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Work instructions for field service and installers

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In short

Work instructions for field service guide installers and service technicians through installation and maintenance at the customer site, on their own phone or tablet. A QR code or NFC tag on the installation opens the right instruction, and photos, measured values, the GPS location and the customer's signature are stored with the run as proof of the visit.

Installers and service technicians work alone, at a different site every day, on installations that all differ slightly. They need the right instruction on the spot, and afterwards proof of what they did.

With the Work Instruction App you write one instruction per installation type and publish it to every technician at once. On site the technician scans the code on the installation, works through the steps on the phone and finishes with the customer's signature. The completed run is then visible in the office with every photo and value.

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What it looks like in the app

A digital work instruction being carried out: steps list, measured value and approval of the first part
Run mode: one step at a time, with the measured values and checks the instruction asks for.
A work instruction step on a phone: safety checks, order number and machine
On the shop floor: large buttons and fields on a phone or tablet.
QR code and link of a work instruction in the Work Instruction App, ready to print or to write to an NFC tag

The right instruction at the installation

Every work instruction has its own link and QR code. Stick the QR code or an NFC tag on the installation, the meter cupboard or the inside of the service hatch, and the technician opens the right instruction by scanning it, without searching through folders or a shared drive. With the Android app you write NFC tags yourself.

Run mode of a forklift check without a connection: the indicator shows Offline and 2 waiting to be sent, the answers stay on the device

On the phone the technician already carries

The app runs in the browser of any modern phone or tablet, and the Android app is available in Google Play. Steps show photos, PDFs and videos of the installation, one action per step. Starting an instruction needs a connection, but once the run has started the technician keeps working in a basement or a dead spot: answers and photos are stored on the phone and sent automatically when there is coverage again.

Details of a completed run: start and end time, duration, user and the recorded values

Proof of the work: photos, values, location and signature

A service visit is only finished when you can show what was done. Build the evidence into the instruction itself:

  • Required photo blocks for the situation before and after the work
  • Number fields for pressures, voltages or other measured values, with a minimum and maximum: a value outside the range is marked and the run cannot be finished until it is corrected
  • A barcode scan for the serial number of the installation or of a replaced part
  • A location block for the GPS position and a signature block for the customer
Digital machine logbook with messages of three colleagues and a field for a new message

A logbook per installation

Keep a digital logbook for each installation. Technicians add a message with their name and the time, such as a part that will need replacing soon or an access code that changed, so the next colleague knows the history before starting. A QR code or NFC tag on the installation opens its logbook.

Details of a work instruction: versions, runs and history

Every technician works with the current version

When a procedure changes, you edit the instruction once and publish it as a new version. Every technician gets the new version on the next scan, and each completed run shows which version was used. No more outdated printouts in the van.

Instructions for the customer, without an account

With the public access add-on you make selected work instructions available through a public link. A customer or end user scans the QR code on the installation and sees the operating instructions or a simple first check before calling for service, without logging in or installing an app.

Typical field service work instructions

Installation and commissioning

  • A last minute risk analysis (LMRA) before the work starts
  • Installation steps per type, with photos of the right result
  • Commissioning values, the serial number and the customer's signature at handover

Maintenance and service visits

  • Periodic maintenance checklist per installation type
  • Fault finding steps with photos before and after the repair
  • A message in the logbook of the installation for the next visit

Frequently asked questions about work instructions for field service

Partly. Starting a work instruction needs a data connection. After that the run keeps working without coverage: answers, photos, audio and signatures are stored on the phone and sent automatically when the connection is back, and an indicator shows how many runs are still waiting. Do not reload the page while offline, and record videos only where there is coverage. At places without any coverage, start the instruction before you go in.

Yes. Add a signature block at the end of the instruction: the customer draws their signature on the screen and it is stored as an image with the run, together with the technician, the time and the other answers. It is a drawn signature, not a qualified electronic signature.

Yes, with the public access add-on. You choose which work instructions are public; the customer scans the QR code or NFC tag on the installation and opens them in the browser without logging in. Everything else stays behind the login of your own staff.

Add a location block: it stores the GPS position of the phone or tablet with the run. Together with the start and end time, the photos before and after and the customer's signature, the run shows where and when the work was done.

No. Write one instruction per installation type and put its QR code on every installation of that type. Keep the history per installation in a logbook, and reuse shared parts, such as a safety check, with a block that starts another work instruction.

Yes, as a PDF made by the browser. Every run has a print page with the work instruction, version, technician, times and all recorded steps; click Print / PDF and choose Save as PDF. The app does not e-mail the report itself, so you attach the PDF to your own message.

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