Clear answers for the work in front of you.

1. 1

   On the sign-in screen, choose Create one. Enter the company name, company code, your name, email and a four-to-six-digit PIN.

2. 2

   Open Work → Assets & Areas. Create the areas your team uses, then add the first asset.

3. 3

   Open Manage → People & access. Add the team, choose the correct role for each person, add their work email where available and give each active person a PIN.

4. 4

   Open Manage → Company & branding. Confirm the company and department names, terminology, time zone, contact details, brand colour and artwork.

5. 5

   Open Manage → Job settings. Check the job-type names, colours, order and planned/unplanned classifications.

6. 6

   Create the first checklist, then create the first recurring schedule if the asset has planned work.

7. 7

   Create a test job, assign it, start it, answer a check and mark it done. Confirm it appears in Reports → Job Log.

8. 8

   Install the app and send a test notification on each person’s own phone.

Keep in mindKeep the company code short and easy to type. It identifies the company at sign-in; it is not a personal password.

Work

Live jobs, requests, the board, schedules, checklists, registers, leave and gate passes.

Calendar

A date view of scheduled and actual work.

Reports

Completed history, trends, downtime, workload and the searchable job log.

Manage / Settings

Company details, people and access, notifications, job types and the in-app Help Centre.

• Desktop: use the main section at the top, then the second row for pages inside it.
• Phone: tap the three-line menu. Your role hides pages you cannot use.
• The logo returns you to your normal home screen. The app remembers the right landing page for the next launch.
• Use the theme button to cycle through system, light and dark modes.

1. 1

   Choose Work → Log a Job or Create a new job.

2. 2

   Select the asset, job type, due date and person responsible.

3. 3

   Write a short action in What needs doing. Put background detail in Anything else.

4. 4

   If operations have stopped, switch on Work has stopped. Add a photo when it will help the person find or understand the fault.

5. 5

   Create the job, open its card and choose Start this job.

6. 6

   Answer any checks, record what was found or done, add completion proof and choose Mark done.

7. 7

   Open Reports → Job Log and find the job number to confirm the record is complete.

Gate pass issuer

Creates, prints and records returns for gate passes only. No maintenance jobs or reports.

Quality Control / Production

Logs faults and sees what happened to their own requests. Cannot assign, start or complete work.

Does jobs

Sees their own queue, starts work, answers checks, records waiting and completes cards.

Runs the day

Supervisor access: board, assignment, schedules, checklists, registers, leave, reports and settings.

Runs the department

Manager access, including correcting and undoing completed work; no people or PIN administration.

Super Admin

Full access, including people, roles, invitations and PINs.

Keep in mindAssign the lowest role that lets the person do their real work. Runs the day is the normal role for somebody allocating maintenance; Super Admin is for access administration, not status.

1. 1

   Open Manage → People & access, then choose Add a person.

2. 2

   Enter their name, optional surname, trade and work email.

3. 3

   Choose What they can do. Read the hint under each role before saving.

4. 4

   If an email is present, saving sends an invitation and marks access as pending. They do not receive company access until they accept.

5. 5

   The invitation verifies their address and lets them choose a PIN; it expires after seven days. You can resend or cancel it from their row.

6. 6

   For a quick-access worker without email, choose Give a PIN. This accepts their company membership immediately.

7. 7

   Ask them to sign in once and install the app on their own device.

Keep in mindNever add a second person just because somebody forgot a PIN. Open their existing row and change the PIN.

1. 1

   Use the same verified email address when each company invites you.

2. 2

   Accept every invitation. Each company keeps its own role, name and work history for you.

3. 3

   Open Manage on desktop, or the main menu on a phone, and choose the other company name.

4. 4

   UPWRKS opens that company with its own branding and permissions. You do not need to sign in again.

Keep in mindQuick PIN-only accounts stay local to one company until a verified email or passkey connects them to a personal account.

Retire

Use when a person or asset leaves service. It disappears from new choices but its history remains.

Bring back

Restores a retired record without creating a duplicate.

Delete

Only available where the record is retired and safe to remove. Historical records normally prevent deletion.

Merge duplicate

Moves history, schedules and references to the correct record, then removes the duplicate.

