About WorkflowMax for iOS

 Introduction to WorkflowMax for iOS (1 min 38 sec.)

WorkflowMax for iOS allows you to record time and manage your jobs, tasks and clients - all from your personal device.

What you can do

• Quickly access your account using a PIN or Apple Touch ID

  When you first log in to WorkflowMax on your iOS device, you are prompted to create a four-digit security PIN. Once you have created your PIN, you can use it to login without entering your full credentials. If you have an Apple Touch ID, you can use that instead of your PIN or other credentials to login.

• Switch between your active accounts
  1. Tap the hamburger icon () at top-left of the screen.
  2. From the list of available accounts, select the account you wish to use.

• View clients and their contact information at a glance
  1. Tap the Clients icon () at the foot of the screen. All your clients are listed.
  2. Type the client name into the Search box or just scroll through the client names listed.
  3. Drill-down () on the client you wish to view. Client details are displayed.
  4. Drill-down () on the contact you wish to view. Contact details are displayed.
  5. Tap the contact's:
     • email address to send them an email
     • phone or mobile number to call or message them.

• View and manage jobs, tasks, notes, photos, documents and costs
  1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
  2. Drill-down () on the job you wish to work with. Job details are displayed.
  3. Do any of the following:
     • Add a task, note, photo, document or cost to the job by selecting the add icon () then selecting the required option from the pop-up menu.
     • Drill-down () on the task you wish to work with.
       • View or add to-do items for that task. Swipe left on a to-do item and mark it as complete or delete it.
       • Edit the task. Tap to mark the task as complete. Change the billable status. Change the scheduled status and the start and due dates.

• Upload photos/documents to jobs

  To upload a photo or document directly to the Documents tab of any job.

  1. On the main screen, tap the Jobs menu item.
  2. On the Jobs screen tap the job you want to work with.
  3. On the Job screen, do one of the following:
     • tap "+", or
     • scroll down to the DOCUMENTS section and tap Add Document.
  4. (optional) On the Add Document screen, type the name to use for the file (this name can be changed just before saving the photo or document).
  5. Choose the source of the document: Camera, Photos, Documents.

  Camera

  1. Tap Camera.
  2. Take a photo.
  3. Tap Use Photo.
  4. On the Document screen, change the filename if required.
  5. Tap Save.

  The photo is uploaded and will be visible in the Documents section.

  Photos

  1. Tap Photos.
  2. Select photo from the gallery of photos.
  3. On the Document screen specify the name to use if necessary (the existing filename will be used if none previously specified).
  4. Tap Save.

  The photo is uploaded and will be visible in the Documents section.

  Documents

  1. Tap Documents.
  2. Select a document from the gallery of documents.
  3. On the Document screen specify the name to use if necessary (the existing filename will be used if none previously specified).
  4. Tap Save.

  The document is uploaded and will be visible in the Documents section.

  Limitations

  The current version of the upload feature has the following limitations:

  • No bulk upload - one photo or document can be uploaded at a time
  • Document can only be uploaded to root folder
  • Cannot delete uploaded document from phone (but can be deleted from the WorkflowMax desktop app or from a document management system, if enabled)
  • Maximum 16MB per document/photo (this is the same as for the desktop version)
  • No video option when using mobile camera
  • List of documents/photos may need to be refreshed by closing and re-opening the job on the mobile if the files are added or deleted in the desktop app.

• Filter and sort your jobs
  1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
  2. On the Jobs screen, tap the filter icon ( or  if filters are already applied). The Filters screen is displayed.

     To filter the jobs displayed:

     1. Tap the required filter type: Due Date, Staff or Status.
     2. On the Due Date, Staff or Status screen, select the required option (or options).
     3. Tap < Filters to return to the Filters screen.
     4. Repeat Steps a-b, to apply the filters you require.

     To change the way that jobs are sorted:

     1. Tap the current sort field, displayed below the SORT BY heading.
     2. On the Sort By screen, select the data field you wish to sort on.
     3. Tap < Filters to return to the Filters screen.
     4. Tap Ascending (A–Z and 0–9) or Descending (Z–A and 9–0) sort order.
  3. On the Filters screen, make sure that the Apply Filters switch is displayed in green.
  4. Save the selected filter or sort sequence and exit the Filters screen.

• Assign staff to jobs

  Staff must be assigned to a job before they can record time against any of that job's tasks.

  A staff member cannot be unassigned from a job if they are currently allocated to any of that job's tasks.

