updated automatically every day
- • Validity Period - How many months a certification stays valid once issued (optional, informational)
- • Certificate Number - The credential's own reference number, if it has one
- • Automatic Expiry Tracking - A daily check marks certifications expired and sends renewal reminders at 30, 14, and 7 days out
🎖️ Inside a Certification
A certification's own page shows its definition alongside everyone who currently holds it:
📑 Certification Page Cards
Certification Details
Issuing body, validity period, and active status.
Holders
Every technician currently holding the certification, with live status updates (Active, Expiring Soon, Expired) as they change.
➕ Issuing a Certification to a Technician
Certifications are issued directly from a technician's profile page.
- 1 Open the technician's profile and find the Certifications card.
- 2 Click + Add, choose the certification, and enter the issue date and (if it expires) the expiry date.
- 3 Optionally record the certificate's own reference number and attach a scan or PDF of the certificate itself.
- 4 Save — a small document icon next to the certification name opens the attached file; uploading a new one later replaces it.
- 5 To remove a certification later, hover over it in the list and click the × that appears.
Renewing an Expiring Certification
When a technician re-certifies, hover over their existing certification and click the renew icon — this updates the same record with the new issue date, expiry date, and certificate number rather than creating a duplicate entry, so the technician's renewal history stays a single, current record.
Expiry Reminders
A scheduled check runs every morning: certifications past their expiry date are marked Expired, and technicians' managers are notified as a certification approaches expiry (30, 14, and 7 days out) so renewal never comes as a surprise.
Tip: Certification names only need to be unique within your own premises. A certification that is currently held by anyone cannot be deleted — deactivate it instead so history and any certificate reference numbers on record are preserved.
Reports
The Reports feature provides powerful data analysis and visualization tools to help you understand your maintenance operations, track performance, and make data-driven decisions.
📊 What are Reports?
Reports aggregate data from your work orders, assets, and inventory to provide insights through customizable visualizations and exportable formats.
- • Report Type - Work Order, Asset, or Inventory reports
- • Date Filters - Define the time range for data analysis
- • Columns - Select which data fields to include
- • Visualization - Choose how data is displayed (charts, tables)
Report Types
Choose from three main report types based on the data you want to analyze:
Work Order Reports
Analyze maintenance requests, resolution times, workload distribution, and SLA performance.
Asset Reports
Track equipment status, maintenance history, downtime, and lifecycle metrics.
Inventory Reports
Monitor stock levels, parts usage, costs, and reorder requirements.
🔨 Using the Report Builder
The Report Builder guides you through a 5-step process to create custom reports:
- 1 Select Report Type - Choose between Work Order, Asset, or Inventory reports.
- 2 Set Date Range - Define the time period for your data using preset options or custom dates.
- 3 Choose Columns - Select which data fields to include in your report.
- 4 Select Visualization - Pick how to display your data: bar, line, pie, donut, table, or mixed.
- 5 Preview & Save - Review your report, name it, and optionally add a description before saving.
Visualization Types
Bar Chart
Line Chart
Pie Chart
Donut Chart
Table
Mixed
📑 Report Templates
Use pre-built templates to quickly generate common reports:
| Template Name | Type | Description |
|---|---|---|
| Work Orders by Location | Work Order | Shows work order distribution across your premises and locations. |
| Resolution Time by Category | Work Order | Analyzes average resolution times for different work order categories. |
| Machine Downtime | Work Order | Tracks downtime hours and patterns for your equipment. |
| Technician Performance | Work Order | Compares work order completion rates and times across technicians. |
| Parts Usage | Inventory | Monitors which parts are most frequently used in maintenance. |
| Work Order Status | Work Order | Overview of work order statuses and progress. |
💡 Tips for Effective Reports
- Start with templates - Use pre-built templates as a starting point, then customize as needed.
- Use appropriate date ranges - Shorter periods for trend analysis, longer for patterns.
- Match visualization to data - Use pie charts for proportions, line charts for trends over time.
- Export for presentations - Reports can be exported to PDF or CSV for sharing with stakeholders.
Audit Log
The Audit Log provides a comprehensive record of all system activities, helping you track changes, maintain compliance, and investigate issues.
📝 What is the Audit Log?
Every significant action in the system is automatically recorded with details about who performed it, what changed, and when it occurred.
- • Event - The type of action performed (created, updated, deleted, restored)
- • Model - The type of record affected (User, Work Order, Asset, etc.)
- • User - Who performed the action
- • Timestamp - When the action occurred
Audit Event Types
A new record was added to the system.
An existing record was modified.
A record was removed from the system.
A previously deleted record was restored.
📋 Audit Log List View
The audit log displays detailed information about each recorded event:
| Column | What It Shows |
|---|---|
| Date/Time | When the event occurred, shown in your local timezone |
| Event | Type of action: Created, Updated, Deleted, or Restored |
| Model | The type of record that was affected |
| User | The person who performed the action |
| Changes | Before/after values for updated fields (on update events) |
| IP Address | The network address from which the action was performed |
🔍 Filtering Audit Logs
Use filters to find specific events quickly:
- • Date Range - Search within a specific time period using the date picker.
- • Event Type - Filter by Created, Updated, Deleted, or Restored events.
- • Endpoint Type - Filter by record type (Users, Work Orders, Assets, Parts, etc.).
💡 Best Practices for Audit Logs
Regularly review audit logs for unusual activity, especially failed login attempts and bulk deletions. Use date filters to focus on specific time periods during investigations.
⚠️ Note: Audit logs are retained according to your organization's data retention policy. Very old entries may be archived or removed automatically.
📚 Quick Reference
📄 Documentation
- Supported files: jpeg, png, pdf, csv, xlsx, xls
- Navigate: Office → Documentation
- Organize: Use folders and entity associations
- Best practice: Use consistent naming conventions
👥 Users
- Roles: Admin, Maintenance, Worker
- Navigate: Office → Users
- Required fields: Name, Email, Password
- Best practice: Assign minimum required permissions
📊 Reports
- Types: Work Order, Asset, Inventory
- Navigate: Office → Reports
- Visualizations: Bar, Line, Pie, Donut, Table, Mixed
- Best practice: Start with templates, then customize
📝 Audit Log
- Events: Created, Updated, Deleted, Restored
- Navigate: Office → Audit Log
- Filters: Date range, Event type, Model type
- Best practice: Review regularly for security
🆘 Need Help?
If you have questions about Office features or encounter any issues, please contact your system administrator or refer to other documentation sections.
Remember: Administrative features like user management and audit logs are typically restricted to users with Admin permissions.