Keep in mindMerging is permanent. Read the confirmation carefully and choose the record you want to keep.

1. 1

   If asked, enter the company code supplied by your administrator and choose Continue.

2. 2

   Select your name from the people list.

3. 3

   Enter your PIN on the keypad or numeric keyboard. The app continues when the required digits are entered.

4. 4

   Check that your name appears in the menu before recording work on a shared device.

• Choose Back if you selected the wrong person.
• After too many incorrect attempts, wait ten minutes or ask a Super Admin to reset the PIN.
• Always Sign out when handing a shared phone or tablet to somebody else.

1. 1

   Select your name on the sign-in screen and choose Forgot PIN.

2. 2

   If your account has a verified email, a reset email is sent. The screen intentionally gives the same response whether an email exists or not.

3. 3

   Open the link within 30 minutes, choose a new four-to-six-digit PIN and enter it twice.

4. 4

   If no email arrives, check junk mail, confirm the company, then ask a Super Admin to check the email and verification status or change the PIN directly.

Keep in mindReset, invitation and verification links are single-use. If the app says a link expired or was already used, request a new one.

Invitation

Sent by a Super Admin. Verifies the address and lets the person set a PIN. Valid for seven days.

Verify email

Confirms the administrator or company creator owns the address. Valid for 24 hours.

PIN reset

Available only for a verified address. Valid for 30 minutes.

New request alert

Notifies the people who allocate work when QC or Production sends a maintenance request.

• Account links should be opened by the named recipient; do not forward them.
• Changing a person’s email makes the new address unverified until a new link is completed.
• A Super Admin can choose Send sign-in link again from People & access.
• If you did not expect an account email, ignore it and do not use the link.

1. 1

   Super Admin: open People & access and use Change PIN or Show PIN on the person’s existing row.

2. 2

   A Super Admin can change their own PIN from Manage → Change my PIN after confirming the current PIN.

3. 3

   Another Super Admin’s PIN is never displayed.

4. 4

   After a PIN is reset, existing sessions for that person end; sign in again with the new PIN.

1. 1

   Open Work → Log a Job.

2. 2

   Choose the affected asset, or leave it as Not a specific asset when appropriate.

3. 3

   Choose the job type and write exactly what is wrong in one clear sentence.

4. 4

   Add optional detail and photos to show the fault or its location.

5. 5

   Choose Send to maintenance. The request goes to Nobody yet on the board, carrying your name as the origin.

6. 6

   Use What I Logged to follow its status, assignee, waiting reason and completion.

Keep in mindQC and Production do not choose the due date, assignee or line-down priority. A supervisor makes those decisions.

1. 1

   Open Work → Board → Create a new job, or Work → Log a Job.

2. 2

   Choose the asset and an optional checklist. Checklist steps are copied onto the card.

3. 3

   Choose the kind of job and enter the action in What needs doing.

4. 4

   Set When is it due. Clear the date only when the work genuinely has no committed day.

5. 5

   Choose whether Maintenance or a Contractor does the work. For a contractor, select the firm and internal owner.

6. 6

   Add detail and photos. Switch on Work has stopped only when operations are actually stopped.

7. 7

   Choose Create job. A directly assigned person sees it immediately in My Jobs and can receive a notification.

1. 1

   From My Jobs, choose Log completed job.

2. 2

   Choose the asset, describe what was wrong if useful and state what you did.

3. 3

   Enter the start time, end time and correct day. Use yesterday when prompted if that is when the work happened.

4. 4

   Choose whether the work was done by you or a contractor, then choose the work type.

5. 5

   Add optional photos, location and completion proof, then choose Log completed job.

Keep in mindUse this only for real work completed without an existing card. If a card already exists, complete that card so history is not duplicated.

What needs doing

Use a verb and an outcome: Replace leaking steam hose at valve 4.

What is wrong

State the observed symptom: Conveyor trips after 20 seconds under load.

Anything else

Add safe access notes, observations, part numbers or production context.

Photo

Show the whole location first, then a close view. Avoid PINs, private documents or unrelated people.

