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User Manual - Assist IT Solutions Ltd

1. 09 January 0 days selected sign Select User Administrator Account DefaultAcc lf you only have one depot Mainten Ace will automatically select it for you and show the availability calendar for that depot when you open the scheduler If you have more than one depot you will need to select the depot from the pull down and click the Show Now buiton before the calendar is displayed www Assist ITS Co UK Enquiries Assist ITS Co UK Page 38 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Each Cell or box represents a day of the year Todays date is ringed for you for quick reference In our example todays date is the 4 November The months of the year are shown to the far left and far right of the months days At the top of the days Cell in black text is the current utilisation of the holidays for this Pa day In this Cell here we can see 2 5 this represents that this day has a maximum holiday allowance of 5 and there are currently 2 employees logged as unavailable for this day The number 23 in grey text signifies that this Cell is the 23 day of the month Viewing Employees Unavailable For One Specific Day To see who is unavailable for a specific date click the RIGHT mouse button on the date in the calendar to display the Employees Unavailable popup
2. Soom DEn ME then click the Add This button paai Serviced By A Service Co The servicer is then added to the Triers Ae system and you can now select Trader Types eate New g company or employee 4 Paia them from the Serviced By pull reat Misc down box s Assist Deleting and Amending Servicer The Serviced By pull down box will contain a list of all servicers that you have previously created in Mainten Ace To delete a servicer select them from the pull down list and then click the Delete button NB you can not delete a Status if any vehicles or trailers are assigned to that status To Change the name of the servicer or servicing company overwrite the Serviced By text box with the new name NB important if you rename a servicer every reference in any service that uses that servicer will be changed www Assist ITS Co UK Enquiries Assist ITS Co UK Page 49 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Adding and Deleting Vehicle and Trailer Status s Select the Entity Status item inthe _Mr r4 se Setup Options list in the Setup ag po ee By default Mainten Ace has one ry 1 eS S status for vehicles and trailers Mehioadce Vehicle Trailer Status Existing Status Sau A CO deco Status recovery unit J On Fleet Update Create New Status Add Status On Fleet Current all new vehicles and trai
3. Accounts from the Administrator menu to display the Setup Mainten Ace Accounts screen Any accounts that you have created on this PC will be displayed in the Existing Accounts grid You can see here that the Assist IT Fleet account exists on this install of Mainten Ace If you click an account Setup Mainten Ace Accounts in the grid Mainten Ace will show you the billing date and the number of Paid Licenses that account has You can ID Setup Mainten Ace Accounts Account Details 5 gt e contac Tooo see in the Account Details box that ssssirscutons er a the Assist IT Fleet has a billing day of apa henna account code the 8 of every month and currently has 4 paid licenses Account Details Billing Date In order to create an account you will Day 8 of month need your account code from Assist IT M A Licenses 4 Licences Solutions Ltd Simply type a description for the account in the Account Name text box and type or paste your account code into the Account Code text box then click the Add This button If this account has previously been initialized on the Assist IT Solutions Ltd server Mainten Ace will automatically download the existing user accounts for this account and then shut down You should then restart Mainten Ace to begin using it www Assist ITS Co UK Enquiries Assist ITS Co UK Page 10 of 56 44 0 1302 515
4. Printing Reports Most reports in Mainten Ace display a Print Preview screen 9 n so you can check the print before sending it to the printer s a Zoom 100 gt To print the document click the Printer button and then T select the printer you want to print the report to from the Print dialog box and then click the Print button Getting Started Mainten Ace Accounts Mainten Ace XML works over the internet on any PC or laptop with an internet connection You do not need a specific web browser or any additional software installed Mainten Ace is your internet browser for your fleet data Your computer needs to receive and save vehicle trailer and employee fleet data to and from a central place where everyone else in your company can also access the data if other people are using Mainten Ace to log fleet information This central location is the Assist IT Solutions Mainten Ace Server So all your fleet data is stored on the central server along with many other Assist IT Solutions customers so how does your Mainten Ace software know which vehicle trailer and employee data to download and how does the central database know which vehicles trailers and employees belong to your company You need to setup a Mainten Ace account and tell Mainten Ace which account to use Setting up a Mainten Ace account on your PC Only Administrator users can handle Accounts in Mainten Ace To Create View and delete Mainten Ace accounts on your PC select
5. User Manual Mainten Ace amp Integrated AttendAce n T Table of Contents Mainten Ace The Mainten Ace Main Screen Company Groups And Depots in Mainten Ace Groups Depots ee Ce Globally Restricting Mainten Ace to one Group or Depot Photograph Uploads Restricted User Accounts Checking Your Mainten Ace Connection Status Off Line Mode Data transit status Printing Reports Getting Started Mainten Ace Accounts Setting up a Mainten Ace account on your PC The Mainten Ace Initialisation Setup Wizard Mainten Ace User Accounts Creating users and changing privileges Creating a new User Account Editing a User Account Deleting A User Account Logging in to Mainten Ace Logging in as a Different User Creating And Editing Entities and Trailers Creating a new Entity Editing An Entities Details Creating a new Trailer Importing Trailers From Your Existing System Editing Trailer Details Creating and Editing Employees Creating a New Employee Employee Details Tab License Ins www Tab Employee Driving License Images www Assist ITS Co UK Enquiries Assist ITS Co UK Page 2 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 6 CAN ANN A A he So O a O a O m peek W U N m mo ee s CoN A A aA A RHR U U p u COC FH 18 Mainten Ace Mobile employee internet access setup 19 Allowing employees to log their ow
6. a group F ss This image shows the main screen restriction options when a user with a restricted account logs in The user account has been restricted to only show the Thorn depot You will notice that the pull downs and the check boxes are disabled When this user opens a screen that allows you to restrict the vehicles or employees to a group or depot Mainten Ace will only show vehicles or employees from the Thorn depot and the group and depot selection pull downs will be disabled Restricting user accounts is a Mainten Ace security feature to ensure that only the correct people can view and edit the vehicles and employees that they have responsibility for In our example we have an employee that we want to log the vehicle servicing for the Thorn Depot only This user will only be able to view and edit vehicles and employees from this group In fact an administrator user could easily prevent this user from doing anything other than logging services for the Thorn depot by simply switching off all other menu items for vehicles MOT Insurance Trailers employees etc E Show Current Only ANMA t OwTTrnmu i If you have upgraded from a previous version of Mainten Ace you may see this icon on the main screen 4 under either the vehicle or employee toolbar item This icon indicates that you have vehicles or employees that have not been correctly assigned to a depot Clicking these icons will open up the vehicle or employee
7. This popup shows a list of employees that are logged as unavailable for the selected date in a list box The popup is displayed either above or below the selected date depending on the location of the date on the screen to make sure it fits on the screen correctly The selected date will also be highlighted to avoid any confusion as per our example here From this popup you can tell Mainten Ace to restrict the calendar to only show only unavailability for one employee To do this simply select the employee in the list of unavailable employees for that date and the Show Selected Employee Only On Calendar button will become enabled Click this button and the scheduler calendar will be redrawn showing only that one employee NB You can restrict the calendar to any employee by using the left fly out please see the Showing One Employees Availability In The Calendar section later in this manual E John Smith G Peter Johnson John Peterson G Robert Johnson Legend 7 i Holiday __ f Day Off Without Pay Sick To close the popup either click the at the top of the popup or alternatively the popup will be hidden once you select a date from the calendar or refresh the calendar lf you right click a different date the Employees Unavailable popup will be shown at a different location on the screen next to the new selected date The scheduler also shows the utilisation of each days holiday allowance by means
8. details in the text boxes that appear to the right of the list and then click the Update button Amend Type Manual Handling Re Test In 1095 days Remind 30 days before due www Assist ITS Co UK Enquiries Assist ITS Co UK Page 56 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75
9. from the Vehicles XXX Allocate Drivers To ist cick the s ASSIGN button Vehicles screen a directly by selecting select the over and vehicle All ocate Dri vers to assignment inthe ROGER SMITH Allocated Drivers TERENCE SMITH FJ03 XXX TREVOR SMITH Vehicles from the Dee Maintenance rie gra ara en T m e n u UnAllocate button Assist Method 2 Open the Edit A Vehicle screen select a vehicle and click the Change button Method 3 Open the Edit A Driver screen select a driver and click the Change bution Using one of these routes you should now see the Allocate Drivers To Vehicles screen To assign a driver to a vehicle select a driver from the Drivers list by clicking the left button on the drive then select the vehicle from the Vehicle list Now the assign button the long vertical button between the two lists containing lt gt E Page 23 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 will be enabled Click on the lt gt button to assign the driver to the vehicle The driver and vehicle will disappear from the lists and reappear in the Allocated Drivers and Vehicles grid Un allocating previously paired vehicles and drivers To un allocate a driver from a vehicle select it in the Allocated Drivers and Vehicles grid and click the Un allocate b
10. section to ass the restriction You can keep adding the restrictions until you have added sufficient restrictions for future use To delete a previously assigned restriction for the selected depot select the restriction fro the list and click the Delete Selected Selected bution Setting up Holiday Allowances Select the Holiday Allowances item in the Setup Options list in the AttendAce Setup screen to view the Holiday Allowances settings Mainten Ace Holiday Allowances allows you to specify the number of holidays your employees are entitled to based on the number of full years service they have completed working for your company O Setup Options Here you can define the number of holidays an Holiday Allowances are depot specific enya ii eat so you will need to set up your Empioyee ley Atowenens allowances for each depot you have set Coenen vane up on Mainten Ace m mzn Close Setup Assist Start Of Year 01 01 DD MM _ Save Start Of Year www Assist ITS Co UK Enquiries Assist ITS Co UK Page 43 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 In our example here we can see that employees at this depot earn 20 day holiday for O to 1 years service 21 days holiday for 2 years service and an extra days holiday for every additional years service To add a holiday allowance firstly select the depot that you want to set the allo
11. 065 Registered In England No 06087826 VAT Reg No 970 8935 75 lf this is a new account on the Assist IT Solutions server you will now be presented with the Users and Privileges window where you must create at least one administrator user account see Creating A New User Account in this manual Once you have created at least one administrator account you can then shut down Mainten Ace by clicking the Confirm Mainten Ace Account Creation button You can then restart Mainten Ace to begin using it The Mainten Ace Initialisation Setup Wizard Some settings and additional criteria need to be set or created in Mainten Ace in order to create Mainten Ace entities Entity types must be created before you can create an entity Servicers must be created before you can complete services etc When you first install Mainten Ace it will automatically display the Mainten Ace Initialisation Setup Wizard to help you in the initial setting up so that you can begin using Mainten Ace The wizard simply checks that you have created or set a pre requisites and will inform you of anything you till have to complete every time you start Mainten Ace or until you click the Do Not Check This Screen Again checkbox Setup Initialisation Wizard In our example here Mainten Ace is telling us that w we have not yet set up any Training Types These You have not created all the prerequisitesin are needed in order for u
12. A Employee Now button moans NB the Assign Selected Days To A Employee Now button only cag Tye becomes enabled once at least one days cell has been selected cone Mainten Ace allows you to log employees as unavailable for three reasons Holiday Sick or Day off without pay To assign the a unavailability to a employee select one of the unavailability OPTIONS sss noisa tems trooyee vos and then select the employee from the employees list and click the depending on which option you have selected in our example it says Assign Sick Days To This Employee Now because the Sick option has been selected If you selected Sick or Day Off Without Pay the unavailability will be assigned immediately as you have already clarified that the employee is allowed to be unavailable on that day by selecting days that have not exceeded the maximum number of employees of or by having the days authorised by a manager NB Mainten Ace has no restrictions on the number of sick days or days off without pay that an employee can have If you are trying to assign holiday days Mainten Ace performs multiple calculations to find out if the selected employee is entitled to be Continue esm on holiday on the selected days Firstly Mainten EET Ace will lookup the start date for the selected jam employee and calculate the number of whole Would you like to allocate these holidays to this driver anyway years service that this employee has
13. By specified date neers ener SYTIPE m 2 By mileage Tas eon D macty A 3 By hours used as When you select an entity type here the wie Si default service type will automaticlly be revere serves reqency tor ison selected for you that you specified when the batlcents ee a TREE Entity Type was created in the Setup screen You can see in the example here that we are creating a HGV of the Vehicle class and Mainten Ace has automatically selected the Service By Date e g HGV option for us lf we want to schedule servicing for this entity in a different manor we simply click on one of the other option buttons It is important that we select the correct service schedule type here because this can not be changed later Once we have specified the basics for the new entity on the Service Schedule tab here we now need to fill in the details Of the _ st NewWehicie entiy entity on the Entity Details tab Simply click Sim the tab to show the details tab ee a ee ees Fleet No Warranty J Now simply type all the vehicle information irste wsyo ai for the vehicle in the text boxes provided oat ewe The main details of the vehicle are added in Saites sme 05am Oo n the Vehicle Details tab section prevente e Maintenance details are added in the pattewpts osko Maintenance tab section To switch pae Depot Snee z between these sections click on the tabs at ssi
