What's new in ServisBook

The date filter also catches a multi-day installation that started earlier and only reaches into the period. You can sort by latest activity, by creation date or by the next appointment; orders without a future appointment come last in that sort. The filter and the sorting stay in the page address, so you can send the link to a colleague, and they can be saved in your own view.

In the dialog you can remove and add addresses, tick Send me a copy too and read the subject and text in Message preview exactly as they will go out. Do not send sends nothing and you can send the report later. The sending status is shown for every closed report on the Documents → Reports tab, and from there it can be sent again or to another address. The order log records who sent the report to which address. You can edit the subject and text of the e-mail in Settings → Advanced → Automatic emails.

Only one bar is left above the grid: the technician filter sits right next to the month name and less frequent options such as Schedule all are in the Calendar menu. In the expanded view the menu and the top bar disappear, the Esc key takes you back and you can send a link to the expanded view to a colleague. The technician schedule fills the full height of the screen when expanded. The calendar also reacts to new proposed appointments and deleted personal events. On the phone the calendar stays as it was.

The choice is saved to your account, so it also applies when you sign in on another device. You can switch it on the sign-in and sign-up pages too. A report is created in the language of the person who closes it, and prices stay in Czech crowns. Templates and labels you named yourself in the app are not translated. The website has an English version too, at servisbook.com/en/.

A new template only needs a name and the editor opens right away. Content blocks are switched on with Show, their order is changed with arrows, and for tasks you pick the columns and the total. On the right is a live preview of the real PDF with sample photos, so you do not have to try anything on a live order. The template technicians should get first is marked Offer first. Your company ID and VAT number are filled in under Settings → Basic. Templates you already have open in the same editor; finished reports stay as they were.

On import, the customer gets the contact person from the first row and every further address with the same company ID is added as a branch with the contact from its own row. For a customer already in the app, the branch is added as a new address and empty contacts at existing addresses are filled in. When you create a customer by hand and another customer in the app already has that company ID, the form tells you so and offers the link Open the customer and add a branch. Searching by branch works in the customer list, in the search in the top bar (Ctrl+K) and when choosing a customer in the New appointment dialog.

All contact fields are optional and an address without a contact uses the customer's contact as before. If you fill in at least one field at an address, the whole address contact applies, so the branch manager's name does not get paired with head office's phone number. E-mail is treated separately: if the address has none, the customer's e-mail is used, for example to confirm a proposed appointment. On the customer card the contact is under the address, and the phone and e-mail are links you just tap. An external technician sees the contact at the addresses of their own orders but cannot change it.

On their own orders they work like a technician: changing the appointment status, logging tasks, uploading photos, filling in checklists and reports. They do not create orders, appointments or proposed appointments, and can only read the customer. Their menu has My day, Orders, Calendar, Day map and Equipment. Of the company they see only the name and phone number of the admin and colleagues, so they know who to call. Until you assign them an appointment, their My day is empty; that is not a bug.

The Customer field is above the Order field in the dialog, and you can find an order by the customer's name too. Whatever is about to be created is marked in the dialog with the "new" label, so it is clear what will be created. Instead of a fixed appointment you can also send the customer a proposed appointment for approval. The dispatcher does not have to jump off to Customers and Orders during the call and ends up with a scheduled job on one screen. A company that has no orders yet gets a Schedule appointment button right in the empty calendar.

The procedure has three steps: download the template, upload the file and check the preview. The template has the same columns as the address book export from Pohoda and only the company name is mandatory. The preview shows how many customers are new, how many will have empty details filled in and how many stay unchanged. Rows with the same company ID (IČ), or with the same name and town, are merged into one customer. If the import is interrupted, just run it again and nothing is duplicated.