Keep in mindDo not write fix machine, broken or a person’s name as the whole description. The next shift must understand the card without asking.

1. 1

   Open My Jobs and choose the job. Line-down jobs appear first; overdue, due today, waiting and upcoming work are grouped clearly.

2. 2

   Confirm the asset, area, job number, due date, work type, origin and contractor before starting.

3. 3

   Read What to do, any photos and every checklist step. Resolve safety or access requirements before touching the equipment.

4. 4

   Choose Start this job when hands-on work begins. This starts the time-on-tools clock.

5. 5

   Answer checklist rows as you perform them. Results save as you go, including if you leave the screen.

6. 6

   Record what you found or did, parts used, remaining risk and any follow-up needed.

7. 7

   If the asset stopped operations, choose Asset back in service at the actual restart time; finish the card after guards, cleanup and paperwork.

8. 8

   Add photos, location and signature/name where required, then choose Mark done.

9. 9

   Re-open the completed card and confirm the result, timing and proof before leaving the job.

Keep in mindMark done closes the card. It is not the same as putting the asset back in service; keeping those moments separate protects downtime reporting.

1. 1

   On the open card, choose Waiting on something.

2. 2

   Choose the standard reason: part, production, contractor, access, information, another department or something else.

3. 3

   Add the specific detail. A note is required for Something else.

4. 4

   Add Expected by when known, then choose Mark as waiting.

5. 5

   The job remains open and visible on the board. Waiting time is counted separately from time on tools.

6. 6

   When work resumes, open the card and choose Back to work. Change the reason first if the blocker changed.

Keep in mindDo not cancel a job merely because it is blocked. Waiting preserves ownership, due date and the reason work has not progressed.

• Tap the result or method on each row and add a note where the observation needs context.
• A checklist is a snapshot on the job card. Later edits to the master checklist do not rewrite historical cards.
• The app permits completion with unanswered checks. Use that only when a check did not apply or could not be performed, and explain why.
• For rounds across several assets, the asset name appears above its first check. Confirm the heading before recording the result.

Edit job

Managers can correct completed details and must record a reason. Every correction remains in Edit history.

Undo → Back to unfinished

Reopens the card while keeping start time, checks and recorded minutes.

Undo completely

Clears checks, timing and minutes so the card starts again as new.

Cancel

Closes work that should no longer be done and records a reason.

Skip

Closes one planned occurrence; the recurring schedule continues to its next cycle.

Keep in mindNever edit history to make a metric look better. Corrections exist to make the operational record true.

1. 1

   Open Work → Board and start with Today. Review line-down, overdue, unassigned and waiting work before future work.

2. 2

   Open every unassigned request, confirm its type, due date and priority, then assign an accountable person.

3. 3

   Check Waiting for overdue expected dates. Contact the owner and update the blocker when circumstances changed.

4. 4

   Check Leave. Confirm cover for everyone away and inspect cards that remained unassigned.

5. 5

   Open Calendar for today and the coming week to spot schedule collisions or work requiring a shutdown.

6. 6

   Use Print when paper cards are needed for the meeting or work area.

7. 7

   Confirm urgent work directly; a notification is useful, but it is not a safety-critical handover.

1. 1

   Open the job from the Board.

2. 2

   Use the supervisor operations below the card to choose the responsible person, contractor, due date or other job controls.

3. 3

   For outside work, keep the contractor as the firm that performed it and the assigned person as the internal owner.

4. 4

   Do not reassign a card already in progress without speaking to the person working on it.

5. 5

   Return to Board and confirm the card appears in the intended column and owner’s queue.

1. 1

   Open Work → Leave and choose Book leave.

2. 2

   Choose who is away, the cover person, From, Until and an optional reason.

3. 3

   Choose Nobody — leave it for the board only when a supervisor will allocate each card manually.

4. 4

   Save. Planned jobs inside the dates go to the cover person; untouched planned cards already waiting move immediately.

5. 5

   Work already started stays with its current owner. Cancelling leave returns only untouched schedule work.

1. 1

   Open the Print link on a job for one card, or use the print screen/filter for a batch.

2. 2

   Review the heading, job numbers, asset, work instructions and checks in the preview.