14. Capacity 2 If you want to send the Sin databece database over email to Assist Zip Up Database IT solutions for testing Zip To C Documents and Settings Shaun Coultard Desktop purposes Zipping the database E c x J pee its original size for SEE 2 To zip the database select Zip Up eS Database from the Database Tools vrereyouwsno AWsQnine S Access Database version ASP Pages j E au zip the database to _ menu item within the Administrator from tne fiers it Menu The Zip Database screen is ene displayed To zip the database simply o choose where you want to zip it up to OK You can email your by selecting the disk drive from the pull ae earned z C MAMyEmailinfo Assist TS co uk down and pointing to the folder ke directory from the folder list Assist There are 0 Other Users Logged in Mainten Ace can automatically open up your email system with a email to Assist IT Solutions if you click on the Email to info Assist ITS co uk check box Click on the OK button to zip up the database a e Page 48 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Configuring Mainten Ace There are two main setup screens within Mainten Ace the Company Setup screen where you can set features specific to your company and the Setup screen where everything else is handled To access the setup screen select Setup from the Ad
15. Creating a new User Account To create a new user click the New User button then type the user name for the new user and the password In the text Passwords And Priveliges boxes NB blank passwords are not Users and Privileges allowed Because the actual x E User password is not visible on the screen i User Name ETT a Password 90000 ReType eeeee you must retype the password in the You can enable and disable menu Menu Privileges ReType text box This is a check to tone foraueer HAE aaa make sure you have not typed the teking the A New strate password incorrectly correspond tothe aae To allow the user permission to pees lai access the various menus in o B Driver Detais Mainten Ace simply click the check T E aTe boxes that correspond with the menu SSS items you want the user to have rr access to in the Menu Privileges List Any check boxes containing a tick will enable these menu items for this user To give a user Administrator privileges tick the Administrator Privilege check box in the Administrator Privileges Box Administrator users can be allowed to roll back jobs and view user logs by checking the relevant check boxes Setting a user account as Read Only by ticking the Read Only checkbox will prevent this user from being able to change anything irrespective of what privileges you set in the Menu Privileges section All save buttons will be disabled in all edit scre
16. ITS Co UK Page 32 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The Rectified criteria Here you can also specify whether to include All Rectified or Pending defects Vehicle Defects The When criteria Vehicles To show defects logged any NNT 500 Srofcld of Group Yorkshire Between 01 01 07 And time leave the Any Time EC Cc oC option button selected To only include defects logged after a certain date click on the Specify Dates option button A3 JNP current KNO3 HXS Sold and then type the date to Al Rectified Pending include from in the From text ee es box oat oman To 31 01 07 To only include defects logged containing this text bo ce cctiyneicum before a certain date click on Double Cick on a 2 Selector to view fs deta Defects Found 8 _ the Specify Dates option Find This Ref button and then type the date to include from in the From text box To only include defects logged between two dates click on the Specify Dates option button and then type the dates in both the From and To text boxes The Containing this text criteria If you only want to see vehicle defects logged for a specific reason such as a clutch defect type the words in the Containing this text text box To view the list of matching defects click the Find Now
17. Page 41 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 button or double click the employee in the list The calendar will then repopulate showing only that employee To view all employees again click the Show Now button at the top right of the Scheduler screen The fly out will close automatically on choosing an employee If you decide you do not want to show one employees availability in the calendar simply click the button to hide the fly out When in single employee mode the calendar will not chow the colour coding system Instead a series of icons are displayed to indicate why the employee is logged as unavailable for a specific date Here is the legend for unavailability whilst in single employee mode amp Employee is on holiday amp Compulsory Holiday Day Employee is sick E Employee is off without pay In single employee calendar mode you can not log any unavailability for an employee but you can right click on a day to view a list all employees unavailable on that date To display the calendar for all employees again click the show now button Setting up Holiday Restrictions Mainten Ace allows you to set the maximum number of employees allowed off between a certain date range This is done through the Holiday Restrictions tab of the Setup screen Open the Setup AttendAce screen from the Administrator menu administrator users onl
18. Types The Trailer Type Pull down is used by Transport Ace When a for a delivery this is where it looks You can seta anything other than Current to being used by TA but keep it s details in MA Assist prevent the Trailer import Trailers Create A New Trailer Create A New Trailer Trailer Details Trailers Status to Trailer Name OO Manufacturer si itststi sSCS Acquired Warranty a Chassis DOT ID y Trailer Type I m MOT MOT Due Um f Status E Status of this Trailer current Date in t Create Trailer Cancel You can add new Status s in the Setup screen see Adding and Deleting Vehicle and Trailer Status s The MOT Due date that you provide here is used by the Trailers With MOT Due window The Status of this Trailer defaults to current You can set the status to sold or scrapped at a later date Setting the status to something other than Current allows you to identify the status of vehicles for your reference and also the Services window allows you to show only trailers of Current status Importing Trailers From Your Existing System Mainten Ace now allows you to import Trailers from your existing system In the Mainten Ace folder on your PC you will find three CSV files To Import trailers into Mainten Ace you will need the MATrailersimport CSV file Simply open this file using your favourite sprea
19. account Allowing employees to log their own mileage using Mainten Ace Mobile In order to allow an employee to log their own mileage using Mainten Ace Mobile you must assign the employee to a vehicle see Assigning Drivers To Vehicles below Employees can only log mileage on the one vehicle they are currently assigned to The user will then be able to log in to Mainten Ace mobile using www MaintenAce co uk mobile web site and perform the tasks you have enabled on their employee details screen www Assist ITS Co UK Enquiries Assist ITS Co UK Page 19 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The Cards Notes and Photos Tab In this tab you can type in the details of the fuel _ cesteanewempionee card and any other card your employees may 92 Details License Ins WWW Cards Notes amp Photos Holidays Training be assigned You can then search for a Mhenmeersin puer Cara employee by card number in the Find A a Pl Driver Screen that date Misc Card Drivers with the Card No PIN Defies urance Card Type 1 x ticked appear in Notes The Notes text box is a free field where you can type anything relating to this employee Employees Photo Mainten Ace allows you to store a photo of each employee and view the photo along with the details of the employee To add a photo to the employees details
20. and setting the maximum number of employees allowed to be unavailable to zero Administrator users will still be able to override this zero allowance as usual Global Holiday Restriction To set Mainten Ace to use the global restriction method click the Global Restriction option button to enable the Global Restrictions section If you have previously created a Seasonal Restrictions Mainten Ace will warn you that these seasonal restrictions will be deleted in favour of the global restriction if you set a global restriction Simply type the maximum number of employees ever to be allowed to be unavailable in the No more than xx employees on holiday at once text box and then click the Save button to set the global restriction NB you do not need to click the Apply Changes button on the setup screen to save the global restriction Seasonal Holiday Restrictions To create Seasonal unavailability restrictions click the Seasonal Restrictions option button to enable the seasonal restrictions section If you have previously set the Global Restrictions Mainten Ace will warn you that the global restriction will be removed in favour of the seasonal restrictions you are about to create To create a new restriction type the maximum number of employees to be allowed unavailable in the No more than on holiday between text box and then type the date range in the two text boxes Now click the Add button in the seasonal restrictions
21. button You can click on a header in the list of defects to sort the list by that column Click it again to sort it in descending order In our example above we are viewing a list of all defects logged for entity A V3H1CLE between 01 01 07 and 31 07 07 Logging a Defect as completed After you have generated a list of defects E E and are viewing them in the defects list you Defect Servicetem Warranty Days 365 can click on the arrow selector gt I from the defect list for the defect you want complete This opens up the defect details n aa frame and presents the details for the Defect Description gt ft 215 75 17 5 lassa Ish3000 selected defect To complete the defect type the date in the Sr Date Rectified text box and select the fitter Date Rectified 09 01 07 Cost 100 76 or servicing company from the Rectified Rectified By z By pull down pecs Date Logged 09 01 07 Order Number tr297042 Defect No 123 If the fitter or service company is not already in the list you can add new fitters and service companies in Setup see Adding and Deleting Fitters and Service companies Click the Save button to save the defect details or click Cancel to cancel AEP pE Page 33 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Printing a defect report After you have generated your list of defects based on your criteria simp
22. create an entity and then complete its full details later this is not a problem Editing An Entities Details Click the Entities toolbar button on the main window and then select the Edit Entity menu item to open the Edit A Vehicle window This screen is almost identical to a the Create A Vehicle window Edit a Vehicle HGV entity A V3H1CLE except that we have the Standard Mainten Ace entity list to the left of the screen with the depot selectors for us to select the Entity we want to edit Service Scheduling Entity Details Vehicle Maintenance Details Vehicle Details E Show Current Only Vehicle Reg A V3H1CLE Acquired 25 03 04 Fleet No 123456 Warranty 25 08 07 Ministry ID XXX1234G123456 siper Manufacturer MAN A Supplier Model 2 AXLE RIGID BODY Max Weight 7500 V Uses external trailer Life Expectancy days 1095 Status Status Current v Date to Not On Fleet to NC03 Y T h h d f f a h E d A prevent the NGO3 N O License t t t vehicle being used P542 J T i Yorkshire vJ e O e r e re n ce l n e I by Transport Ace P639 f Disk ID 1234567 Group Yorkshire v Date 01 01 06 but keep i s P7091 A Depot Sheffed An Entity screen is that when ccs gt viewing a vehicle you can Assign a Driver to the Vehicle At the bottom of the screen you will see the currently assigned driver You can click the View button to the right of this to quickly open the c
23. here we have selected the Adwick group so when we open any screen that allows selection of a group or depot the group selector will automatically be set to Adwick for us You can however override the depot restriction in any screen after it is automatically selected by Mainten Ace This feature is useful if you have access to multiple depots but are only concerned with a one specific depot at this moment When you no longer need the restriction switch it off Photograph Uploads Mainten Ace will allow you to save upload photographs for 10m8 employees employees driving licenses and accidents You will be allocated a certain amount of space for uploading your photographs to the Mainten Ace server Your server space utilisation is displayed on the main screen If you exceed this limit you will be billed a reasonable fee for each additional megabyte of space used Photo Usage Enquiries Assist 178 Co UK Page 7 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 You can use less space on the server by making sure your photographs are not too large This gauge displayed on the main screen shows a graphical representation of how much space your photographs are using on the server Restricted User Accounts Administrator users can restrict a specific user account so that it only has access to either one specified group or only one specified depot within FF Yorkshire and Hum
24. miles by clicking on the up and down arrow buttons d Due In 1000 j Miles or less You can double click on a selector to display the service screen for that particular service To show only n overdue This GroupOnly Yorkshire hd services set the Thi Ou Sheffiea gt due days to 0 is Depot Only Sheffield x As sist Os To close the window click the OK button Viewing Entities Due for Service by hours usage To view a list of all entities due for service in the Ea Die Tov Sonic by Hoan aad z next x miles click the Services toolbar button in Services PR Tale ous 8 the Vehicles section of the toolbar and then select 7 lu the View Entity Service Due By Mileage menu Dik tnes that are due a item from the menu sevice whi te of days Entitiy Name Scheduled Hours Due In Miles You can change the number of miles by clicking ssr re on the up and down arrow buttons arferent raner Due in the next 100 Hours To show only EA Services This Group Only Yorkshire due set th due days too This Depot Ony Sheffield X Assist www Assist ITS Co UK Page 30 of 56 As 5 l st Enquiries Assist ITS Co UK 1 T Solutions 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 You can double click on a selector to display the service screen for that particular service To close the window click
25. of a sizing and colour coding system When there is at least one employee logged as unavailable for a day that day is filled with a coloured box that varies in colour from green to red to represent the proportion of allowed employees unavailable for that day Green means one employee is unavailable red means the maximum amount of employees are allocated as unavailable for that day The box also fills the day as a proportion of the allowance so if a days maximum number of employees has been reached the box will cover the entire day as can be seen on the 26 day of the month in the scale here The backgrounds of the Cells are white except for Saturdays and Sundays that have an off white cream background to differentiate them from weekdays lf you have not set the criteria for a certain date or if you have set it s maximum N employees allowed off as zero the day will be displayed with red diagonal stripes gt to indicate this www Assist ITS Co UK Pa ge 39 of 56 Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 If you have exceeded the maximum number of employees allowed as el unavailable for a particular day a warning icon is displayed in that date to so you can see which days have more than the allowed number of employees logged as unavailable Logging Employees as Unavailable holiday sick off without pay Logging an employee as unavailable is a simple
