ABAX Worker | Admin Manual Web

Do you use ABAX Worker on the web? In this user manual you can find answers to most of the questions you may have.

If you do not find what you're looking for, feel free to contact our customer service!

My ABAX – Users and access

You get access to ABAX Worker by clicking the link directing you to create an account on My ABAX. Create password and login.

In My ABAX, we have three tabs: Products, Users and My Company.

In Products, you are able to see the total number of licenses, as well as how many and who the licenses are assigned.

Users contains a list of all users registered on your company in My ABAX andwhat products they use in ABAX.  Here, you can also invite new users. When inviting a new user they will receive an SMS with a welcome link to guide them through account set up.  

My Company is an overview of your company information in My ABAX. My Company also shows who has the Administrator access level. As An administrator in My ABAX, you are able to add and remove users from ABAX Worker.

Login

To access ABAX Worker as Administrator or Project Manager use https://abax.worker.cloud. Use the same username and password as was created for My ABAX.

FIELD

DESCRIPTION

Language

To change the language, use the dropdown menu in the upper right

Phone number

Type you phone number. Remember to use your own country code. (E.g. +44)

Password

Type your chosen password. (This will be the same as the one created in My ABAX)

 

Start Page

The Start Page gives a quick overview of registered hours on projects and tasks.

Checked-in employees

Checked-in employees shows all registered employees in real-time, which employee is checked-in to which project and task, and the amount of hours listed throughout the different projects and tasks.

Projects

Projects shows an overview of projects listed in the system. No projects are listed the first time you log in, so you need to create a project to get started.

You can use filters to sort through your project list.

Field

Description

Status

Select the project status from: active, planned, ongoing, On-hold, cancelled, completed and all

Name or number

Search by project name or project number

Customer

Search by customer

Project manager

Choose to display projects by Project Manager

 

Create new project

Use the Create new project button to create a new project. When creating a new project the minimum required fields are: Customer, project name, Project Manger, contact person and contact person phone number. When you have complete all details, click Save project.

The fields when creating a new project are:

Fields

Description

Customer

Select the customer (If customer is new, you will need to create them using Add new)

Project

Name of the project

Project Manager

The Project Manager for the project

Contact person, contact person phone number, contact person phone number

Contact person contact information

Project location

Customer address, postcode and city

Project description

Description of the project

Project number

A project number either created or auto-generated

Status

The project status (planned or ongoing)

Start date

Start date for the project

Deadline

Deadline for the project

 

Add new

When creating a new project, it needs to be associated to a customer.  If the customer is new, you will need to create them using Add new button. The fields when creating a new customer are:

Field

Description

Customer name

Name of company or person

Customer type

Whether the customer is a business or private

Organisation number

Business organisation number if applicable

Contact person, contact person phone number, contact person email

Customer contact details

Street, postcode, city

Customer address details

 

After creating the project for the first time, the customer information will be stored and appear in a drop down for future use. By using an existing customer, fields in Project information and Project location will be automatically completed with the pre-stored information.

Project description

Use the Project description field to describe the main goals of the project. The content of this field is visible all Workers on the project in the mobile app under Description.

Project status

Use the Project status to decide whether the project should start immediately or in the future. A deadline is not required, but if you do not set it now, you can set it in the future.

Working with projects

Creating projects is the foundation of ABAX Worker. You can create a simple project with just a customer name and location, develop existing projects as you go or create project with a lot of detail. Data is collected in one place and the information flows throughout your company, making it easy to manage. ABAX Worker is scalable to suit companies of every size.

To get the information on existing projects, click on a project from your project list.  At the top, you will see the name of the project and a menu used to navigate. The first tab is details, which matches the information you entered when creating a new project.

Workplan (Tasks)

ABAX Worker is a task-oriented system. This means that Workers work directly with tasks. Tasks are managed under the second tab workplan. When you create a new project, the system will automatically create a task and make it available to your Workers. This task will have the same name as the project and be available to Workers immediately.