All-day site visits are at the top, the rest is sorted by time, and clicking a row opens the order. The Day map link next to the In the field strip shows today's routes on a map. Open orders count only unscheduled, not started and in progress; the ? icon next to the heading shows the breakdown by status. In the weekly overview today is in blue and a day with no appointment has a dash. When a customer cancels an appointment via the link or asks for a different one, a red Needs attention bar appears right at the top, together with their message.

A new order starts at "unscheduled" and, with automation switched on, moves along according to what happens in the field. "In progress" happens once the technician starts the work in the app; the appointment time by itself does not change the status. Invoiced and archived are always set by hand, and automation does not take an order back out of these statuses. A cancelled order is archived and can still be found in the order list using a filter. When you switch an order's status by hand, automation is turned off for that order so it does not overwrite your decision.

The technician writes a note in My day with the Note button next to the unit, the office on the equipment card. For a fault or an inspection not done, the note is mandatory and always goes into the report. Every note shows its author, and if someone else edits it, who edited it as well. An inspection result keeps its original author, so who recorded what is not lost. Equipment with a note cannot be deleted, only retired, and the history stays.

The deadline runs from the inspection actually carried out, not from the plan, so it only moves once the technician records the result. Equipment types can be created from templates (air conditioning, gas boiler, lift, fire extinguisher, electrical installation), including intervals according to the regulations. After an installation is completed, the app itself asks Add the equipment to the records?, so you do not forget the service visit. Equipment missing from the records is added by the technician directly on the order in My day. You can search by designation, serial number, customer and address.

Pre-filled boxes are marked in the form with the "from order" label, so the technician knows what they do not have to write out. The page has room for the company logo and stamp too, just like on the original. The order of sections in the form can be set, so the technician sees their boxes at the top and the office has its boxes below. The form can also list the equipment on the order and the checklist items with their results. Adding to closed reports is switched on by the company in Settings → Service reports.

The colour rule is simple: it has an appointment, it is blue; it has none and it is time, orange; it has none and it is already late, red. One row is one address with all its equipment and their inspections. The order is created for the whole address at once and also offers inspections whose deadline falls within 60 days, so they get done on the same site visit. The created order gets the "Service visit" label and drops into the queue of unscheduled orders. The list can be filtered by status, customer and date.

A "write everywhere" technician can do everything in day-to-day operations: orders, appointments, reports and planning. A "read only" technician has the app as an overview and changes nothing. Company settings and managing people stay with the admin. Removing the admin role has to be confirmed, and the app will not switch the last active admin to a technician. Nobody can change their own permission.

Who signs the report (on behalf of the contractor, on behalf of the customer) is set by the report template. When signing, the signer's name is entered legibly and printed next to the signature. If needed, the signature can be taken again with the Sign again button. Closing the report freezes the PDF and later changes to the order no longer alter it. With automatic statuses switched on, a signed report moves the order to completed.

The letterhead applies to the whole company, that is to all report templates. The PDF can have two pages: the first is used under the first page of the report, the second under all the following ones, exactly like ordinary letterhead. You set the margins in millimetres so the text does not run into the header or the footer. The Test PDF button generates a sample report with your letterhead, so you do not have to create a practice order. Changing the letterhead does not alter reports that have already been closed.

The photo you take is attached straight to the order, without being saved to the phone's gallery. Photos are shrunk automatically before sending, so you do not have to edit them anywhere and they upload quickly even on a weak signal. When uploading several files, you can see the stage each one is at, and if one fails, the others carry on uploading. Besides photos you can also attach a PDF, for example a drawing or a delivery note. The bin always asks before deleting and shows the file name in the question.

You write the name yourself, for example "Holiday", "Sick" or "At the doctor's". An event can last a whole day, several days in a row, or just a few hours, and you can add a note to it. In the Calendar, Schedule and Technician plan it is drawn as a blue block with a person icon and the name; click it to edit or delete it. When you create an appointment for the technician at that time, the app warns of a clash with the name of the event. It does not stop you scheduling it, though, because the dispatcher sometimes knows more than the plan.