👋 Welcome to Onetrace
Onetrace is the easiest way to manage projects whilst providing complete traceability and transparency between you and your clients. To support you in getting started we have compiled a list of steps complemented with tips and tricks to help you start your journey.
To get the most value from using Onetrace for your business, we have provided a Day 1 workflow to help you navigate the software and get started with your first project.
Step 1: Registering with Onetrace
Once you've registered with Onetrace, the first step is to learn your way around your Onetrace profile and the privileges that come with being the account owner. The Subscription dashboard serves as the central hub to view your subscription, payment and billing details, request extra seats and seek help from the support team.
🚨 Only the account owner can view and manage the Subscriptions tab.
Steps to Access the Subscription Tab
1. Log into your account at Onetrace.cloud
2. Click on your profile in the top-right corner (the blue icon).
3. From the drop-down menu select Subscription.
✨Using your Onetrace dashboard you can view and edit your subscription, payment details, billing details, monthly invoices, seat utilisation, 'request to add' more seats and contact support for additional help.
Step 2: Adding Operatives as Members
The next step is to invite your members to become a part of your team on Onetrace. The Team tab is where you’ll find the information about the number of seats currently in use, send out invitations to your operatives and manage the roles assigned to them as either admins or members.
⚠️ Only the user with Admin rights can invite new members to their Onetrace account.
Steps to Access the Team Tab and Sending Invites
1. Log into your account at Onetrace.cloud
2. Select the Team tab from the options in the left-hand menu.
3. Click the Invite Member button.
5. Enter the email address.
6. Select the role for the new user.
7. Click Send Invite and your operative will receive an email with a link to create a password.
☝️ You can provide guest access to the clients involved in your projects without purchasing an additional seat.
💡 Learn more about the different types of roles and permissions that can be assigned to users on Onetrace.
Step 3: Setting Up a Project
Onetrace empowers you to manage and oversee your real-life projects or sites digitally, providing tools for real-time progress tracking. You can create workflows tailored to your needs with customisable templates and drawings to standardise your operative's workflows in line with 3rd party accreditations.
Steps to Set Up Your Projects
Creating a Project
1. Select the Projects tab from the options in the left-hand menu.
2. Click the Create Project button.
Selecting a Template
3. Select either a pre-populated template or scroll down and click the Start from Scratch button to create your own.
✨ Onetrace has a library of pre-built templates that are customisable to help you save time.
Adding Project Details
4. Add the title of your project under Title.
5. Add the client's name under Client.
6. Add the site address under Site Address.
7. Click the Continue button.
Adding Drawings
8. You will be asked if you will be using drawings.
☝️ You can upload drawings to mark up specific locations or add pins to where work is being carried out on-site. If you have no drawings at this point, you can upload them at a later stage.
9. Click the Continue button.
Adding Site Details
10. Enter the name of your block.
11. Click the Continue button.
12. Click the ✔️ to add the levels.
13. Click the Continue button.
✨ You can create as many blocks and levels depending on your project's requirements.
💡 Learn more about uploading GA drawings, blocks, levels, zones and plots on Onetrace.
Step 4: Scheduling a Job
Within Onetrace, admins can schedule jobs ahead of time for operatives which is valuable when managing a large team of operatives across multiple projects. The admins can efficiently schedule and assign jobs to multiple operatives, managing high workloads and tracking job schedules, job statuses, and active and archived jobs.
Steps to Schedule Your Jobs
Selecting the Project
1. Log into your account at Onetrace.cloud
2. Select the Projects tab from the options in the left-hand menu.
3. Choose the Project.
💡 Learn more about creating, managing, and editing your Onetrace projects.
Scheduling Jobs
4. Click Jobs from the top bar.
5. Click the Schedule Jobs button.
💡 Learn more about scheduling jobs and tracking their progress.
Selecting Operatives
6. Using the drop-down Add an Operative select the operative.
✨ You can select multiple operatives, and a job will be assigned to each of them which they can access using their mobile app.
7. Click the Continue button.
Finalising Dates
8. Using the calendar, select the date or date range for the job to be carried out.
✨ You can select multiple dates. For each selected date, a job will be assigned for your operatives which they can access using their Onetrace mobile app.
