How To Use OnTyme
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OnTyme is a field service management app designed for teams who schedule appointments, dispatch installers, track jobs, and collect form data on-site. It works on both web (desktop browser) and mobile (iOS/Android).
This guide walks through every major section of the app, step by step.
1.1 Logging In
1.2 Forgot Password
The Dashboard is your landing screen after login. It gives a real-time snapshot of what is happening today.
What You See
How To Use the Dashboard
Creating Events or Jobs from Dashboard (web, non-viewer role)
Global Search
The search bar (top-right on larger screens) lets you find customers, jobs, or events by keyword across the whole system.
3. Schedule (Calendar)
The Schedule screen is where all appointments and events are managed.
3.1 Switching Calendar Views
Desktop: Five view buttons appear at the top right — Month | Week | 3 Days | Day | Schedule.
Mobile: Tap the green dropdown (e.g., "Month") in the top-right to pick a view. The Week view is only available on desktop.
Month — see all events across the whole month as colored chips.
Week — side-by-side columns for each day (desktop only).
3 Days — shows today plus 2 more days side by side.
Day — shows one column per installer with drag-to-reschedule support.
Schedule — a scrollable chronological list of events (Agenda view).
3.2 Navigating Dates
Use the arrow buttons (left/right) in the calendar toolbar to move forward or backward.
Tap any day number in Month View to zoom into Day View for that date.
The toolbar label shows the current month and year.
3.3 Creating a New Event
Option A — click/tap on a date cell: in Month View, tap a date to switch to Day View; in Day View, tap an empty time slot to open the event creation form.
Option B — use the Create Event button: tap "+ Create Event" in the schedule toolbar. The form opens in a side panel (desktop) or bottom sheet (mobile).
Event form fields include Job, Customer, Appointment Type, Assigned User(s), Date & Time, Location/Address, Notes, Attachments, and an AI Recommendation for the best available time slot. When done, tap Save or Create Event.
3.4 Editing an Event
Tap/click any existing event chip or bar on the calendar.
The Event Detail dialog opens.
Tap the Edit button (non-viewers only) to re-open the form with current data.
Make changes and save.
Drag to reschedule (Day/Week View, desktop): click and hold an event, drag it to a new time slot, then confirm the "Change time from X to Y?" dialog.
3.5 Understanding Event Status Colors
Purple = Upcoming (not yet started).
Amber/Yellow = In Progress (Technician clocked in).
Teal/Green = Complete (work done, forms submitted).
Red = Incomplete (ended but missing forms or ended early).
Gray = Missed (no one clocked in at appointment time).
Purple = Vacation Day.
3.6 Viewing Event Details
Tap any event to open the Event Detail dialog, which has two tabs. The Details tab shows the event title, status badge, assigned user, date/time, location, plus Refer & Create Event, Send Email, a Work Sessions card, Edit, and Delete. The Forms tab (visible for in-progress, complete, missed, or incomplete events) shows all form submissions, with Export XLSX, Send Email, and Add New Submission options.
3.7 Filtering the Calendar
Desktop: filter panel on the left side of the calendar.
Mobile: tap the filter icon in the toolbar to open a bottom sheet.
Filter by Tags, Appointment Types, Status, or Technicians.
Reset Filters clears all active filters.
4. Your Day (Map Navigation)
"Your Day" is the turn-by-turn navigation screen for Technicians in the field. It is a mobile-first screen that shows your appointments on a map.
4.1 What It Shows
Full-screen map with markers for each appointment today.
Blue pin = upcoming destination, red pin = current next destination, green pin = visited/completed stop, yellow pin = currently active (clocked in).
A red route line shows the path to the next destination.
Bottom control panel shows navigation info and action buttons.
4.2 Browsing Your Appointments
Open "Your Day" from the bottom navigation tab.
The progress counter shows "X of Y completed."
Use Previous and Next buttons to browse destinations without starting navigation.
Each destination card shows name, appointment time, phone number, and address.