  1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
  2. Drill-down () on the job you wish to work with. Job details are displayed. In the STAFF section:
     • if no staff are currently assigned to the job, the Assign staff option is displayed
     • if staff are already assigned to the job, they are listed above the Reassign staff option.
  3. Do one of the following:
     • To add or change the staff assigned to the job, tap Assign staff or Reassign staff or . The Assign Staff screen is displayed. All currently workingStaff who are currently available to be assigned to jobs have the checkbox "Currently Working" selected (on the General Settings > Staff > Staff information screen). If this checkbox is not selected, the staff member is not shown in the drop-down list of staff to be assigned to a job.  staff are listed. Staff currently assigned to the job are shown with .
       1. (optional) To find a staff member, type any part of their name into the Search box.
       2. Tap the name of the staff member you want to assign (or unassign).
     • To remove currently assigned staff from the job, swipe left on the staff member name and tap Remove.

• Allocate staff to tasks

  If you want to control which staff members can record time against specific tasks, you can allocate those staff members to the tasks you want them to work on. For further details of the Organisation settings required to be able to allocate staff to tasks, see the FAQ items on tasks and entering time.

  1. Tap the Jobs icon () at the foot of the screen. All your jobs are listed.
  2. Drill-down () on the job you wish to work with. Job details are displayed.
  3. Drill-down () on the task you wish to work with. Task details are displayed. In the STAFF section:
     • if no staff are currently allocated to the task, the Allocate staff option is displayed
     • if staff are already allocated to the task, they are listed above the Reallocate staff option.
  4. Do any of the following:
     • To add or change the staff allocated to the task, tap Allocate staff or Reallocate staff. The Allocate Staff screen is displayed. All staff currently assigned to the job are listed. Staff currently allocated to the task are shown with .
       1. (optional) To find a staff member, type any part of their name into the Search box.
       2. Tap the name of the staff member you want to allocate (or unallocate).
     • To remove currently allocated staff from the task, swipe left on the staff member name and tap Remove.

• Easily enter time directly or record time with the timer

  You can use the timer to add time for today only.

  1. On the Today screen, do one of the following:
     • For the first time entry of the day, tap Add some time or tap the add icon ().
     • Tap the weekly time icon () to view, enter or submit your time sheet for the current or previous weeks.
     • Drill down () on draft or saved time entries to view (or complete) them.
     • Swipe-right on the entry and Add Time to open the Add Time screen or Quick Start to start the timer.

       A full-width swipe-right starts the timer immediately.

     • Swipe-left on the entry to Discard a draft entry or Delete a saved entry.
  2. On the Add time screen, do any of the following:
     • Enter your hours:minutes worked in the Time box, or enter your start and finish time in the Start and End boxes. Your Entry Mode setting (in the web app) controls whether you see the Time box or Start/End boxes.
     • Select a client, job and task to record your time against.
     • Start the timer. Once the timer is running, the elapsed time is displayed in the button. Tap the elapsed time display to stop the timer.
     • Hide the currently running timer. The timer remains running while you use other features of the app. Use the timer icon () to return to the timer screen.
     • Clear the currently selected client, job and task. The timer continues running.
     • Save the currently displayed time and other details. If these details are complete, the time is saved to your time sheet. Incomplete details are saved to a draft time entry.
     • Discard the currently displayed time and other details (no confirmation prompt).

• Open weekly view to work with your time sheet

  You can use weekly view to review, enter, edit or submit your time sheet for the current or previous weeks.

  To navigate to another day or week:

  1. Tap the weekly view icon  at the top of the screen. Days in the current week are displayed in separate panels. Three formats provide different options for viewing, editing, adding or deleting time for any day.

     

  2. Do any of the following:
     • Tap < Previous to go back to the previous week. After going back to a previous week:
       • Tap Current to go to the current week.
       • Tap Next > to go to the next week.
     • Tap Submit and Lock this week to submit/lock the time sheet entries for the currently displayed week. Once the time sheet has been submitted, it cannot be changed unless it's unlocked (you'll need the staff Financial privilege to be able to unlock your time sheet).

       Once you have submitted your time sheet, you can view only days that have time recorded against them. If no time is recorded, the day is disabled.

     • Tap a panel to view, edit or add time. For further details on adding time, see Easily enter time directly or record time with the timer, above.
     • Tap  to go back to today's time entries.

• Sync with the desktop app

  As the iOS app and the desktop app both use the same WorkflowMax database, you don't need to do anything to ensure that both apps are in sync. If you have made data changes in one app, they will appear in the other, but you may need to refresh or reload the screen to see that change.

To access the full range of WorkflowMax features, please log in to WorkflowMax using your web browser.

Devices and operating systems

• You must have iOS 12.0 or later.
• Use on your compatible iPhone, iPad or iPod touch devices.
• Some features are available on newer devices only (Touch ID, 3D touch quick actions). You'll still be able to use the app - just not those features.

Keep the app up to date, otherwise you'll miss new features and improvements.

Get started

Learn more about the free WorkflowMax for iOS app from the App Store.

Questions?

FAQs

Problems?

Troubleshooting

Your feedback...

Your feedback is extremely important to us. If there are specific features you’d love to see in the app, please let us know by commenting on the blog or just contact our support team directly.