3. 3

   Choose Print, then select a printer or Save as PDF in the device print dialog.

4. 4

   Treat paper as a working copy. The app remains the final record; transfer results and proof back to the job card.

1. 1

   Open Work → Checklists and choose New checklist.

2. 2

   Give it a specific name that describes the inspection or service.

3. 3

   Choose the assets it applies to, or leave it general when it is valid for any asset.

4. 4

   Add one observable action per step. Choose the correct result method for each step.

5. 5

   Use the arrows to place work in the order it should be performed; remove obsolete draft steps.

6. 6

   Save, then open a new job for one applicable asset and verify the checklist is offered.

Keep in mindWrite checks so a different competent person can reach the same conclusion. Inspect motor is vague; Check motor guard is secure and record abnormal vibration is actionable.

1. 1

   Open Work → Schedules and choose New schedule.

2. 2

   Choose one asset, the checklist and who normally does the work.

3. 3

   Choose the interval: daily, weekly, multi-week, monthly, quarterly, six-monthly, yearly or a custom number of days.

4. 4

   For daily/custom day cycles, decide whether Saturdays and Sundays count.

5. 5

   Choose the first due date. Optionally set an end date, maximum job-card cycles or both.

6. 6

   Switch on Count from when it is finished only when the next date must move with actual completion.

7. 7

   Switch on Operations have to stop for this work only when the planned task requires a shutdown.

8. 8

   Review the projected cycles and final date, then Save schedule.

Fixed calendar rhythm

Weekly and calendar schedules stay on their intended dates even when the previous card finished late.

From completion

Only one card exists at a time; the next date is known after the current card is completed.

Missed work

Missed cycles roll forward instead of creating a stack of duplicate overdue cards.

Weekdays only

Working-day schedules skip Saturdays and Sundays.

Leave

New and untouched planned cards go to the recorded cover person.

Skip one card

The occurrence closes as skipped; the schedule remains active.

Retire schedule

Stops future cards without deleting work already generated.

1. 1

   Filter Schedules to Overdue and resolve every row.

2. 2

   Filter by Unassigned worker and allocate ownership.

3. 3

   Check assets added this month and decide whether each needs a checklist or schedule.

4. 4

   Retire schedules for decommissioned assets and replace incorrect schedules instead of tolerating bad dates.

5. 5

   Use Calendar to inspect workload bunching across the next month.

1. 1

   Open Work → Assets & Areas and choose Add an asset.

2. 2

   Enter the name exactly as the team knows it and choose its area. You can create a new area inside the form.

3. 3

   Mark Critical asset only when operations stop when it stops.

4. 4

   Save. Open the asset to review its planned work, open work and history.

5. 5

   To rename, choose Edit. Old names remain as aliases so historical imports continue to match.

1. 1

   Choose Edit areas to add, rename or remove an unused area.

2. 2

   Renaming an area onto an existing name combines those groups.

3. 3

   For duplicate assets, edit the duplicate, choose Merge duplicate and select the correct record to keep.

4. 4

   Verify that jobs and schedules now appear on the surviving record.

Keep in mindDo not solve a spelling difference by keeping two records. Rename or merge so reports count one asset once.

1. 1

   Open Work → Contractors and choose Add a contractor.

2. 2

   Enter the firm name, optional trade/service, contact details and notes such as account numbers, rates or assets they know.

3. 3

   Retire a firm when it should no longer be offered on new jobs. Bring it back if the relationship resumes.

4. 4

   Delete is available only when the firm has no job history. Use the generic Contractor record when the firm is not yet known.

5. 5

   Open a contractor row to review its latest jobs before allocating new work.

• Search before adding. Most duplicate records begin with skipping this one step.
• Use stable names, not temporary conditions such as Pump broken or New electrician.
• Retire instead of deleting when history exists.
• Keep trades, emails and contractor contact details current so the team does not maintain a second private list.
• Review the No PIN yet and Retired groups in People & access every month.

1. 1

   Open Manage → Company & branding.

2. 2

   Set Company name and Department. These appear on screen and at the top of printed cards.

3. 3

   Set the singular and plural words for assets and workers, for example Machine/Machines and Artisan/Artisans.