4.3 Calculating a Route
Browse to the appointment you want to navigate to, then tap "Calculate Route." The app shows the driving route, ETA, and service completion estimate, with warnings if you may be late or will arrive too early.
4.4 Starting Navigation
"Send ETA & Start Navigation" sends a customer notification with your ETA, then opens GPS navigation.
"Skip ETA & Start Navigation" opens GPS navigation without notifying the customer.
4.5 While On-Site (Clocked In)
Job Forms opens the digital form for this job to collect data on the spot.
Complete marks this stop as done and moves to the next appointment.
Cancel Route cancels the current route without marking complete.
4.6 Clocking Out
When you finish an appointment, a clock-out dialog may appear asking for an optional reason or notes. Confirm to record the end time of your work session.
5. Customers
The Customers screen manages all customer contact records.
5.1 Viewing Customers
Mobile: card layout with name, company, email, phone, and city.
Desktop: data table with sortable columns.
Use the search bar to filter by name, email, or phone number.
Tap "Load More" (mobile) or use pagination arrows (desktop) to browse large lists.
5.2 Adding a New Customer
Tap "Add Customer" in the header.
Fill in First Name, Last Name, Company Name, Email, Phone Number, and Full Address.
Tap Save. The new customer appears in the list immediately.
5.3 Importing Customers via CSV (web only)
Download the CSV template from the import dropdown.
Fill in your customer data using the template columns.
Tap Import CSV and upload your file. The system validates and imports all rows.
5.4 Viewing a Customer Profile
Tap any customer card (mobile) or the View button (desktop) to open a detail modal showing full contact info and all linked jobs, with options to Edit or Delete.
5.5 Editing or Deleting a Customer
Edit: tap the Edit button on the card or detail modal, update the form, and save. Delete: tap Delete in the detail modal; a confirmation prompt appears before removal.
6. Profile & Settings
Tap your avatar or the profile menu in the top-right corner to access your profile.
6.1 Changing Your Profile Photo
Web: tap the camera icon on your avatar and pick an image file. Mobile: tap the camera icon and choose from your photo library.
6.2 Changing Your Password
Under Account, tap Change Password.
Enter your current password.
Enter and confirm your new password (minimum 8 characters).
A password strength meter guides you toward a secure password.
Tap Update Password.
6.3 Push Notifications (mobile only)
Under Notifications, toggle the switch to enable or disable push notifications for new assignments and ETA alerts.
6.4 Default Calendar View
Under Calendar, use the dropdown to choose which view opens by default when you go to the Schedule screen: Month, Week, 3 Days, Day, or Schedule.
6.5 Help & Support
Tap Help & Support to open the OnTyme contact page in your browser.
6.6 Sign Out
Tap Sign Out at the bottom of the profile screen.
7. Admin Control Panel (Admins Only)
Admins access additional management tools through the Admin Control Panel. Look for the Admin link in the navigation.
7.1 Admin Dashboard
KPI cards for Total Events, Total Jobs, and Form Submissions; Event and Job Completion rates; Active Jobs, Pending Events, and Completed Events counts; and Quick Insights for Event Efficiency, Job Workload, and Form Activity. Use the date range picker at the top, or tap Refresh to reset to the current month.
7.2 Job Reports
View reports of all jobs with filters, and download installer breakdown or tag breakdown CSVs for payroll or analysis.
7.3 Form Management (web only)
Create, edit, and delete digital form templates.
Each form has custom fields: text, number, signature, checkbox, photo, etc.
Assign a form template to an appointment type so it auto-loads on events.
Use AI Suggestor to auto-generate a form template from a text description.
Import form templates from an existing file.
7.4 User Management
View all users in the company. Tap "Add User" to invite a new team member with name, email, phone, and role; the new user receives login credentials by email. Tap any user to view details, edit info, or delete.
7.5 Vacations Management
View and approve vacation requests from team members, add vacation blocks for any user. Events cannot be scheduled on vacation days for the affected user.
