Use ONYX1 on your iPhone

The ONYX1 iPhone app has its own screens for the everyday work on site: today's jobs, job details, clock in and out, site photos, progress notes and your timesheet. The schedule is there for every role. Customers are there for everyone except technicians and contractors, and owners, admins, dispatchers and office staff also get quotes and invoices. Everything else opens in the full ONYX1 app inside the app, under the ONYX1 tab at the bottom of the screen.

Before you start

Sign in to ONYX1 once in the ONYX1 tab. Signing in, and any multi-factor sign-in step, happen there. The app's screens then use the same account and the same permissions as the web app, so you only see jobs, customers and money that you can see on a computer.

Photos and job status changes can wait on the phone until you have a signal, and are sent when you are back online. Clocking in, clocking out and saving a progress note need a signal at that moment. See Work without signal.

The tabs

• Today shows your clock, the jobs assigned to you today and the coming week.
• Jobs lists the jobs you can see.
• Schedule shows one day at a time. Use the arrows to move between days.
• More holds your profile and the rest of the app's screens (see below).
• ONYX1 is the full app, shown inside the iPhone app.

The business block on Today

Owners, admins, dispatchers, office staff and site supervisors also see The business today. Every one of them gets Jobs today and On site now, which counts jobs in the On site status. Owners, admins, dispatchers and office staff also get Crew clocked in, Approvals waiting and Quotes waiting. Incidents to review shows for owners, admins and site supervisors only, so today a site supervisor sees Jobs today, On site now and Incidents to review.

What is in More

More lists your profile, then:

• My timesheet and Notifications.
• A Business section with Customers, Quotes and Invoices, for the roles that can see them.
• Report an incident, Settings and Account and sign out. These open in the ONYX1 tab.

Customers is there for everyone except technicians and contractors. Customer money shows only for roles with invoice rights. Quotes and Invoices are for owners, admins, dispatchers and office staff.

Jobs and job details

Jobs searches by job title, customer, job number, site label or address, and subcontractor. The filters are All, Needs attention, To schedule, then each status.

Select a job to open it. The details screen shows the customer, the site and its address, the site contact, the crew on the job and the job's status.

From the job you can:

• Change its status. Only the statuses your role may set are offered. Choose one and confirm the dialog, and the change is sent straight away. With no signal, the app says Saved on this phone and sends the change when you have a signal. If the job has no date yet, Scheduled reads Scheduled (pick a date in full app) and sends you to the full app to pick one. If the business refuses a change, the app shows the reason and offers Open in full app. If someone else is now signed in on the phone, the change stays saved for the person who made it and sends when they sign in again.
• Clock in or out of the job, as described below.
• Add a site photo or a progress note, with an optional percentage complete. Technicians and contractors must be clocked in to add one, either now or earlier the same day on that job (NZ time). Owners, admins, dispatchers, office staff and site supervisors can add one at any time. Neither is offered on an archived or done job.
• See the job's photos, progress notes and site notes, and see which safety forms are signed. The Safety forms section has Open forms in full app, which opens the job's forms in the ONYX1 tab. When an unsigned form is blocking your clock-in, the job also shows Sign safety forms. On Today, when your business uses daily reports, a job card has a Safety forms button if you file that job's daily forms, or a Site reports button if someone else files them. If a report is waiting for your signature, the card shows Co-sign report.

Clock in and out

Open the job, or its card on Today, and select Clock in, then Clock in now. The app clocks you in per job. There is no job picker and no clock-in without a job. For time that is not on a job, use the ONYX1 tab. If another clock is already running, the job shows "Clocked in on" and the other job's name, and you clock out of that one first.

If your business records clock-in locations, the sheet says "Your location is recorded once, only now." before you confirm. The app takes one reading, waits at most 4 seconds for it, and does not track your location or take one when you clock out. If the reading fails or location is denied, you are still clocked in, without a location. When you clock in away from the site, Today shows Clocked in away from site.

The app refuses a clock-in and tells you why:

• A safety form the job needs is not signed. An alert titled Forms to sign first offers Open forms, which opens the job's forms in the ONYX1 tab, or Not now. Sign the form, then come back and clock in.
• The job's safety documents are waiting for the owner to approve them.
• The job is finished or archived.
• You are already clocked in on another job. Clock out first.

