Manage multiple diaries on iOS and Android

Paul Hewson

This week the iOS Commusoft app had a huge upgrade (learn all about it here). As part of that update, you can now view multiple engineer diaries from the iPhone app. If you weren't aware, this is a feature that has been available on iPads, as well as Android phones and tablets for a while. 

This is a really useful addition for those of who you who manage their team from the road. You now have more flexibility to see how your engineers are doing and edit and add jobs on the go, without having to ask the office to do so.

Learn more about this feature and how to set this up on both iOS and Android devices below.

Who can view and manage multiple diaries?

As this feature allows you to view and make edits to other engineers' diaries from your phone, you will need to be set as a Senior Engineer role level or higher to use it. If you are not this role level, but wish to use this feature, you will need to ask an Owner/Manager to change this as appropriate.

What diary functions are available?

When viewing another user's diary, you are able to view, edit, delete and add jobs for that user. You are also able to add a job for another user, without having to first change to their diary. Bear in mind that as it is on the web version of Commusoft, if an accepted or travelling job is edited, the job's status will be reset. Note, that you can not edit or delete a job if the engineer has arrived at the property.

iOS and Android user list

It is not possible to change the status of another engineer's diary event e.g. accept, travel, arrive, or leave a job.

You are otherwise able to interact with an event as if it was in your own diary. This includes managing parts, attaching files, notes, reminders, invoices and more. As they say, with great power comes great responsibility, so make sure your fellow engineers are not caught off guard with any changes you're making to their diaries or events.

iOS setup

To start using this feature on iPhones and iPads, you will need to delete the Commusoft app and do a fresh install. This is because multiple diaries can only be turned on during the login stage. Go to the App Store from your iOS device and search for Commusoft to download the app.

Keep reading for instructions or watch the video guide below.

 

Open the newly downloaded app - you will see our redesigned login screen. Login as usual with your Commusoft ID, username and password. You will then see a prompt requesting permission to enable multiple diaries. This is a required step in setting up this feature - make sure you click 'OK'. Now finish logging into the app as usual.

Upon logging in, you will see your own diary as usual. However, you should now see 'Select user' in the side menu (between 'Map View' and 'Search'). This will display a list of other users, whose diaries you can view. You can search for a user with the search bar at the top, as well as re-order the list by dragging on the left side of a user's name.

Choose which user's diary you would like to view, before clicking 'Done'. That's it - now you will see that user's diary, instead of your own. You can go back at any time by repeating this process. If you're ever unsure of whose diary you are viewing, simply check the name just below the date.

You can also add jobs for other users, without first changing over to their diary. From your own diary, simply tap the plus icon to add a job - you should then see a dropdown menu called 'User'. This menu lets you select from any of your company's Commusoft users to assign the job to. If you need to manage your employee's diaries from the road, this change should make your day a lot easier, allowing you to assign jobs on the go.

See more on iPad

As before, the iPad app offers the ability to see all of your engineer's on one diary, making it a great tool for owners and managers. The latest iOS update improves this experience by adding user profile images next to diary events, making it really easy to see whose jobs are whose.

iPad diary

Another new addition - the diary map view, is also enhanced by iPad, letting you see all of your engineer's jobs on the map at one time.

Please be aware, the way that you select which users to display on the iPad diary has changed slightly. Instead of the multiple users icon in the top of the calendar, this is now done by tapping 'Select users' in the side menu. Then simply tick and un-tick the users who you wish to view, before tapping 'Done'.

Android setup

If the app is installed and you’re already logged in, you should see an icon in the top right of two users. If this is the first time you've pressed this button, you’ll be asked if you would like to access multiple users’ diaries and will be required to sign in again to proceed.

If you’re installing the app for the first time, you’ll see a prompt after you login, asking whether you would like to be able to access multiple users’ diaries. Select yes.

Once you've set up the permission, when you tap the multiple users icon (in the top right of the diary), you should be presented with a list of your fellow Commusoft users. You can then choose whose diary you'd like to view, as well as add and edit jobs for other users.

Check out the video below to see what that looks like.

 

 

On Android phones you are only able to view one diary at a time, so you will need to change between your diary and other users' diaries as needed. However, if you're accessing the Commusoft app via an Android tablet, you can view all of your engineers' events on the diary at once. Simply tap 'Users' in the top right and tick or un-tick the engineers whose diaries you would like to see.

That's it for covering multiple diaries on iOS and Android! We hope this feature makes your day-to-day managing of engineers a little easier and much more efficient.


We're really proud to announce that we've been listed as one of Software Advice's FrontRunners, meaning Commusoft is in the top products for the field service industry.

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