26. that Depot for that day If you have a compulsory shut down period of one week in the year and all employees must take 5 days holiday on those dates setting the five days as Non Work Day COMPULSORY HOLIDAY will automatically take 5 days holiday from every employee www Assist ITS Co UK Enquiries Assist ITS Co UK Page 46 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Cancelling a special day If you accidentally set a day as a special day type you can easily cancel it in Bank Holiday Non Work Day Mode Simply click the day and then click the Remove This Day button Set Non Work Days Remove This Day i You may keep clicking additional days on the calendar to assign more than one day in a batch Returning to the Default Calendar View After Setting Special Days To return to the default calendar mode click the Show Now button to refresh the calendar Special Days in Default Mode Calendar In the default mode on the calendar screen days operate differently from normal days Non Work Day Days A day set as a Non Work Day will display ano entry icon when you 9 28 s hover your mouse over it and will not allow you to log employees on holiday for this day You will be shown a message saying that This is a non work day if you click a Non Work Day Give 1 Day in Lieu Days How To Give an Employee a Day In Lieu A da
27. the OK button Viewing VED Insurance and MOT due e To view alist of all vehicles with VED due click the VED toolbar button e To view a list of all vehicles with Insurance due click the Insurance toolbar button e To view alist of all vehicles with MOT due click the MOT toolbar button e To view a list of all vehicle tachograph calibrations due select the Calibrations Due menu item from the popup menu after clicking the Tachos toolbar button e To view a list of all vehicle tachograph Checks due select the Checks Due menu item from the popup menu after clicking the Tachos toolbar button The window that appears looks similar to the Vehicle Trailer Services Due window as above shows all VED Insurance MOT Tacho Cals Tacho Checks due within a specified number of days You can change the number of days by clicking on the up and down arrow buttons You may print a copy of the list of due vehicles or Trailers by clicking on the print button To close the window click the OK button Printing a Vehicle or Trailer service schedule To print a Vehicle Service Schedule click the vehicle i Entity Service Schedule Services toolbar button on the main window and then O T N a select the Print Vehicle Service Schedule menu item zx Entity Service Schedule Ea This Group Only Yorkshire v To print a Trailer Service Schedule click the trailer Type the Week This Dep
28. toolbar and then select the View Entity Service Es Ss Z Due By Date menu item from the menu a rable mR Rs To view a list of all services now overdue for sows Trailers click the Services toolbar button in the se Trailers section of the toolbar then select the oe View overdue Vehicle Services menu item shoe caries from the menu amaw orana arrows below ra Due In the next 14 Days To show only The Vehicle Trailers Services Due window Sew ths run Yori J shows all services due within a specified number 427 4 E aa of days You can change the number of days by clicking on the up and down arrow buttons You can double click on a selector to display the service screen for that particular service To close the window click the OK button Viewing Entities Due for Service by mileage To view a list of all entities due for service in the next x miles click the Services toolbar button in the Vehicles section of the toolbar and then select the View Entity Service Due By Mileage menu item from the menu Vehicle Services Due by Mileage Wea Services Due In 1000 miles 0 sae Services Due This screen shows all Vehicles that are due for a Service within the specified number of davs You can change this report to show Services due in a different number of days by clicking on the up and down arrows below You can change the number of
29. undertaken Ne www Assist ITS Co UK Enquiries Assist ITS Co UK Page 40 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 and then lookup the holiday entitlement for this length of service Next Mainten Ace calculates the number of holidays that the selected employee has already used in the selected year and compares that against the determined holiday entitlement for that employee If the employee has already exceeded their holiday usage for the selected year or if the number of days you are trying to add will take the employee over their maximum holiday entitlement you will see a warning message If the user chooses to continue they will be required to get manager authorisation if you are logged in as a standard user Administrator users will be able to continue to assign the holidays without requiring authorisation Viewing and Printing Employee oe 01 01 09 to 31 12 09 Employees on Adwick availability Unavailability depot To view an employees holiday sick day so In year 2009 and day off without pay usage simply click a ee on the View Change Print Employee JAR ine ee Availability button to display the Pe Leus Eart 1 Employee Availability popup a ra hors vate 7 ee Now select the emplyee you are smcw amp concerned with from the Employees on peeteSeeced 8 You will now see a list of all currently assigned holidays sick days
30. 5 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Editing a User Account To edit a users account select the users user name from the User Name pull down NB the pull down will not be visible in create user mode You can edit the users password and change any privileges by clicking the check boxes but the user name is not editable Click the Save Changes button to save the users new settings Deleting A User Account To delete a user account select the user name from the User Name pull down and then click the Delete User button Log In XML Version Logging in to Mainten Ace Once you have created a Mainten Ace account in Mainten Ace and set up then created user accounts for your pr employees they can then log into Mainten Ace using their Account Assist T Solutions username and password User Name Shaun Coutard After Mainten Ace runs through its startup routine and Password eeeeee initializes itself you will be presented with the Log In window lf you have more than one Mainten Ace account set up on this PC you will need to select it from the Account pull down You must then select the user name from the User Name pull down list and type your password in the Password text box lf you enter your password correctly Mainten Ace will then allow you to access the main screen Mainten Ace will only allow a user account to be logged in once at a time If you attempt to log in using a u
31. Insurer Details Insurer 1 Name Insurer 1 Email Insurer 2 Name Insurer 2 Email insurer 2 Name Insurer 2 Email Be sure to click the Apply Changes button when you are done Creating Service Item Categories Mainten Ace allows you to break down your vehicle service costs for each service In order to do this you must first specify the categories that you would like to break the services down to www Assist ITS Co UK Enquiries Assist ITS Co UK Page 51 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 One example is you may merely want to specify the labour and parts costs Some companies may want to specify a full break down of every cost of a service from oil filter up to clutch fitment lt Mainten Ace Setup Mainten Ace Setup ETE This screen allows you to create services items e These are items that can be assigned values when This is the central Tachograph Sched 1 completing a service You could simply have items hub for most Service Types for Service Price Parts Price and VAT or indeed changes made to eae ignore service items altogether but Mainten Ace MaintenAce Eee allows you to specify each part and assign a PETS Bi ogists Warranty period to it If that part is assigned to that TERPS Week Comm Day entity again within the warranty period you will be general settings Entities infrormed that the part is covered
32. K Enquiries Assist ITS Co UK 44 0 1302 515 065 Page 35 of 56 Registered In England No 06087826 VAT Reg No 970 8935 75 Viewing Accidents To view a list of Accidents matching your criteria simply make your selections and click the Find Now Accidents Button Show Drivers All Selected Driver Only v Accidents The Show Drivers Show Vehicles criteria All Selected Vehicle Only To show Accidents for z To display a list of matching Accidents all Drivers leave the Sar O seces ater ony aia cick the Find Now gt gt gt button AIP option button selected To show a accidentit you accidents for only one Rectified Accidnet Driver select the ee ea Selected Driver Only the Find Ti button and then select se below anc the Driver from the x pull down tl o erer er The Show Vehicles criteria To show Accidents for all Vehicles leave the AIF option button selected To show accidents for only one Vehicle select the Selected Vehicle Only button and then select the Vehicle from the pull down The Show Trailers criteria To show Accidents for all Trailers leave the AIF option button selected To show accidents for only one Trailer select the Selected Trailer Only button and then select the Trailer from the pull down The Rectified criteria Here you can also specify whether to include All
33. Rectified or Pending accidents The This Location criteria lf you only want to see vehicle accidents that occurred in a certain place type the name of the place for example dartford tunnel or Hatfield in the Containing this text text box The When criteria To show accidents logged any time leave the Any Time option button selected To only include accidents logged after a certain date click on the Specify Dates option button and then type the date to include from in the From text box To only include accidents logged before a certain date click on the Specify Dates option button and then type the date to include from in the From text box To only include accidents logged between two dates click on the Specify Dates option button and then type the dates in both the From and To text boxes To view the list of matching accidents click the Find Now button You can click on a header in the list of accidents to sort the list by that column Click it again to sort it in descending order www Assist ITS Co UK Enquiries Assist ITS Co UK Page 36 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Logging an Accident as completed After you have generated a list of accidents and are viewing them in the accidents list you can click on the arrow selector gt I from the defect list for the defect you want complete Th
34. Select a Vehicle only explore logging a vehicle defect tar From This Group Only Yorkshire gt Vehicle AV3HICLE v Tocreate a From This Depot Only Sheffield v x Add Defect Vehicle defect first select the Defect Details here Type Vehicle form the Date Logged 9 07 09 Vehicle pulldown Airin then click the Add Order Number C Repair ttem Type Defec button ee Authorised By v Date logged Defect No and Defect No Warranty Days 365 Defect Description are To log a Vehicle defect click the Defects button on the toolbar in and the Drivers section of the toolbar then select the Log a Vehicle Defect menu item Mileage _ Defect Description section can either be filled in now Rectification To log a Trailer defect click the aie Sper Date Rectified Cost Rectification Description J ecdada i Defects button on the toolbar in ter aate os and the Trailers section of the Assist zeo toolbar then select the Log a Vehicle Defect menu item Mainten Ace allows you to add either a Defect or a Service Item in this screen This is so that you can create reports that show the entire monetary history of a vehicle To log a Defect ensure that the Defect option button is selected in the Type section To log as a service item ensure that the Service Item option button is selected Select
35. The Entities list on the left shows a list of all entities on the Mainten Ace system However you can restrict the this list to only show entities of with Status Type of Current by clicking the Show Current Only checkbox so if you set entities to status such as scrapped or sold they r will Service details for R761 XXX Current not be displayed aaa PD Peo al gg ae The top left of the tomate seme I oe screen displays icons to a E i represent the type of aa SS e e E entity that is currently z5 fot fee eae selected and the type of S mcs is Sa Gi ees servicing scheduled that Fe P amp eex 9 e the entity uses Here in our SERES ests Co Fear ae em ee example we can see fraser a Aenea foros that we are looking at a eS e OO a HGV HGV icon that is serviced by date n calendar icon Assist O Click on a vehicle in the list to select the vehicle and display all logged services in the services grid in the center of the window When viewing the list of scheduled services based on mileage the Scheduled mileage is also displayed in the service grid and when viewing an entity scheduled by hours used the grid displays hours used and actual hours Adding services To add a service select a entity from the Entity list then click the Add Service gt gt button and the Add Service s section wil
36. ained i Reason given for OK NAW Cards Notes amp Photos Holidays Training Training Qualifications Logged by Administrator Training Qualification Attained ReTestDue Remind ovane Manet Hening a No longer employed as and FLT operator 7 In order to log an employees training records we must first create the Employee Training Types in the Setup screen In our example here we have previously created two training types of FLT and Manual Handling in the setup screen Therefore we have FLT and View upload certificates z Type the date that training qualification was attained and Mainten Ace will calculate when it is due for refresher re test Click the OKd box to stop being reminded of an overdue training waa cues Manual Handling in our Training tab Here our FLT training is overdue for this employee overdue training is shown in red Ordinarily this would be flagged on the main screen as an overdue training item but Mainten Ace allows us to switch this off for each individual training item for each employee Here we have switched off or OK d this obsolete training by clicking the OK d check box on the FLT training item Mainten Ace will ask you to provide a reason for switching off the warning for the overdue training when you click the OK d checkbox To see the reason giv
37. al dimensions by clicking it or maximize it to the whole window by clicking it again www Assist ITS Co UK Enquiries Assist ITS Co UK Page 20 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The AttendAce Holidays Tab If you have subscribed to AttendAce on your TENERI Mainten Ace account the Holidays tab will be visible ed Detas License zins www Cards Notes amp Photos Hokdeys Training From this tab you can tell Mainten Ace which ey oo a days to allow an employee to be logged off on aftayearson uny Tmedy Wetneday rey holiday in the integrated AttendAce software Serna Esaroay Esun In the example here if we try to log this Report Giek me AttendAcc employee on holiday on a Saturday or Sunday aime Mainten Ace will inform us that this employee your surance can not use holidays on these days and prevent monrones us from logging them EARBLRA ceceo unim a NB other global AttendAce settings can be made in the Setup screen These settings are contained in the Employee screen because they are employee specific The Training Tab If you have subscribed to the Mainten Ace training module you will see the Training tab in the Employee screen From the Training tab we can log this employees training records for all the training and certification that this employee has undertaken and att
38. and days off without pay in the Availability list We can also see any Lieu Days an employee has earned in the Lieu Days Earned list The right hand side of the popup will now show a full breakdown of the currently selected employees availability entitlement and usage To print an employees unavailability simply click the L button to display the report preview screen where you can choose to print the report by clicking the button or export it to HTML or text by clicking the button To close the Employee Availability fly out click the button or click the Hide Availability Window button Deleting a Previously Assigned Holiday Sick Day or Day Off Without Pay To remove a Previously Assigned Holiday Sick Day or Day Off Without Pay select the date in the Availability list and click the Delete Selected button Click the Hide Availability button to close the Employee Availability popup Show one employees availability Showing One Employees Availability In The Calendar Mainten Ace will also allow you to view one employee on the year calendar To view only one employee click the button at the left of the Scheduler screen half way down the screen on the dark grey bar to open the Show one employees availability fly out From the fly out simply select the employee you are interested in and either click the Show Selected Employee Availability Only E