A project is made up of one or more tasks. To start, edit the task that was automatically created for you. Fields that are pre-filled and editable are name, status, start date, deadline (if set), available for all employees and description (if set). These fieldsare completed with the data from the project. The remaining field are described as:

Fields

Description

Estimation in hours

An estimate on the number of hours the task should take to complete. If the number of registered hours exceeds the estimate, the Project Manager is notified.

Reported hours

Displays the accumulated registered hours reported on the task

Progress

Progress gives a percentage from your Workers on task completion. You can use this to compare if the estimate matches actual progress. E.g. A task estimated to take 20h has a reported 25% progress with 10h registered. This information allows you to update your estimation.

Assign employees

Assign task to specific employee(s) from a dropdown menu

 

To create a new task, open an existing project, go to workplan and click Create new task.

HSE/QA

Health, Safety and Environment (HSE) and Quality Assurance (QA) documents can be added at both project and task level. HSE/QA documents added on project level will automatically inhabit all tasks throughout the project. HSE/QA documents added to a specific task will only be visible to that specific task. To view or add HSE/QA documents to a project, select the project you are working on, and select the HSE/QA tab.

When you look at the HSE/QA overview for a project, it will display information on what type of document it is and what level the document is assigned.

-          Icon with text HSE for articles

-          Icon with text QA for fillable forms

-          Blue P icon, tells you that the document is added on project level

-          Red T icon, tells you that the document is added on task level

To examine an article or form simply click it. It will show who added it, when, and the possibility to remove it from the project or task.

To add new documents press Add new document. You now have two options, open the HSE or the QA-catalogue. The view is divided into two columns – the left column is the entire HSE or QA library – the right column is the all documents currently added. To add a new document to the project, browse the library, find the required document and click Add. Use can use a Document name to search the library.

Attached documents

To access attached documents, open a project and select the Attached documents tab.

Attached documents are all documents that belong to a project. Both documents added trough the app by workers, as well as external documents uploaded to ABAX Worker. 

To upload a new local document click Add new document.

To download a document, tick one or more file and click download in the top right corner. All ticked documents are downloaded to a zipped folder.

Use the Document type to filters based on type of document. You can filter by photo, completed QA, completed HSE, draft HSE, draft QA or other.

If you no longer require a document, use the recycle bin to delete document.

 

Time

The Time menuis used to review, collect, edit or export hours for your company.

 

Timesheet control

Timesheet control gives an overview of hours registered by Workers within a selected period. You can get hours registered based on project and person. It is also possible edit the registered hours.

You can filter by Show only employees and show employees and projects. Show only employees lists your employees and their hours with the different salary types. Show employees and projects lists each employee and the projects they have hours registered.

Clicking on the name of an employee will open a detailed view of each day and project for the period set. In this view, you can edit and delete hours. Clicking a date will look into what projects and tasks the employee registered hours for that day. Click Add if you need to register additional hours for the selected employee. When registering additional hours, Project and tasks are required fields, but you also add comments, start and end date, start and end time, salary type and lunchtime. The hours added by Project Manager or Administrator will be visible to the employee within their app.

Timesheet reporting

Timesheet reporting allows you to easily browse and export hours from ABAX Worker into Microsoft Excel at any time. To export, click Create new export and follow the export wizard.

In order to create a new export, select the dates, what project(s), which employee(s) and the fields you want to include in your report. Simply drag and drop the fields so that they occupy either Field(s) included or Field(s) excluded. You can also decide the order of fields with position 1 corresponding to A column of Microsoft Excel. Select Add row with summary to include a row for sums for the columns. When complete, click Prepare report and the report will be added to the list of created and downloadable reports.

Salary export

Salary exports is found under the menu Time. It allows the export of hours to your salary system and lock hours registered, so employees no longer can edit them.

