Field technician guide

Download the AirconTrack app from the App Store (iOS) or Google Play (Android) and sign in with the email and password the office set up for you.

If you do not have credentials, ask your manager. They invite you from Settings → Users in the office panel and assign you the Technician role.

After signing in you see your Jobs list — all jobs assigned to you, sorted by date. Today's jobs appear at the top.

Each card shows the call-out reference, client name, site address, scheduled time, and priority. Tap a card to open the full job sheet.

Jobs with a red priority badge are emergencies. Complete these before moving to lower-priority jobs unless the office instructs otherwise.

Open the job. The sheet shows the site address, access notes, fault description, and any equipment registered at the site.

Status updates

Tap the status button to progress through the workflow:

1. Tap En Route when you leave for the site.
2. Tap On Site when you arrive.
3. Fill in the resolution notes, log materials and photos.
4. Collect the customer's signature.
5. Tap Complete job.

The office sees these status updates in real time on the dispatch board.

Resolution notes

Describe what was found and what was done. These notes carry through to the call-out record and appear on the invoice and job report. Be specific — e.g. "Cleaned evaporator coil, replaced capacitor (35µF), recharged with 400g R410A."

On the job sheet, scroll to the Materials used section and tap Add material.

1. Search for the part by name or SKU. The parts catalogue is pre-loaded from the office.
2. Set the quantity used.
3. Tap Add.

If a part is not in the catalogue, use the Add unlisted material option and enter a description and quantity. The office will reconcile it later.

Materials you log automatically carry through to the invoice when billing is raised for this job.

Instead of searching by name, you can scan a part directly into the materials list using a barcode or QR code.

• Tap Scan in the materials section. The camera opens (if your browser supports BarcodeDetector).
• Point at a barcode (SKU) or QR code (ULID label). The part is looked up and added instantly.
• Alternatively, use a keyboard wedge scanner — tap the scan input field and scan the barcode. It behaves like typed input.

If the scanned code does not match any part in the catalogue, you will see "Part not found" — search by name instead or use Add unlisted material.

When you tap En Route or On Site, the app optionally captures your GPS co-ordinates at that moment. This gives the office real-time location context on the dispatch board.

Your browser may ask for location permission the first time. You can choose to allow or deny — GPS is optional and does not prevent you from updating your status.

The app captures evidence photos at two defined points in the job, plus any general mid-job shots you need.

Before photos

After you tap On Site, the app prompts you to capture arrival evidence — the environment and equipment condition before you start work. Tap Add Photo, use the camera or your gallery, and add a short caption (e.g. "Condenser on arrival — coils blocked"). You can skip this prompt and add before photos from the job sheet later.

After photos

On the Complete Job screen you are prompted to capture completion evidence — what was done and the state of the site when you leave. At least one after photo is strongly recommended. After photos appear on the job sheet PDF sent to the client.

General photos

You can add any number of general mid-job photos from the Photos tab on the job sheet at any time while the job is in progress.

A customer signature is required to complete every job. Scroll to the Signature section at the bottom of the job sheet.

1. Hand your phone to the customer.
2. They sign in the signature box using their finger.
3. Tap Confirm signature.

If the customer is not present (e.g. access granted remotely), tap Skip — no customer on site and enter a reason. The office is notified.

Signatures are stored securely and appear on the job completion report and invoice PDF.

If your job involves adding or recovering refrigerant, you must log it for F-gas compliance. On the job sheet, scroll to the Refrigerant log section and tap Add entry.

1. Select the equipment unit the refrigerant was applied to.
2. Choose the refrigerant type (e.g. R410A, R32).
3. Enter the quantity added (in kg) and the quantity recovered (in kg). Use 0 if not applicable.
4. Enter the cylinder number and reason for the top-up.
5. Tap Save entry.

Multiple entries can be added per job if work was done on more than one unit. All entries are stored against the equipment record for the office's compliance records.

Health, safety, and environment forms are assigned to you by the office. Go to HSE in the menu to see your forms.

Completing a form

1. Open the form template assigned to your job or site.
2. Fill in each field — text, yes/no, pass/fail, date, or photo as required.
3. Add attendees and collect each person's signature in the Attendees section.
4. Attach any supporting photos using the camera or gallery.
5. If the form requires a countersignature (e.g. client representative), hand the device over for them to sign.
6. Tap Submit form when complete.

Corrective actions

If a non-conformance is identified during the form (e.g. a failed safety check), a corrective action is automatically created. The office will assign a responsible person and due date. You may be asked to close the action once the issue is resolved.

The mobile app works fully offline. You can complete job sheets, log materials, capture before & after photos, record signatures, and fill in HSE forms even with no signal. Everything is saved on your device and synced automatically when you reconnect.

• All actions are stamped with the real capture time, so the office sees accurate timestamps even if sync is delayed.
• The sync centre in the app shows the last successful sync time and any pending items.
• Pending photos upload automatically when connectivity returns — you do not need to do anything manually.
• You cannot mark a job complete while photos are still uploading. A banner will tell you how many are pending.

Clients are only emailed when your status is fresh. If you reconnect more than 60 minutes after tapping En Route or Complete, the client notification is skipped to avoid a confusing late message — but the office is always notified regardless.