My AdminBase Diary App
NB Applies to AdminBase Web versions dated 2022.1.1.1 and later. You can check your version in Settings.
The My AdminBase Diary app allows personnel in the field to see their appointments and associated documents stored in AdminBase and to submit back notes, voice memos and pictures to the lead or contract record in AdminBase. The app is available for Android and Apple devices on the relevant app store.
Team members on the same appointment can see all images etc that have been added to the appointment whilst on site.
It is also possible to make certain users of the app Managers whereby they see their team members appointments as well as their own.
NB Apple have insisted on a one off In App purchase for us to be able to list the app on their store. We have set this to the minimum of 99p. Our intention was for the app to be FOC so if you would like your 99p refunded please let us know. We will be donating any remaining proceeds of the app to charity.
To use the app you need to do the following :-
Send a list of the personnel you wish to use the app to support@abinitiosoftware.co.uk They will set up the users and activate the app on AdminBase for you. If you wish to limit the appointments sent to each app eg you don’t want fitters to know about their appointments till the day before make sure you include that information in your email. The choices here are i) Todays appts, ii) Todays and tomorrows, iii) 7 days or iv) All.
When you receive the list of username and passwords back from AdminBase support download My AdminBase Diary app from the app store for the device you are using. The app is compatible with Apple & Android phones or tablets.
At this point you also need to add the username to each individuals Personnel record in Settings.
When adding documents to leads or contracts in AdminBase if you want the document to be available on the relevant salesperson or personnel app then you need to mark the document as Send to Diary App. This can done when adding the document or at a later stage. Each document can be ticked for sending to the app as required.
NB these are the file types that can be sent to the diary app. Attempting to send files of an unsupported type will generate an error in AdminBase and the app. In most cases you can print your file to a PDF to send to the app.
heic **
pdf
mkv
mp4
wav
caf
jpeg
jpg
png
gif
** A note about heic files
This is an Apple image format that cannot be viewed on all Android devices nor on all Windows based web browsers. Therefore we recommend you switch your Apple device to save images as jpegs to be sure all users of AdminBase and the Diary app can view images taken on an Apple device.
How to take JPEG pictures instead of HEIC images
Open Settings on your iPhone or iPad.
Tap Camera. You might have to scroll a bit to find this option
Tap Formats.
Tap Most Compatible. If you want to switch back to HEIC, follow these same steps but tap High Efficiency.
Sending Appointments
The action of the My AdminBase Diary app is automatic. It requires no extra input from the user, simply make, edit and use appointments as before. The appointments made for users with a My Diary App username are picked up and sent to the app along with any documents marked to send.
Uploading information from Appointments
Just as no user input is required to send appointments, so none is required to pull documents and notes in - the process is automatic. Once a document, picture or note is pushed from the app it is pulled into AdminBase and attached to the correct Lead or Contract. If it is a document it is attached as such. If the entry is a note it is added as a comment on the record.
Using the App
Login using the username and password supplied to you. NB they are case sensitive
Your appointments will be downloaded
From the hamburger menu you can switch between a diary view and a list view
Tab an appointment to view it in more detail
Documents from AdminBase are listed.
Tap to open them
The bottom bar is where you add notes, voice memos and images.
Back - returns you to your list of appointments
Camera - add photos from your phone or take new ones
Microphone - add voice notes
Notepad and pen - add text notes
Signature - add a signature
Upload - uploads the voice, images and notes to the record in AdminBase.
Once uploaded from the app Photos, Voice Notes and any signature are uploaded to the relevant Lead or Contract Documents in AdminBase
Text notes are added to the Notes page.
Adding Multiple Photos
When you tap on Camera there is now an option to Choose Multi
Android devices - this will take you directly to your picture Gallery from where you can attach multiple photos.
Apple devices - to attach multiple photos there are a few more steps required.
1. Take your photos outside of the app using the camera. Then in the Photos app tap Select and choose the photos you want in the Diary app.
2. Tap Share and choose Save to Files
3. Choose a folder to save the photos into - you might find it helpful to create a folder on your iPhone specifically for these photos and then tap Save.
4. Now in the Diary app tap the Camera Icon and then tap Choose Multi
5. tap on the folder you saved your photos into
6. Now tap the circle icon with the 3 dots and then tap Select.
7. Select the photos you want attached to the appointment
8. Now tap Open
9. Enter a description for the photos - each photo will be named what you enter with a number after it.
Using My AdminBase Diary app for an Installation Manager
Request a manager login for the installation manager from support@abinitiosoftware.co.uk giving the name and number of days of appointments they are to see in their diary app. Make sure the user name is entered on their record in Settings Personnel
If you have multiple installation managers make sure the correct installation manager is recorded on each contract. This will prevent them seeing the appointments on the contracts they does not manage.
The manager login can also be used for Sales, Survey & Service appointments or any combination
Each manager login can also be made so that appointments are read only if the manager just needs the appointment information and will not be submitting images etc