The difference between Timesheet reporting and Salary exports is that Timesheet reporting exports your hours to Microsoft Excel (.xsls) and does not lock employee hours. Whereas, Salary exports locks employee hours and gives you multiple options for exporting depending on your salary system.

The first view presented will be an overview of previously created exports. To create a new export click New export. Please note: This view will only display hours that have not previously been exported. Begin by selecting date range for the export, whether you want to included lunchtime and which employees to include. Use the dropdown menus to select all or specified employees.

To make sure the data now presented is correct, you can use use filter to Show only employees or Show employees and projects. Using this filter will not affect export. Additionally, you can click on an employee’s name to get details and edit hours (this will affect the export and that employees registered hours).

When you are happy with the list, click Next step to finish the export.

In the final step, you select your format export.

  1. Excel
    1. Select columns and order. (see timesheet reporting)

 

After selecting the format click Export. You are now able to the view of all existing generated exports with the export you have just created at the top.

Please note: The registered hours exported are locked and cannot be edited. If changes are required, the complete generated export must be deleted. After deletion, registered hours will again be available to edit.

 

Personnel log

Personnel log shows you who is or has been on your construction site(s). Personnel log serves as a list of employee check-in and check-outs on specific sites based on GPS tracking.

Choose a project and set what time period to extract data from. You will see a list of employees that have been on the construction site with information of when they checked-in and checked-out. 

Press download in the upper right corner and choose between PDF or XLSX to download the report. The report will include the list of employees, check-in time, check-out time, company name, company number, report-period, project, customer name and project leader.

Employees

Employees shows you all employees registered in ABAX Worker. Each employee has a detailed view with information such as phone number, company role, address and emergency contact details. A Worker can edit and add information to their profile from their app. An Administrator can do the same from the web. It is also possible to upload an employee contract.

Please note: Name and phone number can only be edited in My ABAX.

Documentation

Company Checklists gives an overview of documents completed and is located under the documentation menu. These documents are usually a part of internal revisions.

The default view shows the documents completed in the last month but you can change the period using the from and to options. Use Name to search for a specific document type or select from library. If you filter by employee, you see all completed documents by that specific person.

 You can add and complete new documents by clicking Add new document.

Completed checklists

Completed checklists is collection of allcompleted checklists on company and project level.

The default view shows the documents completed in the last month but you can change the period using the from and to options. Use Name to search for a specific document type or select from library. If you filter by employee, you see all completed documents by that specific person.

This view gives an overview of where in the company you experience the most deviations.

Nonconformity

Nonconformity in ABAX Worker is based around roles. This means that anyone can report a nonconformity, but they are assigned to specific employees responsible for handling the nonconformity.

To assign an employee the responsibility of nonconformity handling, use the settings cog in the upper right corner.  Just select the employee from the drop down list.

Administrator, Project Manager and Workers can register nonconformity cases. Workers register the nonconformity report through the app, Administrators and Project Managers can register nonconformities through the web or app.

To register a nonconformity case on web, navigate to the Documentation menuand select Nonconformity. To register a nonconformity, click Report nonconformity.

You can add a nonconformity case on project, task or company level. The level does not affect the handling process.

To add a nonconformity case to a project or a task, select the applicable project or task and click Report nonconformity. If you want to report a company nonconformity case, select the nonconformity submenu under Documentation and then report nonconformity.

Field

Description

Date and time

Select a date and time to the case

Category

Select a category for the case.

Severity

Select the severity of the case. This choice affects deadline given to solve the case. The higher the severity the shorter the deadline.

Description

Create a description for the case

Attached files

Files uploaded to support the case

Location

Set location of the case

Affected people

Add the people involved in the case

Temporary solution applied

Description of temporary solution if applied

Suggested solution

Add a suggested solution

 

How to work with nonconformity

When a nonconformity case is created, it is set with status Waiting for validation and delegated to the one responsible for nonconformity in your company. While the case has the status Waiting for validation the person responsible for the nonconformity can change and add data. If the person responsible requires more information, it will reappear on the Workers My tasks list as a case. All updates to case are logged.

