👋 Welcome to Onetrace
Onetrace is the easiest way to manage projects whilst providing complete traceability and transparency between you and your clients. To support you in getting started we have compiled a list of steps with tips and tricks to help you start your journey.
To get the most value from using Onetrace for your business, we have provided a week 1 workflow to help you navigate the software and get started with your first project.
Step 1: Signing up to Onetrace
1. Go to app.onetrace.com, create your password, and log in.
2. Click the Subscribe Now button.
3. Use the + sign to add seats.
✨ The minimum number of seats required per account is 5.
4. Add your Organisation Name.
5. Add your Billing Email address.
6. Add your Billing Address.
7. Select your country and add the Tax code of your business.
9. Proceed to checkout.
10. You can either pay using a link or by adding your card details.
11. Add your Email address.
12. Choose your Payment method: card or direct debit.
13. Add your Card information.
14. Add the name as printed on your card.
15. Select your Country and the postcode.
16. Click Subscribe.
Step 2: Learning About the Subscription Tab
Once you've signed up with Onetrace, the first step is to learn your way around the account and the privileges that come with being the account owner.
The Subscription dashboard serves as the central hub to view your subscription, update your payment method, edit billing details, manage seats, view your invoices, and seek help from the support team.
🚨 Only the account owner can view and manage the Subscriptions tab.
Steps to Access the Subscription Tab
1. Log into your account at app.onetrace.com
2. Click on your profile in the bottom-left corner (the blue icon).
3. From the menu select Billing & Account.
4. Navigate via the left menu: Overview, Subscription, Payment Method, Invoices.
✨ Using your Onetrace dashboard you can view and edit your subscription, update your payment method, edit billing details, manage seats, view your invoices, and seek help from the support team.
Step 3: Building Teams and Adding Members
The next step is to invite your operatives and build your teams. Using the Settings tab from the side menu, you can access the Members and the Teams section to invite your guests and members, assign team leaders, and create and manage your teams and seats.
Steps to Access the Teams Tab and Building Teams
1. Log into your account at app.onetrace.com
2. Select Settings from the options in the left-hand menu.
3. Click the Teams button.
4. Click on + Add Team button.
5. Enter the Team Name.
6. Enter the Team Nickname.
7. Select a Team Lead from the dropdown.
8. Click Add Team.
Steps to Access the Members Tab and Sending Invites
1. Log into your account at app.onetrace.com
2. Select Settings from the options in the left-hand menu.
3. Click the Member button.
4. Click on Invite Member.
5. Enter the email address.
6. Select the Team using the dropdown.
7. Select the Role: Admin or Operative.
8. Click Invite Member and your operative will receive an email with a link to create a password.
⚠️ Only the user with Admin/Owner rights can invite new members to their Onetrace account.
☝️ You can provide guest access to the clients involved in your projects without purchasing an additional seat.
💡 Learn more about the different types of roles and permissions that can be assigned to users on Onetrace.
Step 4: Setting Up a Project
Onetrace empowers you to manage and oversee your real-life projects or sites digitally, providing tools for real-time progress tracking. You can create workflows tailored to your needs with customisable templates and drawings to standardise your operative's workflows in line with 3rd party accreditations.
Steps to Set Up Your Projects
Creating a Project
1. Select the Projects tab from the options in the left-hand menu.
2. Click the + Create Project button.
Selecting a Template
3. Select either a pre-populated template from the dropdown menu or select 'I don't need a template' if you wish to continue without one.
✨ Onetrace has a library of pre-built templates that are customisable to help you save time.
Adding Project Details
4. Add the Project Name.
5. Add the Client.
6. Add the Site Address.
7. Click the Continue button.
Running Project With or Without Drawings
8. You will be asked if you will be running your projects with or without drawings.
☝️ You can upload drawings to mark up specific locations or add pins to where work is being carried out on-site. If you have no drawings at this point, you can upload them at a later stage.
9. Click Go to Project.
Adding Site Details
10. Click Get Started.
11. Click Add Levels.
12. Click Upload Drawings
13. Drag and drop the drawings into levels to build your site.
13. Click Finish.
✨ You can create as many blocks and levels depending on your project's requirements.
💡 Learn more about uploading GA drawings, blocks, levels, zones and plots on Onetrace.
Step 5: Scheduling a Job
Within Onetrace, admins can schedule jobs ahead of time for operatives which is valuable when managing a large team of operatives across multiple projects. The admins can efficiently schedule and assign jobs to multiple operatives, managing high workloads and tracking job schedules, job statuses, and active and archived jobs.
Steps to Schedule Your Jobs
Selecting the Project
1. Log into your account at app.onetrace.com
2. Select the Projects tab from the options in the left-hand menu.
3. Choose the Project.
💡 Learn more about creating, managing, and editing your Onetrace projects.