39. as clicking the Cells for the days you want to log unavailability and then assigning those days to an employee lf a day has already reached it s Maximum numbers of employees MEEUSE unavailable and a standard user click that day Mainten Ace will Manager User Authorisation display the Authorisation Required popup ae g A standard user can then ask a manager to authorise the R a unavailability for this day for the selected employee by selecting Tean their account from the User Name pull down typing their B password and then clicking the Authorise button lf a standard user needs to select multiple days that are already exceeding the maximum number of unavailable employees the manager can check the Authorise for 5 seconds check box before clicking the Authorise button This will allow the user or the manager to select the remaining days without being prompted for authorisation within 5 seconds Administrator users can select days that are already exceeding the maximum number of unavailable employees without the need to authorise as they are already logged in using an administrator account To assign the selected days to an employee click on the Assign Selected Days To A Employee Now button to make the Log pe Availability popup appenar Pammiarress on Sheeld depot The number of currently selected days cells is presented to the ary aren left of the Assign Selected Days To
40. ata as of last time you were connected Obviously there may be more up to date information on the server and you may not create or edit anything whilst in Off Line Mode This is permanent offline mode you will not be able to connect at all in this mode until you exit Mainten Ace and then log back in Data transit status Mainten Ace keeps you informed of its status whilst downloading data or saving your changes to the central server The Mouse Pointer will change to indicate the current data transit status and the Connection Status display also changes to represent the status When data is in transit either from or to the central server your Mainten Ace Connection Status will display a clock above the World icon PSN and an arrow will appear showing the direction of the data to represent saving to the server and to represent receiving from the server The mouse pointer will change to when saving uploading to the server and pic 1 tae when receiving downloading data from the server www Assist ITS Co UK Enquiries Assist ITS Co UK Page 9 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 You must wait whilst these icons mouse pointers are displayed With most connections these icons will flash momentarily but for slower connection for example dialup connections you may have to wait a short while whilst your data is being received or saved to the server
41. be informed of the trailer that is causing the error and no trailer will be imported Editing Trailer Details Click the Trailer toolbar button and then select the Edit Trailer menu item to create a new Trailer To edit a trailer select it from the Trailer pull down list and the text boxes will then enable and contain the current details of the selected trailer lf you use Transport Ace you can limit the list of trailer to only show trailers that are on your fleet i e ignore agency trailers Tick the On Our Fleet Only check box above the Trailer list to restrict the list Simply change any details then click the Save Changes button You can add new Trailer Types in the Setup screen see Adding and Deleting Trailer Types You can add new Status s in the Setup screen see Adding and Deleting Vehicle and Trailer Status s www Assist ITS Co UK Enquiries Assist ITS Co UK Page 17 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating and Editing Employees Creating a New Employee Click the Employee toolbar button on the main window and then select the Create New Employee menu item to show the Create a new employee window Employee Details Tab Simply fill in all the details for the new CENE i employee then click the Add Employee 92 button to add the new employee a oot a SAA s M paene ene ane imu Whe
42. ce of the selected logged scheduled i z 101232 102421 104911 107518 H services for that sag thre s ia vehicle by service aiii 20 20 20 20 and the total cost is isch 141 28 summed at the bottom of the grid E e ka The grid is read only you can only view todeltea Headight bui p the data that has Sick tthen cick Number Piate Bub f0 T been previously input in the Service Cost Break down section and the Complete Service section Mainten Ace can export this data into a CSV file if you would like to import it into your favourite CSV file or if you need to email it to someone www Assist ITS Co UK Enquiries Assist ITS Co UK Page 28 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To export the entire vehicles service history click the Export CSV button and then select the folder where you want to save the file and type the name that you would like to give the file in the File Name text box then click the Save button www Assist ITS Co UK Enquiries Assist ITS Co UK Page 29 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Viewing Vehicles Trailers Due for Service by date To view a list of all vehicle services now due in the next x days click the Services toolbar button in the Vehicles section of the
43. click the Employees Photo button to open the Employee Photo window NB in our example here this account has not subscribed to the employee photo upload feature You can add a photo to a employee s details in two ways Add photo from a file If you have already stored the photo of the employee in a file on your computer you can click the button and then select the file from its location Add a photo from the clipboard You can copy the image to the clipboard using a graphics program typically by selecting Edit Copy in your graphics program and then click on the button on the Create a New Employee screen in Mainten Ace You can copy the photo from Mainten Ace to the Windows Clipboard by clicking the RIGHT mouse button on the photo and then clicking the Copy Photo to Clipboard menu item from the popup menu that appears You can then use the Paste option in your graphics program or MS word or any program that handles graphics to grab the photo from the clipboard You can view the photo in a separate sizeable window by clicking the RIGHT mouse button on the photo and then clicking the View Photo In Separate Window menu item from the popup menu that appears The Photo originally maximizes itself to the width of the Employee Photo window If you want to see a larger version click on the photo image to open the Photo Viewer window This window can be resized You can view the photo at it s origin
44. ctor gt 1 for the service you want to delete then click the Delete button Uploading an Entities Service Certificate lf you have subscribed to the vehicle service certificate upload feature on your Mainten Ace account you will be able to click the Certificate button when completing a service details Upload service certificate Upload a service certificate file for AV3H 1CLE Current PDF file Uploaded 28 07 09 14 03 07 You will then see the frame shown to the right where you can click the Upload service certificate button and then browse to the digital file representation of the certificate Open this pdf file in external application To view a previously uploaded certificate E Page 27 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 click the Open this pdf file in external application button Mainten Ace will open the application on you PC that is capable of viewing that type of file and then show the file Providing A Service Cost Break down To begin entering the cost values of a vehicles service see the above section on completing a service then click the Add Service Items button to display the Service ltems section In the screen shot to the right you can see that this company has chosen to store a fairly comprehensive breakdown of their servicing Even though there Is a full breakdown these values are
45. d to access the every Mainten Ace screens The ToolBar consists of several icons and is a quicker way of displaying some screens The icon buttons on the left hand side of the toolbar relate to vehicles and the three icon buttons on the right hand side relate to trailers 5 0 ke ce m i amp E a ev S y A Entities Services VED Insurance Tachos Defects Trailers Services MOT Defects PETERA The main screen also displays the status of all your fleet at a glance Underneath some buttons on the main screen toolbar are a green and red numbers These numbers inform you of the corresponding button The green number shows the number Due in a specified number of days and the red number shows the number Overdue In an ideal world the red numbers should always be zero In the example here you can see that there is 1 vehicle service due in the next 14 days and 2 overdue 3 VED due in the next 14 days etc Mainten Ace Create Edit Maintenance Employees Accidents Administrator Menu Entities Services VED Insurance MOT Tachos Defects D se ri ces MIOT Defects Employee Accidents elise 0 127 poy fo ijj T 00 oo Training 00 Mileage 00 Hours 00 Calibrations 20 Checks 121 Useful Life 00 W Tutorial Mode Restrict to Group Yorkshire and Hum Restict to Depot m Sheffield The green numbers by default show the number due within 14 days However you can change the number of days from the Du
46. dsheet application and then paste your trailer details into the corresponding columns in the CSV file Be sure to save the file as a Arial 100 BU A1 v f TrailerNo oe oN oon baal bn Le a ce Edit View Insert Format Tools Data Window Help DRAA SRAY aa Di B A i A ore Das ae ee TrailerNo_tWarrantyD ChassisNc DateAcqui DOTID D E e ae z z W 44 100 2 A p Searity ARM w ne F S38 J a Manufactu MaxWeigh MinistryID MOTDate Agency CSV file when you save it If you save it as any other format this will cause errors and the trailers will not be imported To import the trailers from the CSV file open the Create Edit A Trailer Screen and click the Import Trailers button at the bottom left of the screen You will then be asked to locate the MATrailersimport CSV file that contains all your trailers If the file is in the default Mainten Ace folder you should be able to see it straight away otherwise you may need to browse to the correct folder Click the Open button to open the CSV file and import it s contents to Mainten Ace www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Page 16 of 56 lf all the trailer details to import are ok you will be informed that the import process was successful If there are any import errors with any of the trailers in the CSV file you will
47. e Open dialog appears simply browse your computer to find the file that contains a digital representation of the certificate Files can be in any format that your PC and other PCs that are using Mainten Ace can understand In our example here we have previously uploaded a certificate for manual Handling in PDF format Open this pdf file in external application Close To view a previously uploaded certificate click the Open this pdf file in external application Mainten Ace will open up the program that your computer uses to view that type of file and show the certificate lf you upload the file as an image Mainten Ace will display part of the image on the screen To open the full image click the Open this jpg file in external application Importing Employees From Your LRP Ss pee Mainten Ace now allows you to ati import Employees from your E Se Edt vew Insert Farmat Toos Data Window Hep Jo existing system D La v B z amp zy lt 4 oa 4 100 X ia x D A ity In the Mainten Ace folder on k Mo E a LES EN v amp DriverName your PC you will find three a Soe a ee De ae ee ae JF CSV fil as T 0 Imp ort DriverNamiDateOfBirt DateStarte Address1 Address2 Town City County PostCode Email Teleph employees into Mainten Ace you will need the MAEmployees Import CSV file Simply open this file using your favourite spreadsheet application and then
48. e on Depending on how you are grouping your company you can either assign an olicense to a Group or a depot If you do not have O licenses or there is no Ollicense for a particular group or depot just leave it blank To create or edit a company group or depot open the Company Setup screen by clicking the Administrator Menu and selecting Company Setup from the popup menu that appears From the Company Setup screen select Our Depots from the Setup Options list Creating a Company Group To create a company group inthe agama Create New Group section of m the screen type the O Licence an er eer Number in the O Licence No een pyle J can Bo SA fo a cory new OF om poral text box if the vehicles assigned nanges madeo edn reagera eect a to that depot or group are secondary base caled your company name S J Jj general settings Our pea claemenee assigned to an O license and Bases Group a then type the name you want to 10 Licence No refer to the Group within Mainten Gi Ace in the Location text box Click the Add This button to co create the group aoe Assist Deleting a Group To delete a group select it from the Existing Groups list and then click the Delete button NB you can not delete a group if any Depots exist on Mainten Ace for this group or if any entities are assigned to the O Lice
49. e screens For example to change the Vehicle VED due days click on the Vehicle MOT button and then change the Due in the next x Days text box Whatever this screen shows will be shown in the green number on the main screen Due In the next 14 Days The Status Bar at the bottom of the screen displays from left to right the user account currently logged in to Minatne Ace the Mainten Ace Account being used the number of Vehicles with no certificate on file and the number of pending defects for trailers T and Vehicles V User Administrator Account A Company No Certificate 35 Defects T 0 Yoo E Page 6 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Clicking on any of the values on the status bar will show you the corresponding vehicles or defect reports list Company Groups And Depots in Mainten Ace Within Mainten Ace it is mandatory to assign Vehicles and Employees to a group and depot This has many benefits and implications for multi depot company s Depots are created and assigned to a group Groups A group could be something like North East or Yorkshire or even a company if you have decided to operate all your companies from the one Mainten Ace account lf you do not want or need to segregate your depots into more than one group simply create one group with your company name To save you time and hassle if you only have one group Mainten Ace will automatically selec
50. e than one day at atime as special days To set more than one day to a special day just ee Se eel keep clicking days on the calendar AttendAce will display the Non ves Day CouPuLsoRY HoLDA Set Special Days popup every time we click another day If Setas Gre 1Dayntiev the next day we want to select is underneath the Set Special J ee Days popup you can either press Escape on your keyboard ssyssnmeclenarieasson or click the popup hider button at the top of the Set Special a A Days popup Set Non Work Days Once you have selected all the days you want to set as special days click one of the buttons on the Set Special Days popup to set them www Assist ITS Co UK Enquiries Assist ITS Co UK Page 45 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Compulsory Holidays vs Non Work Days Setting a day as a Non Work Day will prevent users from logging people on holiday on that day This is similar to setting a Holiday Restriction as zero employees allowed off for that one day except that a Non Work Day can not be overridden by any AttendAce user So if you do not want any employees to be allowed off for any reason on a specific day set it as s Non Work Day Setting a day as a Non Work Day COMPULSORY HOLIDAY will prevent users from logging people on holiday on that day and automatically take one holiday off of every employee in
