Spotilla · Documentation
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Getting started and administration
Users and permissions
- How do I add a user or import users from Excel?
- How do I check permissions for service requests and other features?
- How do I configure a manager user's permissions?
- How do I give a mobile user access to the right Spots?
- How do I revoke a user's access or delete a user?
- How do I troubleshoot a user's login or visibility issue?
- Managing admin users
Signing in and your workspace
- How do I change my password or the language in Spotilla?
- How do I enable Entra ID single sign-on?
- How do I enable the PIN lock or multi-factor authentication?
- How do I find the right view, quick link or instructions?
- How do I log in to Spotilla or reset my password?
- How do I switch tenants in the mobile app?
- How do I use Spotilla’s home screen widget?
- How do I use text recognition in the mobile app?
- Spotilla training and support services
Shared service settings
- How do I allow or block customer support access to the environment?
- How do I check the timezone, language and sign-in service settings?
- How do I configure automatic logout and page refreshing?
- How do I configure shared mobile visibility and resourcing settings?
- How do I configure the service’s shared PDF export settings?
- Where can I check service settings and account details?
Announcements and notifications
Work Alone Protection
Customers and billing
Customers and price lists
- How do I add a customer contact and link a customer to a folder?
- How do I create a customer and update customer details?
- How do I create a price list and link customers to it?
- How do I delete a customer?
- How do I search for a customer and view their details on mobile?
- How do I set up a customer group, additional information and discounts?
- How do I update price list prices and check the history?
Contracts and billing details
- How do I change the VAT percentage on contract billing rows?
- How do I check a contract’s history and archive it?
- How do I configure contract billing and change prices?
- How do I configure contract maintenance targets and recurring tasks?
- How do I create a customer contract?
- How do I maintain contract classifications and check contract invoices?
- How do I view the contract list and billing rows?
Offers
Integrations and automation
Integration-specific instructions
- How do I activate the Abax connection and link a device to a Spot?
- How do I activate the Mapon connection and link a device to a Spot?
- How do I activate the Zapier connection in Spotilla?
- How do I configure the LemonERP connection in Spotilla?
- How do I configure the MBC connection settings?
- How do I configure the Procountor connection in Spotilla?
- How do I save the credentials for a Netvisor connection?
- How do I set up the GSFleet connection and link a device to a Spot?
- How do I set up the KIHO connection and link a device to a Spot?
Integrations and IoT
AI assistant and order portal
- How do I check order history and ordering permissions?
- How do I enable ServiceJack and check the usage limit?
- How do I order products from Spotilla’s Order portal?
- How do I use AI in the Android and iOS apps?
- How do I use AI to help with Spot details or a task template?
- How do I use the AI assistant and support chat?
Workflows
Maintenance and work
Service request settings and public form
- How do I configure a public service request form?
- How do I create a service request category and its additional fields?
- How do I define who can see and handle service requests?
- How do I embed a public service request form on a website?
- How do I reply to a message about a public service request?
- How do I set the retention period for a service request submitter’s personal data?
- How do I submit a service request using the public form?
Handling service requests
- How do I add a comment or send a message on a service request?
- How do I cancel or delete a service request?
- How do I complete a service request and check its related work?
- How do I create a service request for a device, or Spot?
- How do I find a service request and assign Responsible workers?
- How do I forward a service request or transfer it to a task?
- How do I set up and provide service request signatures?
Long-term maintenance
Task forms and task templates
Performing a task
Task management
- How do I change or delete several tasks at once?
- How do I copy a task as the basis for new work?
- How do I create a task or a draft task?
- How do I set a task’s responsible party and due date?
- How do I set up and remove signature requests for a task?
- How do I use task categories and links to track work?
- How do I use the task list, kanban and saved views?
- How do I use work permits and approve a permit?
Recurring maintenance and maintenance routes
- How do I complete a maintenance route in the mobile app?
- How do I configure the maintenance route PDF report settings?
- How do I create an hourly maintenance template for a Spot?
- How do I define inspection targets for a Maintenance route?
- How do I set up a recurring maintenance task?
- How do I set up the same maintenance for multiple Spots?
Work orders
Work planning
- How do I change a task’s due date in the Work management calendar?
- How do I compare driving distances and navigate to a task or service request on mobile?
- How do I create a task from a service request in Work management?
- How do I find work to plan in Work management?
- How do I optimize task assignments and resourcing?
- How do I save a Work management view and adjust the calendar?
