Help Centre
OnTyme is an installer scheduling and job-management app for installation companies. It helps your team manage customers jobs scheduled events installer assignments appointment forms work sessions ETA communication and reporting from one connected workflow.
Work Hours define the company's normal working day. These hours are used by scheduling and AI slot recommendations to understand when appointments should fit into the day. Set work hours before scheduling live appointments.
User Management is where admins create and edit company users. A user record includes First Name, Last Name, Email, and Role. Users belong to the company account and can be assigned to scheduled events.
A Customer is the person or company receiving the service. Customers are used when creating jobs and scheduling events.
Form Management is where admins create the forms that installers complete during or after an appointment. Forms are organized by Appointment Type. Each appointment type can have its own form fields.
The AI Form Generator helps admins create form templates faster. In Form Management, after selecting an appointment type, admins describe the form they need in plain language and OnTyme returns a suggested form structure with fields, types, and options to review and import.
The Schedule supports Month, Week, 3 Days, Day, and Schedule views. Users can set their preferred default view in Profile > Calendar > Default View.
Installers should open their assigned work, review the next appointment, navigate to the job site, send ETA if needed, clock in when starting work, complete required forms, upload required images, clock out when finished, then move to the next appointment.
Yes. Submissions can be exported as XLSX files emailed directly from the event Forms area or bulk-exported by appointment type and date range.
Check that a job is selected with a valid site location, estimated job completion time is entered, at least one priority installer is selected, the date range has available working time, and the installer is not on vacation or blocked by holidays.
The first user signs up through Create Account and enters company and owner information including Company Name, First/Last Name, Email, Phone, Password, and Address. After signing up, set Work Hours, configure Holiday Settings, add Roles, create Users, build Appointment Types and Forms, then add Customers, Jobs, and schedule Events.
Holiday Settings define which holiday rules apply to the company. The app can use holiday data based on the company's selected country/province settings. These settings help avoid scheduling work on blocked holiday dates.
Role Management controls access levels in the app. Roles are Installer and Admin. Installers handle assigned work, daily navigation, clock in/out, and form submissions. Admins manage schedules, users, jobs, forms, reports, and company setup.
Yes. Admins can download a customer CSV template and import customers from CSV. Use the provided template so the import columns match what OnTyme expects.
An Appointment Type is the category of scheduled work. When creating an event, the admin selects an appointment type. That appointment type determines which form the installer will complete. Admins can add, edit, delete appointment types and add form fields to each.
Go to Form Management, select an appointment type, find AI Form Generator, describe the form you want, select Generate Form, review the template, remove fields you do not need, select Import Template, then review and adjust the final fields.
Schedule filters include Tags, Installers, Appointment Types, and Event Statuses. Filters help admins narrow the calendar to the work they need to see.
Send ETA & Start Navigation starts navigation and sends ETA information to the customer including client name, job title, ETA, appointment time, and whether the installer may be late or early.
Job Reports gives admins a way to review job and event activity. Use it to understand completed work operational progress and historical job information.
The appointment type may not have fields yet. Go to Form Management select the appointment type and add fields manually or use AI Form Generator.
Custom Holidays are company-specific blocked dates or partial-day blocks. Use them for company closures, internal shutdown days, local holidays, supplier closures, and special non-working periods.
A Job is the work record connected to a customer. A job includes Title, Customer, Site Location, Additional Contact, Status, Travel Time, and Site Photo. Job statuses are Ongoing, Finished, Pending, and Cancelled.
Form fields can be: Text Input, Email Input, Number Input, Mixed (number or fraction), Text Area, Select Dropdown, Checkbox, Radio Button, and Images Upload.
AI-Powered Scheduling helps admins find the best installer and time slot for a job. It considers job location, estimated completion time, installer schedules, vacations, holidays, and travel time between locations to recommend the best available slot.
Go to Schedule and choose Create Event. The event form includes Customer, Job, Appointment Type, Assign To, Date Range, Start Time, End Time, Tag, Description, Attachments, and Confirmed. Select Create Event when done.
Clocking in starts the work session for an event. Clocking out ends the work session. Work sessions help admins review actual time spent and completion details.
Check that the event has the correct appointment type, required fields are completed, required images are uploaded, the user has access to the event, and the device has a connection or the submission is waiting to sync.
Vacations Management records when installers or other users are unavailable. A vacation can include User, Start date, End date, Start time, End time, and Note. When scheduling, OnTyme checks vacation records and warns if the selected user is unavailable.
A Job is the work that needs to be done. An Event is the scheduled appointment for that job. Create the customer first then the job then schedule the event.
Start creating or editing an event, select the customer and job, choose Priority Installer options, select the date range, enter Estimated Job Completion Time, select Find Slot, review the recommendation, then select Accept & Assign to apply it.
Refer & Create Event creates a new event using the current event as a reference. This is useful for follow-up visits or related work. Referenced submissions can appear as Reference Submissions when reviewing forms.
The installer opens the event goes to Forms and selects Add New Submission. They complete the form fields upload images if required and select Submit Form.
The event likely has the wrong Appointment Type selected. Edit the event and choose the correct appointment type.
Site Location is used for routing ETA calculations travel time and map-based workflows. Accurate site locations make scheduling and installer navigation much more reliable.
Yes. If a submission cannot sync immediately OnTyme saves it and syncs it later when the connection is restored. You may see messages such as Saved submissions waiting to sync or Syncing saved submissions.