51. en you can hover your mouse over the checkbox as in our example here Mainten Ace is telling us that the Administrator user set the FLT item as OK d because this employee is no longer a Forklift Truck operator The ReTest Due text will appear green if the training is due within the reminder period that you set in the Setup screen when creating In our example here this employee is due for a Manual Handling refresher course within the next 30 days because we set the reminder period to 30 days when creating this training type Uploading and viewing Employee Training Certificates E Page 21 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To upload or view a previously uploaded Taipeti for Aone Eee training certificate click the View upload certificates button UE a View upload certificates This will open the Training Certificates he bigger and screen displaying the list of available ask space e wa training types that can be logged on this account y Upload training certificates Upload a Manual Handling file for Anne Employee PDF file y s Uploaded 28 07 09 14 03 07 To Upload a certificate select the type of training you would like to upload a certificate for from the Training Qual Types list and then click the Upload SE Upload training certificates training Certificates button __ ves MenusiKensing ne orameemmee __ Then when th
52. en Ace Setup Mainten Ace Setup w These setting are used in the Create Edit Entitiy e screens when creating or editing a vehicle When Tis the cena O nle to EN I ki calibrations will be calculated by adding the number MaintenAce D eed lec of days in this screen to the date last checked Calibrated soconimy i Week Comm Day objects and Entities general settings R Tachos ow Entity Status Tacho Calibration due every 2190 jdays Holidays Tacho check due every 730 days Holiday Allowances Holiday Restrictions ass Employees 4 YE eo Training ae i e Status perk i Trailer Types Accidents i Insurer Details Assist isc www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Page 52 of 56 and then either type the number of days between tachographs checks and calibrations in the relevant text boxes or use the up down arrows Be sure to click the Apply Changes button to save your changes when you are done st I T Solutions Assi Adding Company Groups and Depots Mainten Ace allows you or rather forces you to group your company entities into logical groups to make them easier to handle and to allow you to restrict certain Mainten Ace users to only be able to see certain entities If your company has O licenses Mainten Ace allows you to specify the O License that a group of vehicles ar
53. ens and the Add Service buttons will also be disabled in the service screens when logged in using this user account Administrator Privilege Read Only _ lf you have more than one depot on one account in Mainten Ace the Restrict Filter checkbox feature allows you restrict this user so that they can only view and edit entities from one depot All Depot Selector pull downs on entity screens will be automatically set to the depot you set as the Restrict Filter on this screen and the pull downs will be disabled so the user can not choose a different depot If you do not select this option this user will be able to view all entities from all depots without any restriction To accept the new user click the Accept New User button not shown or click the Cancel New User button not shown to cancel You can see that the user logged on here does not have access to the Trailer MOT or Creat or Edit Employees but can view and print all reports for employees Mainten Ace Create Edit Maintenance Drivers Accidents Administrator Menu Help D S D 9E Vehides Services VED Insurance MOT Tachos Defects Trailers Services MOT Defects na 30 10 01 j 0 3 00 1 0 20 Print Driver Licenses Report Print Drivers Defying Insurance Print Driver Details Report Print Driver Contact Details Report www Assist ITS Co UK Page 12 of 56 Ms 5S tl S t Enquiries Assist ITS Co UK 1 T Solutions 44 0 1302 51
54. escription of the Trailer Type in the Sea Add Type text box and then click the Add This button The Trailer Type is then added to the system and you can now select it from the Trailer Type pull down box s You can create amend and delete trailer types from this screen Assist Deleting a Trailer Type The Trailer Type pull down box will contain a list of all Trailer Types that you have previously created in Mainten Ace To delete a Trailer Type select it from the pull down list and then click the Delete button NB you can not delete a Trailer Types if any Trailers are assigned to it Setting up your Insurers Details for automatic emailing of accidents Mainten Ace allows youtostoreup s s Css to 3 contact email addresses and can send an email to these E addresses when you log an d manane MaintenAce secondary Simply type the name of the insurer cl ai in the Insurer Name text box and the email address to send the email ee to in the insurer Email text box You can also use this facility to email someone in your company by Assist creating an entry for them if they require an email informing them of the accident Mainten Ace has the ability to automatically email 1 your insurers with all the detials of an accident including attached photos once logged on Mainten Ace You can create up to 3 email addresses here to email when you log an accident
55. et of all your employees current training status NB you must have Excel or an application capable of viewing Excel spreadsheets installed on the PC in order to generate and view the spreadsheet and you must be subscribed to the training module on your Mainten Ace account To generate the Training Matrix spreadsheet click the Employees toolbar button on the main screen and then click the Employee Training Matrix Excel menu item from the popup menu that appears In the file dialog that appears browse to the folder where you would like to generate the file and type the name that you would like to give the file NB Mainten Ace will open up the spreadsheet in Excel for you to view or manipulate To save a copy of the file use the Save As menu item from the File menu in Excel E Page 24 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Services Vehicles and trailers services can be scheduled and logged for all your fleet Both maintenance screens for Vehicles and Trailers are almost identical so we will only explore the Vehicle Services screen here To open the Entity Services screen click the Services Toolbar item in the Vehicles section of the toolbar and then click the Services menu item To open the Trailer Services screen click the Services Toolbar item in the Trailers section of the toolbar and then click the Services menu item
56. ging an Accident as completed 37 Enquiries Assist 178 Co UK Page 3 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Deleteing an Accident Printing a defect report The Integrated AttendAce Employee Holiday Scheduler Viewing Employees Unavailable For One Specific Day Logging Employees as Unavailable holiday sick off without pay Viewing and Printing Employee Unavailability Deleting a Previously Assigned Holiday Sick Day or Day Off Without Pay Showing One Employees Availability In The Calendar Setting up Holiday Restrictions Global Holiday Restriction Seasonal Holiday Restrictions Setting up Holiday Allowances Setting a Depots Year Start Date for Holidays Changing the Standard Calendar Colours Setting specific dates as AttendAce special days Compulsory Holidays vs Non Work Days Cancelling a special day Returning to the Default Calendar View After Setting Special Days Special Days in Default Mode Calendar Non Work Day Days Give 1 Day in Lieu Days How To Give an Employee a Day In Lieu Cancelling a Bank holiday from an employee Database tools Compacting and Repairing the Maintena Ace database Zipping up the database Configuring Mainten Ace Setting the Week Commencing Day Adding and Deleting Fitters and Service companies Add a Servicer Deleting and Amending Servicer Adding and Deleting Vehicle and Trailer Status s Add a Vehicle Trailer Sta
57. gram typically by selecting Edit Copy in your graphics program and then click on the e button on the Create a New Driver screen in Mainten Ace Scroll through existing photos for this accident using the arrow buttons You can copy the photo from Mainten Ace to the Windows Clipboard by clicking the RIGHT mouse button on the photo and then clicking the Copy Photo to Clipboard menu item from the popup menu that appears You can then use the Paste option in your graphics program or MS word or any program that handles graphics to grab the photo from the clipboard You can view the photo in a separate sizeable window by clicking the RIGHT mouse button on the photo and then clicking the View Photo In Separate Window menu item from the popup menu that appears The Photo originally maximizes itself to the width of the Driver Photo window If you want to see a larger version click on the photo image to open the Photo Viewer window This window can be resized You can view the photo at it s original dimensions by clicking it or maximize it to the whole window by clicking it again Delete a Photo Click on the Delete button to delete the currently shown photo Viewing Accidents Printing Accident Reports and Completing Accidents To open the Accidents screen click the Accidents button from the toolbar on the main screen then select the View Accident menu item www Assist ITS Co U
58. have completed all details or click the Cancel button to cancel Adding Photographs to an Accident Mainten Ace will allow you to attach photographs to an accident To add photos click the Photos button to display the Accident Photos screen In the example here we are currently viewing photo number 2 and there are 3 photos currently attached to this accident referenced ADW132 To show existing photos for the selected accident click onthe SELIG buttons You can attach a photograph to an accident in two ways either by attaching from a file or from the contents of the Windows Clipboard www Assist ITS Co UK Enquiries Assist ITS Co UK Page 34 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Add photo from a file If you have already stored the photo of the driver in a file on your computer you can click the button and then select the file from its location Accident Photos Accident Photos for Accident ADW132 You can add a photo to this accident by pasting a photo you previously copied to the clipboard or by J Attach this photo to emails Photo Delete Load a Photo selectiong a JPG or BMP image Clipboard Ticking the Attach this photo to emails checkbox makes the photo automatically attached to emails sent to insurers for this accident Add a photo from the clipboard You can copy the image to the clipboard using a graphics pro
59. ick the 07 i date e picker and select a different date from the calendar lf you move to a previous date that you have logged mileages for Mainten Ace will display the mileages against the vehicles in the Mileage column where you can overwrite them mileage to amend it To log a mileage simply scroll down the list using the scroll bar on the right and then type the current mileage in the Mileage text box column for that vehicle Keep inputting the mileages for that day for all vehicles you want to log mileages for and then click the Save button when you are done E Page 26 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Adding Services for entities serviced by hours used Mainten Ace allows you to schedule the service either relative or absolute i e either click the Due In option button if you know that the service is due in x miles relative to the mileage logged or click the Due At option button if you Know the absolute mileage at which Completing a service To complete a scheduled service select the vehicle from the Vehicle List and then select the service you want to complete from the services grid by clicking the service selector By The complete section will appears at the bottom of the window Click the complete check box Service Has Been Completed V type the actual date that the Ea E service was undertaken and
60. ilar to the screen here if you try and access the data or save when you can not reach the ner i t p mer server or you do not have an internet as connection The Mainten Ace Server is unavailable Please ensure that your XML server settings If in th r fcr in r itin are correct XML Setup in Administrator Menu ypu u p ocess Oo creat g o edit g a vehicle trailer or employee and you lose If you do not currenti hawe a connection to the internet you can Run in Off your Internet connection when you try to ine h gt o th messages l l appear bu j D x E ee N save the changes you will receive a Connection Failure message Don t worry Run In Off Line Mode acam E you can simply click on the Connect and try again button and connect to the internet and try again If you still have not established an internet connection you will receive a Connection Failure message every time you try to save until you have a connection If you can not manage to connect to the internet again you will lose the changes or the vehicle trailer or employee will be lost if you cancel out of the screen Off Line Mode lf want to access the information stored on your computer as of the last time you used it but you do not have an internet connection simply start Mainten Ace and when you are told you have no internet connection click the Run in Off Line Mode button You will now be able to access all the fleet d
61. is opens up the accident details frame and presents the details for the selected Accident To complete the Accident click the Complete check box and type the cost for rectifying the damage You can see a limited view of the rae ee oo accident here lf you want to see the full drivers Ons a Se details of the accident click the 3rd Party BETWEEN 12NOON SAT 6th AND 10 30am SUN 7th More gt gt button TR297T5 A TRANSRENT TRAILER WAS STOLEN Click the Save button to save the cape genera pap 3 ae C Compete coste 0 defect details or click Cancel to cancel Deleteing an Accident To delete the accident click the Delete button Printing a defect report After you have generated your list of accidents based on your criteria simply click in the print button _ amp Sto display the print preview of the report www Assist ITS Co UK Enquiries Assist ITS Co UK Page 37 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The Integrated AttendAce Employee Holiday Scheduler lf you subscribe to the AttendAce bolt on on your Mainten Ace account you will have access to the integrated AttendAce Employee Holiday Scheduler The holiday scheduler is also sold as a stand alone system but for your convenience can be purchased as an Add In for Mainten Ace Please contact Assist IT Solutions Ltd if you would like to unlock this feature The integrated AttendAce sy
62. l appear at the bottom of the window Adding Services for entities serviced by date Mainten Ace allows you to either create one single service schedule or a series of services for the whole year starting at the WC Date you type with intervals of x weeks where x is the number you typed in the week intervals text box To create one service only select the One Off option button and type the date you would like to create a service schedule for then click the Create Now Button To create a series of services select the For Year option button type the first date and the number of weeks between each scheduled service and click the Create P aren Or ARO en Now button One Of For Year 6_ Week intervals WC Date 4 _ Riemer Page 25 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Nb the date you type must be the same day as that you have chosen as the Service week commencing day in the Services section of Setup Adding Services for entities serviced by mileage e sec Mainten Ace allows you to schedule Sa mileage based services relative or scmaiesoate const or Lowen ss mieage 374842 absolute i e either click the Due In option button if you know that the service is due in x miles relative to the mileage logged or click the Due At option button if you Know the absolute mileage at which the next service is due Unlike services due by date you can not pre schedule Schade senice a m