4. 4

   Enter the registered name, registration number, VAT number and address where required.

5. 5

   Enter the main contact name, email, phone and website.

6. 6

   Choose the brand colour and confirm the IANA time-zone name, for example Africa/Johannesburg.

7. 7

   Upload or replace the available logo and artwork files, preview them, then Save company details.

Keep in mindA wrong time zone moves dates, reminders and reporting boundaries. Confirm it before the first live job and after any company move.

1. 1

   Open Manage → Job settings.

2. 2

   Rename a type only when the new name means the same thing to historical work.

3. 3

   Use the arrows to set the order shown on new job cards.

4. 4

   Choose a colour that stays distinct from other work types in light and dark themes.

5. 5

   Classify every type as Planned, Unplanned or Excluded. New types remain outside the score until classified.

6. 6

   Add a custom type only when existing types cannot describe the work. A used type cannot be removed.

7. 7

   Review the totals, then Save changes.

Keep in mindChanging a classification recalculates reporting. Agree the definition internally before saving.

• Nominate one owner for terminology and job-type changes.
• Record why a reporting classification changed and the effective date when governance requires it.
• Preview logos on both light and dark themes and on a printed card.
• Tell the team before renaming a common button choice; names should help users, not surprise them.

1. 1

   Open Work → Gate Passes and choose New gate pass.

2. 2

   Enter who or which firm is taking the items, the reason, destination and return expectation requested by the form.

3. 3

   Add each item on its own line with a clear quantity and description. Remove empty extra lines.

4. 4

   Add photographs that identify the item and its condition.

5. 5

   Capture the approving manager and signature. Use the confirmation step to prevent accidental submission.

6. 6

   Save, open the generated gate pass and choose Print / save PDF.

7. 7

   Give the authorised copy to the gate process and keep the digital number as the reference.

1. 1

   Use Items out / due to find the active pass, then open it.

2. 2

   Choose Record return, enter the returned items and attach return photos where needed.

3. 3

   Confirm the final status on the pass and in History.

4. 4

   If a pass was created in error, use Void only with the requested reason. Do not void a pass merely because items are late.

Keep in mindA gate pass is an authorisation record. Do not share a signed pass for a different load, person or date.

1. 1

   Open Reports and set the date range first. Confirm it is the period you intend to discuss.

2. 2

   Apply asset, worker or work-type filters as needed. Filters carry across the report pages.

3. 3

   Use the refresh button for the newest numbers; check the Updated time in the header.

4. 4

   Click chart bars or segments where offered to focus the dashboard on that selection.

5. 5

   Clear filters before starting a different question so an old selection does not silently narrow the result.

Overview

Work volume, planned/unplanned mix, recurring offenders, timing and assets needing schedules.

Assets

Which assets create the most jobs, time or downtime, with drill-down to completed cards.

Workers

Workload and completed-job detail by internal worker or outside firm.

Call Outs

After-hours patterns, who was called and which assets caused the call.

Job Log

The row-level audit trail: job number, asset, type, owner, dates, status and timing.

Time on tools

Accumulated active work spells. Time spent waiting is not included.

Waiting

Time between marking a blocker and returning to work or closing the card.

Downtime

From Work has stopped until Asset back in service, or completion if restart was not recorded.

Card open time

From logging to final closure; this includes queue and waiting time.

Keep in mindA number is only as good as the workflow behind it. Start at the real start, record waiting and mark the asset back in service at the real restart.

1. 1

   Keep the same filters and open the relevant ranking or detail table.

2. 2

   Open or print the underlying completed job cards.

3. 3

   Check job type, worker/contractor, dates, start/end, waiting and restart stamps.

4. 4

   If the fact is wrong, a manager should Edit job and record the correction reason.

5. 5

   Refresh reports and confirm the aggregate now matches the corrected cards.

1. 1

   Open the app in Safari.

2. 2

   Tap Share → Add to Home Screen. Leave Open as Web App on if offered, then tap Add.

3. 3

   Close Safari and open the new company Maintenance icon.

4. 4

   Sign in, open Settings → Notifications & app and choose Turn on notifications → Allow.