7.6 Role Management
Create custom roles with specific permission levels.
Role 0 = Viewer (read-only, cannot create events or submit forms).
Role 1 = Technician (can clock in/out and submit forms).
Role 2+ = Admin (full access including Admin Panel).
7.7 Work Hours
Define the standard working hours for the company. Events can only be scheduled within these hours by default.
7.8 Custom Holidays
Add company-specific holidays (e.g., office closed days); these days are blocked from scheduling. Sort holidays by date, and tap any entry to edit or delete.
7.9 Holiday Settings
Configure which public/statutory holidays to automatically observe, and toggle countries or regions as needed.
7.10 Subscription Management
View your current plan, billing period, and usage. Upgrade, downgrade, or cancel your subscription, and access the billing portal for invoices and payment methods.
8. Jobs
A Job is a recurring project or account for a customer. Events (appointments) are always linked to a Job.
8.1 Creating a Job
From the Schedule (event form): open the event creation form, then next to the Job field tap "+ Create New Job," fill in the job details, and save.
From Customers: open a customer profile, tap "Add Job" in the jobs section, fill in job details (name, address, notes, tags), and save.
8.2 Viewing Job Details
Tap any job in the Customers screen or from the Dashboard jobs widget. The job detail view shows job info, a list of all linked events, and form submission history.
9. Forms (On-Site Data Collection)
Forms are filled out by installers during or after an event.
9.1 Accessing Forms During an Appointment
Method A — from Your Day: after clocking in and calculating the route, tap "Job Forms" to load the form for the current job.
Method B — from the Schedule Event Detail: tap any event that is in-progress, complete, missed, or incomplete, then tap the Forms tab.
9.2 Filling Out a Form
Read each field/section in the form template.
Fill in text, numbers, checkboxes, or upload photos as required.
For signature fields, sign on screen with your finger or stylus.
Tap Submit when all required fields are complete.
Submissions are saved and visible to admins immediately.
9.3 Multiple Submissions
You can submit a form multiple times on the same event (e.g., per visit or per day). Each submission is listed separately under the Forms tab.
9.4 Exporting Form Data
Export XLSX downloads all submissions for this event as an Excel file. Send Email lets you choose which fields and submissions to include, then send to any email address.
10. Notifications & ETA Alerts
10.1 Push Notifications (mobile)
The app sends push notifications when you are assigned to a new event, when an event's time changes, or when a customer ETA notification has been sent. Toggle on/off in Profile → Notifications.
10.2 ETA Notifications to Customers
When you tap "Send ETA & Start Navigation" from the Your Day screen, the system automatically sends the customer a message with your name, estimated arrival time, and job reference.
11. Tips & Best Practices
Always link events to a Job. Events without jobs cannot track form submissions properly.
Use Day View when dispatching multiple installers — each person gets their own column for easy conflict checking.
Use Tags on Jobs to organize work by type or priority. Calendar filters use these tags.
Installers should use Your Day for navigation — it auto-sends ETA to customers and tracks clock-in/out.
Admins should check the Dashboard daily to spot missed or incomplete events.
Export form data to XLSX at the end of each job for records and billing.
Use "Refer & Create Event" on a completed event to quickly schedule a follow-up with the same job context.
12. Role Summary — Who Can Do What
Technician (Role 0)
View jobs and work on assigned jobs.
Check job stats and progress.
Clock in and out on events.
Fill in and submit job forms.
Use Your Day map navigation.
Cannot access Admin Panel or manage users/settings.
Sales (Role 1)
All Technician permissions.
Create, edit, and delete events, jobs, and customers.
Manage the full schedule and dispatch installers.
Cannot access Admin Panel or manage users/settings.
Admin (Role 2)
All Sales permissions.
Access Admin Control Panel.
Manage users, roles, forms, holidays, and subscriptions.
Manage application-wide settings.
View team status and reporting dashboards.