63. land No 06087826 VAT Reg No 970 8935 75 Database tools Compacting and Repairing the Maintena Ace database Over time the Mainten Ace database becomes larger in size The database can be made smaller on the disk by selecting Compact and Repair Database from the Database Tools menu item within the Administrator Menu The database may become corrupt if you have a system failure or power cut for example you may need to run Compact and Repair Database from the Database Tools menu item within the Administrator Menu too NB You can only run a compact and repair when there are no other users logged into Mainten Ace If you are using the Transport Ace database for Mainten Ace no one should be logged into Transport Ace either NB If the database has become corrupt and as a result you can not run Mainten Ace there is a separate program called RepairMA exe in the Mainten Ace directory on all computers with Mainten Ace installed Simply locate and run this program by double clicking it to repair the database The default path for Mainten Ace is C Program Files MaintenAce Zipping up the database Mainten Ace includes a compression facility that compresses the database into a ZIP file This effectively makes the database take up about 1 10 of it s real size You may want to zip up the database for two reasons 1 If you are still backing up to floppy disks or a medium that has low storage
64. lers sersaisetnos are assigned this status by default You can change an entities status to ana any of the status s that you add to Mainten Ace in setup amesem ns You may want to add a Scrapped and i Sold status to the system so you can Assist change the status of a vehicle or trailer when it is Scrapped or sold Fuel Cost Fuel Price 3 63 p Gal Add a Vehicle Trailer Status To add a Status simply type the description of the Status in the Add Status text box and then click the Add This button The Status is then added to the system and you can now select it from the Status pull down box s Deleting a Status The Status pull down box will contain a list of all Status s that you have previously created in Mainten Ace To delete a Status select it from the pull down list and then click the Delete button NB you can not delete a Status if any vehicles or trailers are assigned to that status Adding and Deleting Employee Status s Select the Status ttem under the eR Employees section of the Setup Sip Options list in the Setup screen peels gaa When you installed Mainten Ace a This isthe centrai hub for most type will be shown when you the On n Our Fleet Current employee status was aap sree iver Status Create a New Driver Status s Type Add Status F On Fleet Create This Status Emend an Existing Driver Status auto
65. low you to restrict the maximum number of employees on holiday between specific dates of every year Employee Holiday Restrictions Restriction for depot Sheffield 7 Required manager authorisation to exceed allowance Global Restriction No more than employees on holiday at once Seasonal Restrictions No more than employees on holiday between Existing seasonal restrictions m From to _ 5 01 01 09 31 05 09 2 01 06 09 30 06 09 5 01 07 09 31 12 09 www Assist ITS Co UK Enquiries Assist ITS Co UK Page 42 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 be on holiday at certain times of year when business Is less busy and less employees on holiday at Christmas for example this can be done using the Seasonal Restrictions section We can see here in our example that this company has set up seasonal allowances so that no more than 5 employees can be on holiday between 1 January and 31st May and no more than 2 employees may be on holiday between 1 June and 30 June because this company have a very busy period in June so needs to ensure that it has as many employees available as possible lf you do not set a restriction for a date range in Mainten Ace when using Seasonal Restriction criteria Mainten Ace will assume that that no employees are allowed to be unavailable between that date range this is in effect the same as creating a restriction for the date range
66. ly click in the print button _ amp Ito display the print preview of the report Accidents Log An Accident Logging an Accident i Log An Accident To log an accident click the Accton eed pay Dette Wines petals Erai neue Accidents toolbar button and then vou cera D am select the Log and Accident n acci T menu item Taere o On the Log and Accident screen eps you must select the driver from the paw raccoon 1 _ Two Driver Name pull down box and other ema either a Vehicle Registration or a the emai Trailer Name or both from the ies respective pull downs Then fill in all the accident details Third Party Details Tab If the accident was the drivers fault leave the Driver toggle button selected if it was a 3 parties fault click the 3 Pary toggle Witness Details Tab Just fill in the self explanatory text boxes if there was a witness to the accident whos details were taken Email Insurers Tab Click the Hard copy Sent to insurer box if you have sent a hard paper copy to your insurance company If you have set up your insurers email information in the setup screen see Setting up your Insurers Details for automatic emailing of accidents you can click on one of the three buttons in the Insurer section to automatically send them an email containing the accident details Click the Add Accident button when you
67. matically This is the default papis ara status for any new employees you create but you can change the status to any of the status s that you add to Mainten Ace in setup Some customers have chosen to add a Potential Temp or Left status for employees Close Setup Assist Add an Employee Status To add an employee status simply type the description of the Status in the Add Status text box and then click the Add This button The Status is then added to the system and you can now select it from the Vehicle Status pull down box s in the Employee screens Deleting an Employee Status The Status pull down box will contain a list of all Status s that you have previously created in Mainten Ace www Assist ITS Co UK Enquiries Assist ITS Co UK Page 50 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To delete a Status select it from the pull down list and then click the Delete button NB you can not delete a Status if any vehicles or trailers are assigned to that status Adding and Deleting Trailer Types Mainten Ace allows you to identify what type of trailers you own e g flat bed etc You can add new trailer types in a setup from the Trailer Types tab Si Mainten Ace allows you to specify the type of trailer e g fridge flat double decker etc Adding a Trailer Type hub formost To add a Trailer Type simply type the ts d
68. ministrator Menu To access the Company Setup screen select Company Setup from the Administrator Menu Setting the Week Commencing Day The Setup window allows you to specify the day of the week commencing used in the services screens and the number of Wainenxesaie daj between le ee ip Tacho Calibrations i eek commencing day is used by the 1 keriangan group services into weeks Services Select the day from the pull down list Wantenace and either type the number of days for re tacho recals and checks or use the up down buttons to change the value then asycnanses click the Apply Changes buiton to Ba make the changes come into effect Close Setup Service Week Commencing Be sure to click the Apply Changes button once you have changed the WC day Assist Adding and Deleting Fitters and Service companies Select the Servicer Names from the Setup Options list from the Setup screen Mainten Ace Setup Add a Servicer ETE E To add a servicer simply type the Services e Mainten Ace allows you to indicate which internal This i the central Tactogroh sost AJL consanynecnancorexematsersengconeary NAME Of the fitter or the company hub for most ice Types has ATERSE pnw le int mc or x er oea Servicer Names ui a ne that services your vehicles in the ae i ea Create Servicer text box and eral settings Existing Servicer Names E a
69. n copy the photo from Mainten Ace to the Windows Clipboard by clicking the RIGHT mouse button on the photo and then clicking the Copy Photo to Clipboard menu item from the popup menu that appears You can then use the Paste option in your graphics program or MS word or any program that handles graphics to grab the photo from the clipboard You can view the photo in a separate sizeable window by clicking the RIGHT mouse button on the photo and then clicking the View Photo In Separate Window menu item from the popup menu that appears The Photo originally maximizes itself to the width of the Driver Photo window If you want to see a larger version click on the photo image to open the Photo Viewer window This window can be resized You can view the photo at it s original dimensions by clicking it or maximize it to the whole window by clicking it again Mainten Ace Mobile employee internet access setup If you are using the XML version of Mainten Ace and your account is Mainten Ace Mobile Internet Access enabled you will see the check boxes and password text box in the bottom from of the window as in this example In order to allow an employee to access any Mainten Ace Mobil features you must 1 Tick the features that you want the employee to have access to using Mainten Ace Mobile 2 Give the employee a password Passwords are not mandatory but strongly recommended 3 Subscribe to Mainten Ace Mobile on your Mainten Ace
70. n is otherwise identical to the Create a New Employee screen Make the changes to the employee details and then click the Save Changes button To delete an employee select them from the Employee name pull down box and click the Delete Employee button Assigning Drivers To Vehicles Mainten Ace allows you to a assign driver to a vehicle to make your work a little easier This makes life easier if you are using Transport Ace as the vehicle is automatically selected for you when you selected a vehicle from the main screen This also allows you to find contact information much quicker using Maintne Ace Say for example you need to contact the driver in vehicle XYZ you simply find the vehicle in the Edit A Vehicle screen click the View button and Mainten Ace will open the Edit A Driver screen showing the driver who Is currently assigned to vehicle XYZ where you can see the drivers mobile number Of course Mainten Ace also allows you to specify a mobile number for the Vehicle if you have fixed car phones in the vehicles but this is just one application for this feature You can assign a driver to a vehicle or vice versa by three methods All three methods end up with _ Aliccste drivers To Vehicles i you viewing this a A Allocate Drivers To aS Vehicles screen ia Vence sect This Depot On SETS M et h O d 1 3 O p e n th e Drivers it then i Drivers and 2 Drivers to Vehicles
71. n mileage using Mainten Ace Mobile 19 The Cards Notes and Photos Tab 20 Employees Photo 20 The AttendAce Holidays Tab 21 The Training Tab zil Uploading and viewing Employee Training Certificates 21 Importing Employees From Your Existing System 22 Editing an Employees Details 23 Assigning Drivers To Vehicles 23 Un allocating previously paired vehicles and drivers 24 Viewing Employee Training Qualifications Due for Renewal 24 Generating the Employee Training Matrix Excel spreadsheet 24 Services 25 Adding services 25 Adding Services for entities serviced by date 25 Adding Services for entities serviced by mileage 26 Logging Vehicle Mileages 26 Adding Services for entities serviced by hours used 27 Completing a service 27 Deleting a scheduled service aM Uploading an Entities Service Certificate 27 Providing A Service Cost Break down 28 Viewing Vehicles Trailers Due for Service by date 30 Viewing Entities Due for Service by mileage 30 Viewing Entities Due for Service by hours usage 30 Viewing VED Insurance and MOT due 31 Printing a Vehicle or Trailer service schedule 31 Defects and Service Items 31 Logging a Defect or Service Item 32 Viewing Defects Printing Defect Reports and Completing Defects 82 Viewing Defects 32 Printing a defect report 34 Accidents 34 Logging an Accident 34 Adding Photographs to an Accident 34 Delete a Photo 35 Viewing Accidents Printing Accident Reports and Completing Accidents 35 Viewing Accidents 36 Log
72. n you type in the employees date of birth m77 sose sesame 1 o the age of the employee is calculated and terms ae shown to the right of the Date of Birth text box mas The number of years the employee has held mamet m their license is calculated and shown to the contmedoxoy Situs z T right of the Obtained text box ee o MASSIST 51 moves createEmpoyee Close License Ins www Tab Click the License Ins www tab to view the mammen details regarding insurance driving licenses and Mainten Ace Mobile access for this Bed eist Leense 1e cate otoa ahotza ote employee Fill in the self explanatory text uaaane tea nme boxes aoc a a The Defies Insurance Criteria check box ihe pen should be ticked if this employee is exceeding rer re insane O oannamen any requirement for your insurance company aiee insurance ox for example if the driver is younger than 25 TIPR e Mamie helakioe and your insurance policy covers employees omes 0010S Samvera over 25 or if the driver has 9 points and your SSS e insurance policy will only insure employees with 6 points or less You can later view or print off a list of drivers who defy insurance criteria for your reference so you can contact your insurance company and clear it with them that it is ok to allow this driver to drive on y
73. nce Adding a Depot to a Group To add a depot you must first choose the Group that this Depot applies to from the Existing Groups list Simply type the description of the depot in the Location text box and then click the Add This button www Assist ITS Co UK Enquiries Assist ITS Co UK Page 53 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating and Deleting Entity Types Creating Entity Types Mainten Ace allows you to handle any type of entity that your company may need to schedule servicing for but before you Sela E Mainten Ace Setup employees and trailers you must first ETE aoe create an entity type within Mainten Services This section alows you to create entities specific to This is the central Mews Jy a entity vid so asa ate create at least ciate Ace to assign the entity to saksaa A TE type before you can begin creating entities MaintenAce Service Items Create a New Entity Type 4 nem Week Comm Day paiet Entities Type Of Entity In our example here we have already seasea created two types of entity that our wee B company needs to service i e HGV eee aa and Generator oan If this company also owns Forklift raters ere Seay Trucks that it wants to manage using Accidents Delete An Bastina Entity Type Mainten Ace it will first need to create Assist Binal Forklift trucks as an Enti
74. nu and selecting the Company Setup menu item from the popup that appears In the Setup screen click the Training Item in the Employees section of the Setup Options list to view the Employee Training and Qualifications settings page www Assist ITS Co UK Enquiries Assist ITS Co UK Page 55 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating a New Training Type Type the name of the training or qualification in the New Type Name text box then type the number of days until the re test for S Mainten Ace Setup Here you can create training types that your employees can attain and you need to keep track of this type of training in the Re Test maamaa o i Sea Y In days text box send PES OTSA Mainten Ace will warn you in eee advance when the training is due for Ee Re Testn days renewal Type the number of days oti you would like to be pre warned in e the Remind days before due text box Deleting a Training Type To delete a training type in the same screen you used to create the training type select the existing type from the list at the bottom of the screen and click the Delete button Amending a Training Type To delete a training type in the same screen you used to Beara ra gaa aad create the training type select the existing type from the list at the bottom of the screen then overwrite the current