5. 5

   Choose Send a test and confirm it appears in Notification Centre.

1. 1

   Open the app in Chrome.

2. 2

   Open Settings → Notifications & app and choose Install, or use Chrome → Install app / Add to Home screen.

3. 3

   Open the installed icon, sign in and return to Notifications & app.

4. 4

   Choose Turn on notifications → Allow, then Send a test.

New assignments

Immediate when a job is assigned to you; line-down work is marked urgent.

Morning due reminder

One summary at 05:45 for due-today and overdue work.

Job completions

For supervisors when a worker completes a card.

New requests

For supervisors when QC or Production sends work to maintenance.

• Device permission is per phone/browser. Alert choices apply across all registered devices for your account.
• Opening the relevant card clears its alert. The app badge counts alerts still needing attention.
• On a shared tablet, do not enable personal notifications unless the device belongs to that signed-in person.

• Open the correct card; never work from memory alone.
• Start at the actual work start.
• Record a waiting reason whenever hands-on work stops for an external dependency.
• Answer checks and write a useful completion note.
• Record the asset restart separately from card completion when operations stopped.
• Attach the proof required by the company and mark done once.

• Review urgent, overdue, unassigned and waiting columns.
• Allocate every new QC/Production request.
• Confirm leave and cover.
• Resolve waiting dates that are overdue.
• Review completed cards needing clarification before the next shift.
• Check tomorrow’s planned work and access/shutdown requirements.

• Review planned versus unplanned work and the worst-offender assets.
• Check overdue schedules, repeated skips and unassigned planned work.
• Review long-waiting jobs by reason and owner.
• Confirm contractor work has an internal owner and useful notes.
• Spot-check completed cards for timing and proof quality.
• Create follow-up jobs instead of hiding additional work in old completion notes.

• Review People & access: no-PIN users, retired staff, roles, emails and unverified addresses.
• Review asset, area and contractor duplicates; merge or retire as required.
• Check company time zone, contact details and branding after organisational changes.
• Review custom job types and classifications with the reporting owner.
• Test one email invitation/reset and one push notification on a controlled account/device.
• Confirm the team knows who owns access recovery and data corrections.

• Confirm the company code first; people belong to one company and the wrong company shows the wrong list.
• Choose Back and reselect your name. PINs belong to the existing person row.
• After repeated failures, wait ten minutes or ask a Super Admin to Change PIN.
• Use Forgot PIN only when your account has a verified email.
• If your name is absent, ask whether the person is retired or has no PIN; do not create a duplicate account.

1. 1

   Check connectivity by opening another page in the app.

2. 2

   Close and reopen the installed app. A newly deployed version reloads when an old page file is unavailable.

3. 3

   Use the reporting refresh button only for reports; operational screens fetch their own current data.

4. 4

   If a red stale-data message appears, treat figures as the last successful read and retry when the connection returns.

5. 5

   Record the page, job number, time and exact error before asking for technical support.

• Email: confirm the address and Verified status in People & access; check junk mail; request a new link if the old one expired.
• Notification: open Notifications & app and check On for this device, then Send a test.
• iPhone notifications require opening the installed Home Screen app, not only a Safari tab.
• If permission was blocked, enable it in the phone’s app/site notification settings, then return and test.
• Notifications support the workflow; urgent safety or production events still require the company’s direct communication procedure.

Open job

Ask a supervisor to update the operational fields before completion.

Completed job

A manager uses Edit job and supplies a correction reason; history remains visible.

Duplicate person/asset

Use Merge duplicate on the row that should disappear and choose the record to keep.

Wrong schedule

Edit the future schedule; do not rewrite completed job-card history.

Accidental completion

A manager uses Undo to return it to unfinished or reset it completely.

• The app records work; it does not replace lockout, permit, food-safety, electrical or site access procedures.
• Never share a PIN, account link or signed gate pass.
• Sign out of shared devices and confirm the displayed name before submitting work.
• Do not photograph sensitive documents, access codes or unrelated people.
• Use factual, respectful notes. Job cards are permanent operational records.
• When connectivity is uncertain, verify that Save/Mark done completed before repeating an action.