To clock out, select Clock out, set Break with the stepper (0 to 180 minutes, in 5-minute steps), then select Clock out now. Record your lunch every day you work more than 4 hours. See Clock in/out for the rules.

Photos and notes

On a job, select Add photo, then take a photo with the camera or choose one from your library. Photos are sent to the job. With no signal, the photo waits on the phone and is sent when you are back in range, even if you close the app in the meantime.

• A photo is kept on the phone before it is sent, and removed once it has been delivered.
• If the upload is refused because you are not clocked in, because someone else is now signed in, or because of another access check, the photo stays on the phone and the sheet's button reads Cancel (photo kept on this phone). A photo is only ever sent as the person who took it, so it waits for that person to sign in. Only a final refusal, such as a photo that is too large, removes it.
• A photo taken before the app knew who you were cannot upload. It appears in More under Photos that cannot upload, with Discard. Discard it and take the photo again.

Progress notes are short updates on what was done. They appear on the job's details, newest first.

Report photos, signatures and form photos are not shown in this gallery. Use the job's forms and reports in the ONYX1 tab.

When something is waiting to send

When photos or status changes are waiting on your phone, a small indicator shows how many. Select it to see what is waiting. You can select Send now to try again straight away. The same sheet lists anything the business declined, with the reason, and you can dismiss each one once you have read it.

If a job needs you to be clocked in before its photos can be added, those photos wait on the phone and are sent after you clock in. Select Open job to go to it.

If someone else signed in on the same phone, items you saved while signed in stay on the phone and are not sent under the other person's name. You can discard them from the same sheet.

My timesheet

My timesheet shows your entries for the current week, and you can step back to earlier weeks. It also shows the week's status, a Sent back note if your week was sent back, and a Needs a correction flag on an entry that needs one. The screen is read-only. To edit a line, add a line, or hand the week in, select Open in full app. See Your timesheet.

Schedule

Schedule shows the jobs on one day, with the crew for each job. Technicians and contractors only see the jobs they are assigned to. Site supervisors see every job that day. A job waiting for its safety documents to be approved is hidden from technicians, contractors and site supervisors until it is approved.

Customers, quotes and invoices

These screens are read-only.

• Customers lists customers with their contact, open job count, and what they owe or have overdue. Open a customer to see their sites and open jobs. Owners, admins, dispatchers and office staff also see each customer's contacts list. Filter by Owing money, Open jobs or On the portal.
• Quotes lists quotes, with a status label such as Declined or Accepted. A Quotes and Estimates switch moves between the two lists.
• Invoices lists invoices and where each one stands.

Tapping a quote or an invoice opens it in the ONYX1 tab. Money appears only for roles that can see it on a computer. To send a quote, record a payment, create a customer or change any amount, use the web screen there.

Notifications

Notifications lists your notifications, with an unread filter. Select Mark all read to clear the unread count, or open a notification to go to the job or item it is about. Approvals are done in the full app.

What opens in the ONYX1 tab

These are not in the iPhone app yet. Open the ONYX1 tab to use them. Some screens, such as a job, My timesheet or a customer, also have an Open in full app button.

• Safety forms, safety documents and incidents
• Site reports, including the pre-start, permit and end-of-day reports, and co-signing
• Creating a job, editing a job, scheduling and the crew on a job
• Quote and invoice details, and anything that sends a quote or takes a payment
• Editing a customer, their contacts and their portal access
• Timesheet edits and submitting your week
• Approvals, leave, equipment, vehicles, inventory and tasks
• Sales, finances, reports and job health
• Settings, your account, the team and ONYX1 Office
• Sign-in and multi-factor sign-in

If something goes wrong

If a screen says you need to clock in first, or a clock-in is refused, the message says what to do next. If a screen does not update, pull down to refresh. If the app keeps asking you to sign in, sign in again in the ONYX1 tab. If it still fails, use the same job or time in the full app, which shows the same information.

The clock widget and the Live Activity on your Lock Screen update when you clock in or out in the app. If one looks out of date, open the app. See Clock in/out.