75. optional Simply type the cost of the service item and the warranty period for the service item in the relevant text boxes and then click the SE Save Service Item Values button to save these values against the service Sernice tem Type Cost Warranty Days Air Filter lo os NB If you provided a default warranty days Brion iane value when you created the service item Hass AAA category in the Setup screen this value will aan automatically be placed in the warranty text eto box for you against the service item type Engine Oil os o a when you enter a cost value This saves a lot eae _ __ e of time entering warranty periods lf a service item has no warranty or you do not want to store the value simply leave the value of the warranty text box at zero If you include the warranty day values when you input your service costs the next time you input a service item for that category Mainten Ace will automatically look back in its records for that vehicle and will display a message if you are adding a service item that is still under warranty Viewing The Full Service Report Mainten Ace allows you to view the entire history of a vehicles service cost by clicking the Full Report Vehicle Services x button from the T Service details for X 8 MTL Current Vehicle Service gt t Service tems screen CORE E X 8 MTL Current From here you can the Vehicles ist E aane Ged fac Sees see the entire history a
76. orresponding driver in the Edit An Employee screen You can also change the currently assigned driver by clicking the Change button to the right of the Assigned Driver text box N B you can not change the driver directly on the Edit A Vehicle screen Please see Changing Driver and Vehicle Assignments to see how to use the Assign Drivers To Vehicles screen Vehicles in list 44 Assigned Driver Change View Assist Save Changes Delete This Vehicle Cancel Once you have made changes to a vehicles details simply click the Save Changes button You can add new O Licences and O Licence depots in the Setup screen see Adding And Deleting O Licences E Page 15 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating a new Trailer To create a new Trailer click the Trailer tooloar button on the main window and then select the Create Trailer menu item Simply type all the trailer information for the trailer in the text boxes provided then click the Create Trailer button Setting the Trailer Type is important if you use Transport Ace Transport Ace can be told to only allow trailers of a certain type to be assigned to a specific delivery This is where Transport Ace will look if a trailer type is specified You can add new Trailer Types in the Setup screen see Adding and Deleting Trailer
77. ot Ony Sheffield gt x J ate for the Report T Services toolbar button on the main window and then Pacem 3 P aen C 7 Weeks Report select the Print Trailer Service Schedule menu item pict aged ie wi aae I Mainten Ace has the ability to print a schedule of all es vehicles or services due to be services on a specified date The Vehicle and Trailer Service Schedule screens are identical except for the Entity screen allows you to specify the Simply type the week commencing date that you would like to view the report for and click the Print button The week commencing date that you type must be the day that you have chosen as the Service week commencing day within the Setup screen There are two options 1 Week and 7 Weeks that either print a single weeks service schedule or 7 weeks on one page respectively Defects and Service Items Mainten Ace allows you to log defects that your drivers have reported to you and then produce reports to discover recurring defects www Assist ITS Co UK Enquiries Assist ITS Co UK Page 31 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Logging a Defect or Service Item The defect screens for Vehicles and Trailers are almost identical except that defects for Vehicles also take into account the mileage for the vehicle at the Log Vehicle Defect time of the defect As such we will
78. our fleet insurance Once you have cleared the driver with the insurance company you should then click the Insurance OK check box on this screen in the Licenses and Insurance section This will prevent the driver from appearing on the Drivers Defying Insurance Criteria report Employee Driving License Images Mainten Ace allows you to store an image of a drivers driving license for your records You must first obtain a digital copy of the drivers license using a scanner or digital camera To add a Drivers License Image to the drivers details click the Drivers License Image button to open the Driving License Image screen NB in our example here this Mainten Ace account has not subscribed to the Drivers License Upload Feature You can add an image of a drivers license to a driver s details from the Driving License Image screen in two ways st www Assist ITS Co UK Pa ge 18 of 56 Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Add from a file If you have already stored the photo of the driver in a file on your computer you can click the button and then select the file from its location Add from the clipboard You can copy the image to the clipboard using a graphics program typically by selecting Edit Copy in your graphics program and then click on the button on the Create a New Driver screen in Mainten Ace You ca
79. paste your employee details into the corresponding columns in the CSV file Be sure to save the file as a CSV file when you save it If you save it as any other format this will cause errors and the employees will not be imported To import the employees from the CSV file open the Create Edit A Employee Screen and click the Import Employees button at the bottom left of the screen You will then be asked to locate the MAEmployeesImport CSV file that contains all your employees If the file is in the default Mainten Ace folder you should be able to see it Straight away otherwise you may need to browse to the correct folder Click the Open button to open the CSV file and import it s contents to Mainten Ace lf all the employee details to import are ok you will be informed that the import process was successful If there are any import errors with any of the employees in the CSV file you will be informed of the employee that is causing the error and no employees will be imported SOON AMO wh www Assist ITS Co UK Enquiries Assist ITS Co UK Page 22 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Editing an Employees Details Click the Employee toolbar button on the main window and then select the Edit an Employee menu item to open the Edit an Employee screen To edit an employee first select them from the Employee Name pull down box The edit employee scree
80. r_ representation of what each day on type currently looks like on the o calendar on this screen panes kaime chengen To Colour Settiaga Simply click the button representing what you would like to change and then select the colour from the colour picker that AttendAce will display and click OK to accept the new colour e This screen allows you to change the colours that are displayed for bank holiday compulsory holidays and non work days Holiday Restrictions Future Change Non work day colour The colour picker may look differently depending on which Windows operating system you are using The next time you refresh the calendar your new colours will be applied k Cee nist f f Tau TL 0 Sat 0 fin ColoriSolid Lum 0 Blue 0 Add to niatenstne Setting specific dates as AttendAce special days AttendAce allows you set individual days on the calendar as special days Color esm Basic colors E Ge eee ie mi FG EEE EER ee ERE EEE ee EE EE Eee fe oe imi Im www Assist ITS Co UK Enquiries Assist ITS Co UK Page 44 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To begin setting up special days select Setup AttendAce Special Days from the AttendAce menu in Mainten Ace This puts AttendAce into Bank Holiday Non Work Day Mode We can tell
81. s to set up any employee order to create entities in Mainten Ace 7 initialisation training automaticaly To setup Employee Training Types from the you have Wizard screen simply click the Setup Now TOH button Once you have created at least one criteria for fly o each prerequisite Mainten Ace will no longer show the Wizard on startup Do Not Show This Screen Again Close Screen Once you have created at least on prerequisite item for each compulsory prerequisite you will then need to find the correct section in the Setup Screen in order to create edit or delete the relevant items Mainten Ace User Accounts Mainten Ace is an advanced multi user system that allows many users to access its data simultaneously Users must log into Mainten Ace using a user account with a unique username and password User accounts have privileges assigned to them that allow a user to access Mainten Ace s Only use Mainten Ace when you are logged in on your user Account Creating users and changing privileges Mainten Ace uses User Accounts to restrict certain users from using certain features Select Users and Passwords from the Administrator Menu to view the Users screen where you can Add delete and edit user accounts www Assist ITS Co UK Enquiries Assist ITS Co UK Page 11 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75
82. screen and display all the vehicles or employees not assigned to a depot Because Mainten Ace will only vehicles or employees once a group or depot filter has been selected this is the only way to view vehicles or employees that have not been assigned to a depot Checking Your Mainten Ace Connection Status Mainten Ace operates over the internet on any PC or Laptop with an internet connection with no need for slow overly complex VPN connections The bottom Left of the Mainten Ace main screen displays your current connection status to the Mainten Ace central server Here is how you want this display to look at all times However there are two points of failure for your connection to the central server These are you have no internet connection or you can not reach the server The connection status display shown here is telling us that we do not currently have access to the internet In order to access the Mainten Ace server to receive and save data you must re establish your connection to the internet www Assist ITS Co UK Pa ge 8 of 56 Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The display here is showing us that we are successfully connected to the internet but we can not currently reach the server This may occur when you first install Mainten Ace if the server settings are not correct Connection failure ed You will receive a message sim
83. ser account that is already logged in Mainten Ace will inform you that the specified user is already logged in and will allow you to attempt to log out that user account You will Not be able to log the user out if someone is still actually using the account on another computer This feature is available in the event that Mainten Ace wrongly thinks that a user is still logged in if for example Mainten Ace previously terminated prematurely as a result of a system crash or power cut and Mainten Ace did have the opportunity to log the user out Logging in as a Different User You should always lock your Mainten Ace when you are not at the computer to prevent others from using Mainten Ace using your user account You can lock Mainten Ace by simply pressing Ctrl and L on the keyboard simultaneously or selecting Log On As New User from the Mainten Ace menu This displays the logon window that you see when you first log in to Mainten Ace If someone clicks the Cancel button on this window Mainten Ace will shutdown lf you want to use Mainten Ace on a computer and someone is already logged in you can press Ctrl And L on the keyboard simultaneously or select the Log On As A New User menu item in the Mainten Ace menu rather than shutting down Mainten Ace and restarting it You will be presented with the login window that you see when you first log into Mainten Ace where you simply log in as a new user by selecting the username from the pull do
84. st the top of the screen E Page 14 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 If you are creating a Plant Machinery class entity you have now input all data required to fully create the entity However if you are creating a Vehicle there is a final stage of inputting its maintenance details from the additional Vehicle Maintenance Details tab Click the Vehicle Maintenance Details and then input the MOT Due Tax Due Insur Due Last Calibrated and Last Checked dates that you provide on this screen in the Maintenance tab section will be used by the reporting screens for that item For example MOT Due will be used in the Vehicles With MOT Due screen The Certificate On File checkbox should be ticked to show that you hold the certificate for the tachograph NB Mainten Ace will automatically remove the Certificate On File checkbox when the tachograph check calibration becomes overdue NB If you are also using Transport Ace the vehicle will also be available in Transport Ace However you can not view or edit the servicing information in Transport Ace for any vehicles so the MOT Tax Insurance and Tachograph details can not be seen within Transport Ace When creating an entity very limited information is mandatory in fact only the entitys name is compulsory so if you quickly need to
85. stem can be run by selecting Start AttendAce from the AttendAce menu The holidays scheduler screen shows at a glance the entire year overview of the availability of your employees The screen layout shows every day of every month for the currently selected year and depot You can see here that this company s year starts on the 22 of May This can be set in the Setup screen by and administrator user We are currently viewing Adwick depots employee availability for 2008 may 22 to May 21 2009 If you have multiple depots you can view the availability for other depots by selecting a different depot from the Depot pull down at the top right of the scheduler screen and click the Show Now button The Depot pull down in our example is disabled because the user account has been resiricted to only be able to view the Adwick depot To show a different years availability select the year from the Year pull down and click the Show Now button Attendance Ace for Assist I T Solutions Attendance Ace Employees Administrator Menu Help AttendAcce Depot Group i bd Depot Year Pay 2008 ow No 0 8 mA 6 6 oe ave 0 June ee Bae LLL ttf l y coaeue i p aA MAANA aide EEEE EE e a ee o a I hel ff ET a BRR D4 9 O M a i ae mmn 4 W 4 0 4 w4 w4 D4 D4 D 0 4 0 4 0 4 0 4 0 4 0 0 4 0 4 0 4 0 4 Di4 0 4 0 4 0 4 0 4 0 4 Novem
86. t that group for you on any screen that requests a group selection Depots Depots are assigned to groups so for example you may have created a group for Yorkshire and you may have a Leeds and Sheffield depot that are within that group Vehicles and Employees are assigned to a depot to allow you to logically group your vehicles into groups that reflect real life and Globally Restricting Mainten Ace to one Group or Depot lf your user account entitles you to view more than one group or depot see Restricted User Accounts below Mainten Ace allows you to globally specify the group or depot you would currently like to work on To globally select the current Group or Depot select a group or depot from the Restrict to Base and Restrict to Depot feature on the main screen Restrict to Group V Yorkshire and Hum gt Restict to Depot I To select a global group selection click the Restrict to Group check box on the main screen to enable the pull down and then select the group from the pull down If you un tick the checkbox the pull down box will be cleared of your current selection and be disabled In order to globally select a depot you must first select the group in which that depot is assigned and then click the Restrict to Depot checkbox and select the depot from the pull down The pull down will only show depots that are assigned to the group you have selected in the Restrict to Group pull down In our example
87. the A Semiono Company m i i Invoice ID Cert Module not Active Cancel milage of the vehicle Select the Le ae fitter or organisations that serviced the vehicle from the Serviced By pull down list box lf any defects were rectified during the service without a Defect being raised you can type the details in the Defects Repaired text box If you need to tie up a service to an Invoice type the invoice number in the Invoice ID box Mainten Ace now allows you to store a full break down of each service cost to the complexity that you determine If you do not need to break down the service cost at all you can simply type the cost of the service in the Cost text box here If you do want to have a broken down service cost you must first create the service item categories in the setup screen see Creating Service Item Categories If the fitter or service company is not already in the list you can add new fitters and service companies in Setup see Adding and Deleting Fitters and Service companies When completing a service scheduled by mileage the scheduled mileage is also shown When completing a service scheduled by hours used the scheduled hours and actual hours is shown You can add notes to the service by clicking the Show Notes button to display the notes text box Click the Hide Notes button to return to the original view Deleting a scheduled service To Delete a service click the service sele