- How do I use the task calendar on mobile?
- How do I view and change resourcing in the Gantt view?
Equipment and sites
Attributes and device cards
- How do I create a device card and arrange its fields?
- How do I create attributes and import them from Excel?
- How do I edit or delete an attribute?
- How do I manage a folder’s extra information fields?
- How do I set up a device card for a folder?
- Where can I see fields added to or removed from a device card?
Document management and mobile attachments
- How do I add a file in Document management?
- How do I add photos and files to a Spot in the mobile app?
- How do I attach a tag to a Spot in the mobile app?
- How do I create and import tags and manage their links?
- How do I find a file in Document management?
- How do I rename, move or delete a file in Document management?
Folders and Spot structure
Organising a Spot’s files
Advanced Spot management
Spot basics
Spot content and monitoring
Reservation management
Monitoring and reporting
Utilisation monitoring and meter settings
- How do I check the Usability monitoring history and export data to Excel?
- How do I compare Spot utilization rates in the Dashboard chart?
- How do I correct a Spot’s status history?
- How do I enable the machine hours feature and correct a reading that is too high?
- How do I set up a usage schedule for a Spot?
- How do I view a Spot’s utilization rate?
Dashboard, history and exports
- How can I find out what information has changed?
- How do I arrange the dashboard panels and save the layout?
- How do I check the results and errors of an Excel import?
- How do I follow the events feed in the mobile app?
- How do I interpret task hours on the Dashboard?
- How do I interpret the Dashboard Changelog?
- How do I interpret the Spot map on the Dashboard?
- How do I save a table view and export data to Excel?
- How do I view a Spot's read events on a map?
- How do I view and save dashboard count charts?
Reporting tool
- How do I add a report to a page and arrange reports?
- How do I choose the right report and chart type?
- How do I compare entry counts for Spots in the Spots with the most problems report?
- How do I create a Comparison report and save its filters?
- How do I create or copy a report page and restore its view?
- How do I filter a report by time period, Spots and other criteria?
- How do I interpret counts, delays and mean time between failures in service request reports?
- How do I interpret product usage and product costs on report pages?
- How do I interpret task report counts and hours?
- How do I interpret the Work cost and income report?
- How do I track changes to a Spot’s field value on a report page?
- How do I view contract value development on report pages?
- How do I view utilization and machine hours on report pages?
- What should I do if a report is empty or fails to load?
Messages and measurements
Products, inventory and purchasing
Suppliers and purchase orders
- How do I add a vendor and its products?
- How do I create and process a purchase order?
- How do I link a purchase order to a job and complete its messages?
- How do I receive a purchase order into stock?
- How do I respond to a product inquiry or purchase order sent from Spotilla?
- How do I send a product inquiry to a vendor?
Products and spare parts
- How do I attach a spare part to a Spot or use it in a task?
- How do I check a product’s warehouse balances and set alert limits?
- How do I configure the names, types and order of product information fields?
- How do I create a product and fill in its basic information?
- How do I create, edit and delete product categories?
- How do I find a product and check its information?
- How do I import, export or update multiple products?
Warehouse values and purchase batches
- How are warehouse value and product cost price determined?
- How do I configure warehouse exception handling?
- How do I investigate a stock balance discrepancy?
- How do I track warehouse value development on report pages?
- How do I transfer products to a reservation site and return them?
- How do I view purchase batches and correct batch information?
- How do I view warehouse valuation history?
- How do I view warehouse value and the product breakdown?
Warehouses and stock movements
- How do I attach a tag to a warehouse slot and find its products?
- How do I create a warehouse and its warehouse slots?
- How do I delete a warehouse, and what does deletion change?
- How do I perform a mass inventory?
- How do I record products entering and leaving a warehouse?
- How do I take inventory of a product in the browser or mobile app?
- How do I transfer products between warehouses?
Working time and costs
Time entries and costs
- How do I add an other work cost or a device cost?
- How do I correct or delete a time entry?
- How do I correct, delete and report device costs?
- How do I log working time and stop an ongoing entry?
- How do I record a travel expense and daily allowance?
- How do I set a user's hourly price and check work time costs?
- How do I view my hours and work costs?
Worktime management and approval
- How do I approve time entries or revoke approval?
- How do I check the Worktime Report and mark entries as processed?
- How do I configure a work time rule and log entry types?
- How do I configure permissions for managing working time entries?
- How do I handle leave and an excessively long time entry?
- How do I use the working time calendar and process multiple entries?