Scheduling Jobs
4. Click the Schedule Jobs button.
💡 Learn more about scheduling jobs and tracking their progress.
Selecting Operatives
5. Add operatives using the drop-down menu.
6. Click Continue.
✨ You can select multiple operatives, and a job will be assigned to each of them which they can access using their mobile app.
Finalising Dates
7. Using the calendar, select the date or date range for the job to be carried out.
8. Click the Continue button.
✨ You can select multiple dates. For each selected date, a job will be assigned for your operatives which they can access using their Onetrace mobile app.
Entering Job Details
10. Add the Reference.
11. Choose the Form using the drop-down menu.
12. Assign a Site Contact.
13. Leave installation-related Instructions.
14. Click Finish.
Step 6: Starting a Job in the App and Submitting
The true power of Onetrace lies in the ability to complete your jobs on the go by simply using your mobile phone. You can work offline when dealing with low or no internet connectivity, completing and submitting jobs on the go and eliminating the need to fill in endless paperwork.
Steps to Start Jobs in the App
1. Log into your account via the Onetrace mobile app.
2. Select the My Work tab.
3. Press the + Plus button from the top right corner of your screen.
4. Select the Create a New Job button.
5. Select the Project.
6. Select a Form of your choice.
7. Select the New Location button.
8. Select the downward arrow ⌄ next to Block to open the dropdown.
9. Select the Level.
10. Select the Drawing.
11. Drop your pin at the location of your choice.
12. Select Confirm location.
13. Add Specification, Zone, Location Reference or any additional information you wish to add.
13. Click Finish.
14. Fill out your Job Form and click Submit.
15. Submit the Job Sheet.
✨ Job sheets are submitted individually but you can choose to submit them in bulk from the main job.
✨ To add more job sheets press the + Blue Plus button and follow the same steps. You can attach multiple job sheets to a single job and start multiple jobs, submitting the work when it is finished.
15. Select Complete Job to submit the job.
16. Click Continue to complete.
💡 Learn more about Using Onetrace on your phone.
🚨 After you've completed the job, it will automatically sync up with the main system.
Step 7: Running a PDF and Excel Spreadsheet Report
The final step in the Onetrace workflow involves generating standardised reports. By implementing a standardised system of reporting, you can uphold transparency and traceability with your clients, saving you countless hours of manual reporting and printing. Easy to share, these reports will raise the quality of your project output.
Steps to Generating Reports Using Job Sheets
1. Log into your account at app.onetrace.com
2. Select the Projects tab from the left-hand menu.
3. Select the Project.
4. Click Job Sheets from the top bar.
5. Select the Job Sheets you want to include by clicking the Check Boxes.
7. Click the Get Report button.
☝️ You can choose your report format from PDF and Excel.
Steps to Generating Reports Using Job Sheets in PDF Format
8. Click on the PDF Report button and click Continue.
9. Choose an output for your PDF Report.
✨ Combined PDF: A single PDF containing all job sheets in one single report.
✨ Individual PDFs: A zip folder of individual reports for each specific job sheet.
9. Select how you would like your report ordered: Started At, Location No. or Sheet No.
10. Click Build Report and you’ll receive the report in your email.
Steps to Generating Reports Using Job Sheets in Excel Format
11. Click on the Excel Report button.
You'll have options to customise the data within your report:
✨ Materials:
The material's Summary will give your report a breakdown of material costs.
The material's Detailed Breakdown will give your report additional information like measurements, quantities and pricing.
✨ Photos:
You can choose to Embed images directly into your Excel report or add Hyperlinks for the images into your report.
✨ Pricing:
Select either Hide Prices or Show Prices in your Excel report.
✨ Order By:
Select how you want your report organised: Started At, Item No. or Location No.
12. Click Build Report and you’ll receive the report in your email.
Steps to Generating Reports Using the Locations Tab
1. Log into your account at app.onetrace.com
2. Select the Projects tab from the left-hand menu.
3. Choose the Project.
4. Click the Locations tab from the top bar.
5. Select the Locations you want to include.
6. Click the Get Report button.
7. Choose the format of your report.
8. You’ll receive the report in your email.
Steps to Generating Reports With Marked-up Drawings Using the Drawing Tab
1. Log into your account at app.onetrace.com
2. Select the Projects tab from the left-hand menu.
3. Choose the Project.
4. Click the Drawings from the top bar.
5. Select the Drawing you want to include.
6. Click the Get Report button.
7. Select "PDF Report” as your chosen format and then click Build Report.
🚨 You can only select one level at a time to generate a marked-up drawing report.
✨ After selecting a Marked-up Drawing, you can choose which Location Pins to include in your report. By holding down the Shift Key on your keyboard, you can select multiple Location Pins at once.
💡 Learn more about building and exporting customised reports for your team, clients, and auditors.
Need more help?
Feel free to message us via live chat; we will be happy to help! 😁