Admin Manual Version 1 1 Contents Introduction ................................ ................................ ................................ ........................... 2 Users ................................ ................................ ................................ ................................ 2 How to ................................ ................................ ................................ ................................ ... 2 Install The App - ANDROID ................................ ................................ ................................ .. 2 Install The App - iOS ................................ ................................ ................................ ............ 4 Welcome to your Dashboard ................................ ................................ ............................... 5 Change Your Password ................................ ................................ ................................ ....... 6 ADMIN MANUAL ................................ ................................ ................................ .................... 6 Create Users ................................ ................................ ................................ ...................... 6 Change User Details ................................ ................................ ................................ ........... 7 Create Jobs ................................ ................................ ................................ ........................ 8 Cleaner Absence ................................ ................................ ................................ ................ 8 Edit & Delete Jobs ................................ ................................ ................................ ............... 8 Shift Logs ................................ ................................ ................................ ........................... 9 Download CSV Reports ................................ ................................ ................................ ..... 10 Bulk Uploads and Edits ................................ ................................ ................................ ........ 11 EXTRA FEATURES ................................ ................................ ................................ ................. 11 Multi Language ................................ ................................ ................................ ................. 11 Bug Reports ................................ ................................ ................................ ..................... 12 Server Connection ................................ ................................ ................................ ............ 12 2 Introduction ELFA Sparkle Log is a web - based application designed specifically for commercial cleaning teams to accurately record shift hours and provide real - time updates to head office. Developed with simplicity and efficiency in mind, the app offers an intuitive user experience that makes daily logging quick and straightforward. Built - in language options and personalization features ensure accessibility and ease of use for diverse, multi national teams. Users How to Install The App - ANDROID On your device type in the following link or scan the QR code: https://elfa - sparkle - log - 371176997597.us - west1.run.app/ 3 Once you are on the web app you may get a notification at the top of your screen that looks like this: If this does pop up, click the install button. If the pop up does not appear click the three dots on the top right corner and then click “add to home screen” button. This should then bring up the prompt to install the app as below. Once installed you will have an app with this logo on your home screen 4 Install The App - iOS On your device type in the following link or scan the QR code: https://elfa - sparkle - log - 371176997597.us - west1.run.app/ 5 Welcome to your Dashboard All users are greeted with a different looking dashboard. This is what the admin dashboard looks like: OPERATIONAL SITES: This is all the sites and jobs that are available. They are broken up into recurring or once - off jobs. Once - Off Jobs are jobs that have a due date and will only happen on demand. Recurring Jobs are jobs that have a set schedule and will happen regularly. STAFF ROSTER: You will see all user accounts here and you will be able to manage them from here. You can also add staff absence from this panel. WEEKLY ABSENCE : This is an easy way to view who is absent in a period. You can use the date range search to filter the absences. It will default to showing you the current weeks absence. USER MANUAL: User manuals for the app will be managed here and be viewable across various users. DATABASE CONNECTION: This shows that you are connected to the database at live. CONTROL BAR: There are a few icons at the very top of the dashboard that each have different functionalities as listed below. 6 Reports download and management Shift Logs View Bug report Use this to report bugs or request features Bulk Upload & Edit of Jobs and Users Server settings Change Your Password Once you have logged in to the app using your provided login details you can then change your own password. 1. From the dashboard scroll down to where you can see the section for “STAFF ROSTER”. 2. Click the search bar and type in your name. 3. Click on your user. 4. Under “FORCE PASSWORD RESET” type a new password 5. Click “UPDATE PROFILE” ADMIN MANUAL Create Users New cleaner and supervisor users can be created and edited from admin users. If new admin users are required or changes to admin users need to be made this must be done from the master account. 1. Login to your admin user 2. Click 3. Fill in all the details and select if the user is a cleaner or a supervisor. Set the password to 123 **the cleaner needs to change this when they login the first time 7 4. Click “ADD TO TEAM” 5. The user will now appear under the “STAFF ROSTER” and will be able to receive job assignments. ** To delete users, speak to Juantel Change User Details 1. Go to “STAFF ROSTER” 2. Click the search bar and type the staff member’s name 3. Click on their user 4. Edit any relevant details 5. Click “Update Profile” 8 Create Jobs 1. At the very top of the dashboard click 2. Fill in all the relevant details 3. Scroll to the bottom and click **Note: If a cleaner is marked absent that day, you will not able to add them to a job! Cleaner Absence Cleaner absence can also be logged on the app. From an admin profile, navigate to the staff roster, search for the relevant cleaner and click on their user. Scroll down to the section that says “MANAGE ABSENCE”. Enter the start and end date then click ADD. If a cleaner is marked absent, they cannot be added to jobs that day, and they will not be able to log any shift hours for that day. Edit & Delete Jobs To edit a job: 1. Under “OPERATIONAL SITES” use the search tab to search for the relevant job 2. Click on the relevant job 3. Click 4. Make any necessary adjustments and click To delete a job: 1. Follow steps 1 - 2 as above. 2. Click 9 Shift Logs When cleaners have submitted hours for a shift it will be added to the shift log. The shift log can be viewed with the button by master, admin and supervisor users. To view more specific shift log details click on the relevant shift log to open it 10 Here you are able to view the number of hours logged by the cleaner, the job details and any notes left by the cleaner. Admin and master users are also able to adjust the hours submitted here. **Cleaners can also adjust their own shift logs for up to 24 hours after a shift log has been submitted Supervisor accounts are also able to respond to notes. Once any adjustments or notes are added click “SAVE ADJUSTMENTS” Download CSV Reports All users can download CSV reports containing different levels of data. To download a CSV: 1. Click 2. Set up the relevant filters if any. 3. Click “DOWNLOAD CSV REPORT” 4. Once the CSV report is generated and downloaded it can be opened and processed in either Google Sheet or Excel. 11 Bulk Upl oads and Edits An easy way to upload a large quantity of jobs a nd or/users and make edits is using the bulk upload feature 1. Click this button to begin 2. Sele ct USERS or JOBS, depending on what you are looking to bulk u pdate. 3. Down load the template which will appear as a CSV. C omplete ALL the co lumns in the CSV 4. Save the CSV file and upload it 5. A notification showing how many row s of the file were processed will appear at the top of the screen. **USE CAUTION using the bulk upload an d edit as it CANNOT BE UNDONE! To bulk edit go to the JOBS section then select “ EXPORT CURRENT JOBS FOR BULK EDIT ” Make the necessary adjustmen ts on this CSV , save the CSV then upload it once more. E XTRA FEATURES Multi Language At the top of each user is the option to change the language that the app appears in. These buttons may also appear as flags. OR Currently the app is available in English, Spanish, Italian , French and German. 12 Bug Reports If a user finds a bug on the app, they can submit a bug report to inform us. Bug reports can be viewed using the button. If there are suggestions or recommendations this can also be made using the bug report. Server Connection Master, admin and supervisor users can see the connection status of the app from the dashboard window. If the app ever disconnects this connection window will show the error. This can also be seen using the button for a more detailed view. 13