Set up your company in IronSight and start creating jobs.
Table of Content
Add Locations
How to add Users to your Organization
Users in your organization are the people you need to run the daily operations, for example, dispatchers, admins and drivers.
To add new users, first use your IronSight credentials to access the admin portal and follow the steps below.
It is important to remind you that only administrators and coordinators in your organization will have access to enter the necessary information to set up your company.
a. Click on Account and select Admin Portal.b. Visit the Users tab and click on New.
c. Enter a Name
d. Enter an Email address. Important note: This email address will receive an email notification when setting up/updating their password.
e. Enter Phone number. Optional
f. Enter Default team. Optional
g. Assign a Role to the user. As you assign a role, different options will become available, please select all permissions you would like to set up for this user.
h. You can also add Attributes by clicking on Add, and click on Save.
i. The user will receive a ‘Welcome to IronSight’ email that will have them set their password.
How to add Resources
Important Note: To be able to create resources for your company, you are required to have created at least one client.
Resources in your organization are specific equipment/unit or people you need to perform the work, for example, Vac truck or mechanic.
a. Go to the Admin Portal
b. Visit the Resources tab and click on New.
c. Enter the Name. For example: Unit #44
d. Enter a Description
e. Enter Ticker text.
f. Select Resource type from dropdown.
g. Select Division from dropdown.
h. Turn on the Status online and click Save.
How to create New Clients
Now, add all the companies you perform work for. You can first create the clients you perform work for most frequently and continue to add your resources. The rest of your clients can be added as you create jobs for them in the dispatch hub.
- Add new client from Dispatch Hub
a. From the schedule or jobs view, press ’New job’ and select the ‘Create new client’ option.
b. Enter name and short code.
c. Click Save.
How to create a job
a. Go to IronSight.app and use your credentials to login.
b. Click on the Schedule or Jobs tab to create a job.
c. Click on New job.
d. Select your clients’ hub or create a new customer, if not in dropdown.
e. Select job’s tag:
- New (circle), unless a different tag is selected, the system will automatically default to it.
- Normal (line)
- High priority (flag)
- Deferred (moon)
- Filler (clock)
- Requestor: person requesting the job.
- Followers: people who will receive notifications about the status of the job.
- Resource Type: trade needed to complete the job.
- Activity: what needs to be done.
- Assign to: unit the job is assigned to.
- Locations: sites where inventory needs to be picked-up and drop-off. If the location is not available in dropdown you can add it at that time.
How to add Locations
Important Note: Only admins can create locations. Coordinators can edit location status and description. Therefore, any SP coordinator that should be able to create new locations for jobs should be configured as admins.
We offer 2 different ways to add your client’s locations from Dispatch Hub. This means that after creating a location, you’ll only see it on field view if it has coordinates or in the location pickers. If it’s not visible on field view, you won’t be able to edit that location.
When creating locations, the owner should typically be the customer that will use that location. Only add your own locations when you truly own the location. E.g. your yards. Add midstream locations (SWD’s) as your customer since there is no way to add the actual midstream company yet.
Important Note: When a location is created from the new job option, the coordinates are optional; however, if the coordinates are not provided, the location will not be visible on filed view and not editable.
a. Click on the destination location and select add New Locationb. Enter name and location type
c. Enter latitude and longitude, description, parent, and status. (Optional)
The owner should typically be the customer that will use that location. Only add your own locations, when you truly own the location. E.g. your yards. Add midstream locations (SWD’s) as your customer since there is no way to add the actual midstream company yet.
d. Click Save.
- Inventory Item: type of item that will be transported.
- Quantity: amount.
- Date and Time: select start and end date and time when the job is required to be done.
*Use the Calendar button to create multiples of this job
- Cost Center: related to locations for invoice purposes.
- Additional Details (Optional): this field can be used to provide additional information about the job.
- Tags (Optional): use tags to categorize jobs.
- Attachments: Photo/File (Optional): add documents or pictures to the job if needed.
- Click on Save.
Another way to add locations from Field View
- Right click on map or use the ‘new location’ button.
- Fill in the necessary information.
- Select the hub of the company you want to use the location for.
How to add Line Items
With Digital ticketing you will be able to add additional charges and rates to a job for sign off and invoicing purposes.
- Adding line items from Admin Portal
a. Navigate to Product/ Services tab and click on
b. Enter the Name of the frequently used cost.
c. Select the Type that matches best from the dropdown options.
d. Enter a Default Rate for that item – or leave it at $0 if no default applies.
e. Add an optional description.
f. and click Save.
After creating your line items in the Admin Portal, you will be able to select them on a job in Dispatch Hub or from mobile (killing the app/force stopping and reopening will be necessary to see the new configuration).
To use these items on a job from desktop:
a. Create/receive and schedule a job as usual.
b. At any time prior to approval, open the job and scroll down to Line Items.
c. Click on Add.
d. Select line item from the dropdown. If the line item you would like to add does not appear in dropdown (has not been created in the Admin Portal yet) type it and select ‘use X’ or add the item to your admin portal and refresh to access it from the job.
e. Enter quantity and the rate will automatically populate if a default rate was saved, otherwise add the rate.
- If you are entering this item for the first time, the rate needs to be entered.
f. Click on‘Add line items’ until all your charges have been added.
g. Then Save.
h. Submit for Approval. The job status will change to “Pending Approval.” & prompt your EP contact to review and approve the job.
i. After the customer has reviewed and approved the job, the job status will change to “Approved”. If the job has been rejected, their comments will be added to the job, and it’s status will return to “Completed”.
- Important note: If you are not getting approvals and signoffs in IronSight from your client, simply add the line items and save, but do not ‘submit for approval’. The status will remain as “Completed.”
How to Batch Jobs
You can batch jobs from the job panel or the job list. Once you’ve created a batch, you can export costed jobs into a QuickBooks-friendly CSV format.
- To create a batch of jobs
a. Click on the "Jobs" tab.
b. Select the jobs you would like to batch by checking the box on the left-hand side of the job row. You can also use the filters to easily identify and group together the jobs that need to be batched, then click on the top box to select all.
c. Once the job selection is completed, click on the blue "Update Jobs" button.
d. Click on Add to Batch
e. Create a new batch or select from an existing one to add jobs to that batch. If you are creating a new batch;
-
- Add batch number, date, payment terms and memo.
- Click on Create batch and add jobs button.
f. After reviewing the jobs, click on Download CSV and import to QuickBooks.
How to Archive Jobs
Archiving removes a job from the list of work that users can see, and these jobs no longer show up in mobile.
- To archive a job
a. Click on the job to open the job's side window.
b. Click on the 3 dots (...) at the bottom right-hand corner of the screen.
c. Click on Archive
- To bulk-archive jobs
a. Click on the "Jobs" tab.
b. Select the jobs you would like to archive by checking the box on the left-hand side of the job row.
c. Once the job selection is completed, click on the blue "Update Jobs" button.
d. Click on Archive
- To see archived jobs
a. Click on the "Jobs" tab
b. Click on "Archived"
- To unarchive a job
a. Click on the "Jobs" tab
b. Click on "Archived"
c. Select the job you would like to unarchive, so the job side sheet opens
d. Click on "Unarchive"