When reviewing, the responsible has three options:

Field

Description

Ask for more information

Ask the case creator for more information

Mark as invalid

Mark the case as invalid and close it

Start handling

Start working with case

 

When a case has the status Start handling, more fields and options become available.

Fields

Description

Details

Details about the case

Files

Files attached to the case

Analysis

Analysis of the case

Corrective action

Corrective actions as a result of review

 

As the case analysis finishes, you can add corrective actions to both hinder future cases and solve problems. Select the tab corrective action and Add new corrective action

Field

Description

Description

Description of the corrective action taken

Actions already applied

Information about actions that have already been applied

People responsible

People responsible for the corrective action

Deadline

Deadline of the corrective action

 

Configuration/settings

To configure ABAX Worker settings, use the cog in upper right corner. From here, you can change nonconformity settings, salary types and HSE/QA. How to assign employees to nonconformity handling has already been explained in the nonconformity section. Let us look at the other features.

Salary types

Salary types is where you set the salary types for employees when they register hours in ABAX Worker.

You can create new or edit existing salary types.

Field

Description

Salary type

Name of the salary type

Account no.

Account number in the salary system

Salary type

Salary type in salary system

Active

Select if the salary type should be visible to employees

Default

Select the default salary option

Edit

Edit selected salary type

Recycle bin

Delete selected salary type

 

Please note: Account number and Salary type match your salary system in order for salary export files to work. If you are having trouble finding these number refer to your accounts department or accountant for help.

Administer articles

Under the tabs HSE and QA you are able to add, edit and manage your HSE and QA library. New art can be created and added to pre-defined categories. When you update or edit a document, ABAX Worker automatically creates a new version but also stores the old versions, letting you decide which version is live. All projects and tasks will automatically be updated with the latest version of an edited document article. This allows you to manage your entire HSE and QA library from one place.

Field

Description

HSE

Click to browse HSE library

QA

Click to browse QA library

Article name

Search for aeticle by name

Name

Name of the article

Status

Status of the article

Latest version information

Information about the latest version

New article                      

Create a new HSE or QA article

Edit

Click the pen icon to edit the article

Recycle bin

Click to delete article. (articles can be recovered)

 

New article and edit article

To create a new article, select a category and click New article. To edit an existing article, click the “pen icon” and start editing.

Field

Description

Article name

Name of the article

Paragraph

Name of the paragraph

Content

Content of the article

Add new paragraph

Click to add a new paragraph

Publish article

Publish the article

 

Versions

As you edit articles, ABAX Worker automatically creates a new version. Under article details, you will see each version listed. Clicking a different version will show the changes. You can see information on what date it was edited, who edited it and the version number. The latest version will be at the top and will always be the active and published version.

Materials

Materials is found on the main menu. Materials lists of all materials created and their availability to employees within the app.

To create a new material, click Add new.

Field

Description

Material name

Name of the material

Unit

Unit of measurement

Save

Save the new material

 

The materials list gives only a view of what materials are available in the system. The quantity used is registered on each specific project.

Fields

Description

Status

Filter materials based on status

Name

Filter material by name

Added by

Filter materials based on who added them

From

Filter based on when the material was added

To

Filter based on when the material was added

 

To change the availability status of a material, use the slider at the end of each material. Slide to left to make it unavailable, or right to make it available.

Materials on task level

Each task has a list of used materials. Select a task and click the Materials tab. In this view, you can see the material usage as well as add usage to the task. 

There are two ways to view materials. Click View and choose between Summary or Details. Summary gives an overview of total material usage. Details shows individual usage of materials.

Fields

Description

From

Filter based on when the material was added

To

Filter based on when the material was added

Added by

Filter materials based on who added them

Materials

Filter based on material type

View

Filter based on view type

 

To add a new usage of a material click Add new usage, select a material and add the amount.