88. the vehicle you want to log a defect for from the Vehicle pull down and then click the Add Defect button You must type the Date Logged Defect No and Defect Description At this point the Date Rectified and Rectified By fields are optional You can choose an existing fitter or service company from the Rectified By pull down If the fitter or service company is not already in the list click the button to the right of the pull down and type in the name of the fitter in the Inout Box that appears The name will then appear in the list for you to choose To delete an existing fitter or Servicing company simply click on the x button NB you can only delete a fitter or servicing company if it has not yet been assigned to a Service or Defect Viewing Defects Printing Defect Reports and Completing Defects To open the Vehicle Defects screen click the Defects button from the toolbar on the main screen then select the View Vehicle Defects menu item Viewing Defects To view a list of defects matching your criteria simply make your selections and click the Find Now Button The Show criteria To show defects for all vehicles leave the All option button selected To show defects for only one vehicle select the Selected Vehicle Only button and then click on the arrow selector gt 1 from the Vehicles list www Assist ITS Co UK Enquiries Assist
89. trial Generator Once all three steps have been completed click the Create This Entity Type Now button and the Entity Type is then created and we can now create entities of this new type In our example here we have just created a new entity type called industrial fan that by default when we create an entity and assign it to a type of Industrial Fan it will be assigned a service schedule of By Hours Used and will not have the Vehicle Maintenance Tab visible when we edit it because we have assigned this entity type to Plant Machinery Deleting Entity Types From the same screen as we use to create Entity Types simply select an existing Type from the Delete An Existing Entity Type list and then click the lt lt Delete Existing Entity Type button Delete An Existing Entity Type HGY Generator lt lt Delete Existing Entity Type NB you can only delete entity types if you do not have any entities assigned to this type Creating and Deleting Training Types lf you have subscribed to the Training Module on your Mainten Ace account Mainten Ace allows you to Log training and identify when training id due for renewal Mainten Ace allows you to add the types of training or qualifications that your employees will attain and set individual warning periods for each type of training To create or edit a training type open the Setup screen by clicking the Administrator Me
90. tus Deleting a Status Adding and Deleting Employee Status s Add an Employee Status Deleting an Employee Status Adding and Deleting Trailer Types Adding a Trailer Type Deleting a Trailer Type Setting up your Insurers Details for automatic emailing of accidents Creating Service Item Categories Renaming a Service Item Category Deleting a Service Item Category www Assist ITS Co UK Enquiries Assist ITS Co UK Page 4 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Setting the Tachograph Calibration and Check periods Adding Company Groups and Depots Creating a Company Group Deleting a Group Adding a Depot to a Group Creating and Deleting Entity Types Creating Entity Types Deleting Entity Types Creating and Deleting Training Types Creating a New Training Type Deleting a Training Type Amending a Training Type www Assist ITS Co UK Enquiries Assist ITS Co UK Page 5 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Mainten Ace Firstly thank you for using Assist IT Solutions software We hope you enjoy many years of effortless use of our software Please use the find feature in your software to quickly find what you need in this manual The Mainten Ace Main Screen The main Mainten Ace main screen consists of the Menu System and ToolBar at the top of the screen and the StatusBar at the bottom of the screen The Menu is use
91. ty Type Creating an entity type is done in three simple steps 1 Select the type i e Vehicle or Plant and Machinery NB if you create an entity type and set it to a type of Vehicle an additional tab for Vehicle Maintenance Details will be visible in the Edit an Entity screen and you will also be able to provide a Ministry ID and check the Uses External Trailer option Create a New Entity Type Type Of Entity Vehicle Plant Machinery Create Type Step 1 of 3 2 Select the type of default servicing schedule we want to use for the entity NB when we create an entity and assign it to the entity type we are creating here it will automatically be assigned the default service schedule we select here This is only a default and can be changed for individual entities but is here as a time saving feature when creating entities Default Service Type Di Service By Date e g HG amp Trailer i Service By Mileage travelled e g company cars Service by Hours usage e g machinery Create Type Step 2 of 3 3 Input a name that you want to identify with this new type of entity and select an icon type from the list of available icons www Assist ITS Co UK Enquiries Assist ITS Co UK Page 54 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Entity Type Name Industrial Fan Select and icon for this type Icon Type STA Diesel Generator RERA indus
92. ultiple services when scheduling by mileage Instead i EEEN EEE EA Mainten Ace automatically prompts you to create a new l service for an entity once you complete a service On the main screen Mainten Ace will warn you when a mileage based service is imminent based on the most recent mileage logged Logging Vehicle Mileages There are two ways to log a mileage for a vehicle in Mainten Ace and also you employees can log their own mileage using Mainten Ace Mobile if you have subscribed to it on your Mainten Ace account To open to Log Vehicle Mileages screen click the Entity toolbar button on the main screen and then select the Log Vehicle Mileages menu item from the popup menu that appears You can also servicing screen click the Log a Mileage button This screen will show a list of all vehicles that 12V miesas are serviced by mileage only In our example irc we are showing all vehicles serviced by i eee mileage in the Sheffield depot of the A ana tne Vehicle Registration Mileage Yorkshire group We only have one vehicle in esse oe this depot in our example eal spelen In our example we are about to input a mileages logged on 29 07 09 see the date ae picker at the top right of the screen To a catete me change the date you want to log for either beh click the lt and gt buttons to move back or Smstoorne maon ony ee X forward one day or cl
93. under warranty Entity types Servicing Items i Entity Status Existing Servicing Items gar EE ooa Holiday Allowances a aa Dobie i Holiday Restrictions Edit Name sundries Employees Training Default Warranty Days 0 i Statu Create New Servicing item Close Setup Trailers gt i Trailer Types Add Item Name pae Stara tec te i Insurer Details Add This H Misc Assist as Sc You will obviously need to do some preparation in advance to determine what type of costing break down you will need The chance are you already do this on a paper or spreadsheet system and you will just need to replicate your existing system here You add the service item categories in the Service Item tab of the Setup screen To add new service item categories simply type the name of the new category in the Add An Item text box and click the Add This button Renaming a Service Item Category To rename and existing item category select it from the Item Name pull down retype the name of the category in the Edit Name text box and click the Update button Deleting a Service Item Category To Delete a Service Item Category select it from the Item Name pull down and click the Delete button Setting the Tachograph Calibration and Check periods In the Setup screen click the Tachograph Sched Item in the Setup Options list S ee Maint
94. utton Viewing Employee Training Qualifications Due for Renewal To view a list of employee training qualifications due for renewal you can either click the Employees toolbar on the main screen and then select the Employee Training Due menu feas a item or you can simply click the red and green numbers representing the number of employee training due for renewal on the main screen Employee Once the Employee Training Due es no s screen is open we are shown all D Em Training Due training due for the selected group Tanna aa are Employee Name ee ReTest Oa Expres Date Remind Da or depot ms i We can reduce the list further by wae selecting a training type from the You can change This Type Of Training pull down if winnssieen we are only concerned with a by cicing on the certain type of training due a lt lt lt BT MOTs overdue This Group Only Yorkshire v set the due days ee cares In our example here we are eae s ZIX looking at all Manual Handling MASSIST O Z Z Z O Z OO OSOS O O training due in the next 30 days this is specified by that type of training and can be seen in the Remind Days column in the grid We can see that there is just one employee due for retraining of Manual Handling in the next 30 days Generating the Employee Training Matrix Excel spreadsheet Mainten Ace allows you to produce a fully formatted Excel spreadshe
95. wances for then type the start and finish years service and the entitlement for that length of service into the text boxes in the Create New Allowances section and click the Add button To delete a previously assigned allowance select if from the list and click the Delete Selected Allowance button Setting a Depots Year Start Date for Holidays The Setup screen also allows you to set the start date for the holidays in the holidays scheduler for each depot Still in the Holiday Restrictions tab See previous section after selecting the depot from the Depot pull down simply type the day number and month number in the Start Of Year text box in format DD MM Remember to click the Save Start Of Year button once you have set the new start date Changing the Standard Calendar Colours Select the Calendar Colours item in the Setup Options list in the AttendAce Setup screen to view the Holiday Allowances settings AttendAce allows you a certain AttendAce Stup degree of flexibility with the background and text colour coding O i for your calendar From this screen you can alter the background colour and text of A Change Saturday Sunday Background Historical Saturdays and Sundays cee sana Saes _ Future Saturday and Sundays and aaa the background colour of Bank eu Holiday days and Non Work Days Special Days Attend Ace shows you a change Bank Hoda edd Liew ay Cobu
96. we are in this mode because no employee unavailability is shown on the calendar and the Bank Holiday Non Work Day banner is shown at the bottom of the AttenAce screen showing the legend for the colouring system in this mode Bank Holiday Non Work days Ej We can see here that Bank Holiday days that can allow us to give employees 1 day in Lieu will be displayed as blue non work days dark grey and compulsory holidays dark grey with a amp icon Depot Sheffield O AttendAce Depot GrouP lla Year Ty 2009 x Show Now 09 January 09 January 1 February June July August P An September al H a A j RRR un RRR February N e alala ie B oe December December th l 28 ae e ee pm 10 January 40 January cose Bank Holiday Non Work days Etsy ME cmar Bbw In our example here we have set 1 Jan 10 and 13 April 4 and 25 may 31 August and 28 December as bank holidays To set a date as a special date in Bank Holiday Non Work Day mode click the day that you would like to set as a special day In our example here we have clicked the 10 April and now AttendAce is asking us what type of special day we would like to set this day to AttendAce will let us set mor
97. wn type the password then click the Ok button E Page 13 of 56 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating And Editing Entities and Trailers Creating a new Entity To begin creating a new entity click the Entities toolbar button on the main window Mainten Ace Create Edit Maintenance Emy and then select the Create Entity menu item j GfE Entities Services VED Insurance MO Mainten Ace allows you to create entities such as vehicles __ Plant machinery and any other entity type that you want to lt look after and schedule maintenance for Create Entity Edit Entity Find An Entity By default there are no entity types set up in Mainten Ace You must create the types of entity that your company will be servicing in the setup screen Log Vehicle Mileages Print Vehicle Fleet Report To create a an entity you must first select the class of entity e g vehicle by clicking the relevant option button Mainten Ace will then display all the Entity Types that you have created for this account for this class in a list box that will appear to the right of the class option button you clicked Click the entity type in the list box for the entity you would like to create and Mainten Ace will display the icon picture for that type of entity CaaS Entities can be scheduled for maintenance in a one of three ways E pee 1
98. y and select the Holiday Restrictions tab Holiday restrictions are set for each depot as different depots may have different restriction Select a depot from the Restriction for depot pull down to amend the restrictions for that depot The first option for the restriction is to Require manager authorization to exceed allowance If you tick the check box for this depot administrator users will be able to override holiday restrictions i e assign holidays to employees even if the maximum allowance has been met for that day however standard users will be prompted for authorization from an administrator user An administrator user can then authorize day off by choosing their User Name and typing their password into the Password text box to authorize for the selected date and click the Authorise button Mainten Ace allows two categories of holiday to be set these are Global restrictions and Seasonal restrictions Sanh fae Setup Options A Global esticton apples to every en A day of every year for eternity This type of restriction can be used with companys that have a simplistic holiday system whereby for example no more than 5 employees are allowed to be unavailable at any one time in the year Seasonal restrictions allow more flexibility with the restrictions you set so if you allow more employees to Assist 1 Global holiday restrictions apply to every day of the year Seasonal restrictions al
99. y set as a Give 1 Day in Lieu will allow you to assign people as on holiday as usual but it will also display a green plus in the top right of the day Clicking this plus will open up the Give a lieu day popup Give a lieu day to an employee for This popup show a list of all employees on the left seattle cee hand side and a list of all employees that have These employees have earnt a lieu day for 13 04 09 Barry Johnson previously been assigned a lieu day on that day ee job aware From this popup you can give an employee a lieu day _ sransomeson by selecting them from the Employees list and then cn iy click the Give lieu to this employee button a George Marsden Herbert Vincent Give lieu day to this employee Cancelling a Bank holiday from an employee From this popup you can cancel a previously assigned day in lieu from an employee by selecting them from the list on the right hand side and then click the Delete selected Employees Lieu Day button NB you can also cancel an employees lieu day via the Employee Availability popup by clicking the View Change Print Employee Availability button at the bottom left of the calendar when in default calendar mode select the employee then click the lieu day in the Lieu Days Earned list and click the Delete Selected button www Assist ITS Co UK Enquiries Assist ITS Co UK Page 47 of 56 44 0 1302 515 065 Registered In Eng

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