9. Click the Continue button.
Entering Job Details
10. Add the Customer Reference.
11. Choose the Job Form.
12. Assign a Site Contact.
13. Leave installation-related Instructions.
14. Click Create Jobs.
Step 5: Starting a Job in the App and Submitting
The true power of Onetrace lies in the ability to complete your jobs on the go by simply using your mobile phone. You can work offline when dealing with low or no internet connectivity, completing and submitting jobs on the go and eliminating the need to fill in endless paperwork.
Steps to Start Jobs in the App
1. Log into your account via the Onetrace mobile app.
2. Select the Jobs tab.
3. Press the + Plus button.
4. Select the Project.
5. Select the job you wish to start.
6. Press the Start Job button.
7. Press the + Plus button.
8. Press the Create New Location option.
9. Choose the Block.
10. Choose the Level.
11. Drop your pin at the location of your choice.
12. Press the eye icon to view all the previous work.
13. Press the Create button.
14. Fill out your Job Form.
15. Press the < back arrow.
🚨 After you've submitted the work the jobs will sync up with the main system and disappear from the mobile to avoid any data loss.
✨ To add more job items press the blue + button and follow the same steps. You can attach multiple job items to a single job and start multiple jobs, submitting the work when it is finished.
💡 Learn more about using Onetrace on your phone.
Step 6: Running a PDF and Excel Spreadsheet Report
The final step in the Onetrace workflow involves generating standardised reports. By implementing a standardised system of reporting, you can uphold transparency and traceability with your clients, saving you countless hours of manual reporting and printing. Easy to share, these reports will raise the quality of your project output.
Steps to Generating Reports Using Job Items
1. Log into your account at Onetrace.cloud
2. Select the Projects tab.
3. Select the Project.
4. Click Job Items.
5. You can use the Filter button to select the items you need on your report.
6. Select the job items you want to include by clicking the Check Boxes.
7. Click the Export Report button.
☝️ You can choose your report format from Job Items PDF and Job Items Excel.
Steps to Generating Reports Using Job Items in PDF Format
You can generate your report in two ways:
✨ Combined PDF: A single PDF containing all job items in one single report.
✨ Individual PDFs: A zip folder of individual reports for each specific job item.
8. Select how you would like your report output and click Continue.
9. Select how you would like your report ordered: Started At, Item No. or Location No.
10. Click Generate and you’ll receive the report in your email.
Steps to Generating Reports Using Job Items in Excel Format
You'll have options to customise the data within your report:
✨ Materials:
The material's Summary will give your report a breakdown of material costs.
The material's Detailed Breakdown will give your report additional information like measurements, quantities and pricing.
✨ Photos:
You can choose to Embed images directly into your Excel report or add Hyperlinks for the images into your report.
✨ Pricing:
Select either Hide Prices or Show Prices in your Excel report.
✨ Order By:
Select how you want your report organised: Started At, Item No. or Location No.
11. Click on the Job Items Excel button.
12. Click Generate and you’ll receive the report in your email.
Steps to Generating Reports Using the Locations Tab
1. Log into your account at Onetrace.cloud
2. Select the Projects.
3. Select the Project.
4. Click the Locations tab from the top bar.
5. Select the Locations you want to include.
6. Click the Export Report button.
7. Choose the format of your report.
8. You’ll receive the report in your email.
Steps to Generating Reports With Marked-up Drawings Using the Site Tab
1. Log into your account at Onetrace.cloud
2. Select the Projects tab.
3. Select the Project.
4. Click the Site Tab from the top bar.
5. On your left-hand side, you will see a list of blocks with drop-down menus.
6. Select the Level you want to include.
7. Click on the Drawing you want to include.
🚨 You can only select one level at a time to generate a marked-up drawing report.
8. Click the Export Report button.
9. Select Marked-up Drawing as your chosen format.
10. You’ll receive the report in your email.
✨ After selecting a Marked-up Drawing, you can choose which Location Pins to include in your report. By holding down the Shift Key on your keyboard, you can select multiple Location Pins at once.
💡 Learn more about building and exporting customised reports for your team, clients, and auditors.
Need more help?
Feel free to message us via live chat; we will be happy to help! 😁