Frequently Asked Questions

Use different tabs to manage your work2020-07-08T09:24:27+01:00

If you find yourself going between different screens such as the jobs screen, calendar, invoicing and reports.  A quick tip to save time is to open each screen in a new tab (or new window).  That way you can quickly flick between each tab and work in that section of Okappy without loading each page from scratch each time.

web open new tab
Easily send jobs sheets to multiple email addresses2017-11-03T10:19:06+00:00

A quick tip if you often want to send job sheets to multiple email addresses is to save the addresses in a note for that customer. Then it is easy to copy and paste the address the next time you send a job sheet.

Run a jobs report for a particular customer2017-07-14T17:57:51+01:00

In the Reports tab, under the Jobs section of the sidebar on the left:

  1. Click on ‘Jobs for customer’.
  2. Select the time range you want the report to cover (From/ To).
  3. Select the customer you want to run the report for.
  4. Click on ‘Generate report’.

Once the report has run, you can either export the data to Excel or email the report to yourself or to your customer.  In case you’d like to look at a particular job, you also have the option to view or edit the job straight away by clicking on View | Edit next to the job ID.

Change page layout on job dashboard2017-07-14T17:57:14+01:00

You can easily customise the layout of your Job Dashboard and focus only on the information that matter to you.

Click on the settings icon (  ) next to the Add job button, then choose Change page layout.  Select which column(s) you want to show or hide on the page or create additional columns specific to your business.  Any changes you apply will affect all your users.


Complete jobs from the desktop app2017-07-14T17:43:30+01:00

If, for whatever reason, your engineer can’t update the job from the mobile app, you can always update it from the desktop.

Simply click on the job ID and change the status to ‘Work done’.

A modal will pop up with the work done sheet, you can then fill in the details for your engineer.  Once finished click on ‘Update work done’.

The work done details are updated.  You can now change the job status from ‘Work done’ to ‘Completed’.



Run a report on the invoices raised to see if payment has been received2017-07-14T17:30:41+01:00

A quick way to see if your invoices raised are paid or unpaid is to run a report of Invoices raised within a time range and see which ones are marked as payment ‘Received’.

Go to Reports, click on Invoices raised.  Select on the date to run it from, then click on Generate Report.

The report will show the list of invoices raised within the time range you set.  At a glance, you’ll be able to see if a payment was received or not for each invoice.

The payment will either be ‘Marked as received’ (where user manually clicks on the ‘Received’ button in their Invoices dashboard) or ‘Received via Okappy’ (customers pay by clicking the green ‘PAY INOVICE’ button via Sage Pay).

Quickly flicking between Open and Archived jobs2017-04-06T16:22:32+01:00

As you use Okappy more and more, the list of completed and archived jobs gets bigger and bigger every day. If you frequently go back and forth between the dashboard and the list of archived jobs, things might start slowing down a bit as the system needs to load thousands of jobs on the page, including their related info and attachments (videos, images, …) every time you click on ‘Archived jobs’.

If you often need to access the ‘Archived jobs’ filter, a quick and useful workaround is opening that link onto a new tab (right click + ‘Open in new tab’, see image below) and leave it open in the background. This way, since the page has loaded all the archived jobs already, you can just switch tab and quickly filter through the list with immediate results.

Viewing work done with one click2017-04-06T16:18:16+01:00

In the Jobs dashboard, once a job is completed, there’s a quick way to view the details of the work done by your engineer. Click on the green tick icon under the ‘Completed’ column and a modal containing the details of the work done will pop up, allowing for a quick browse.

Copying and pasting with keyboard shortcuts2017-04-06T16:06:30+01:00

The quickest way to copy and paste text is by using keyboard shortcuts.
On regular actions like copying and pasting they can save you hours every month.

Start by highlighting the text you want to copy, then:

Windows users:
Press Ctrl + C (copy) then Ctrl + V (paste).

Mac users:
Press cmd + C (copy) and cmd + V (paste)

Think of all the times you right-click to select ‘Copy’, move the cursor and then right-click again to select ‘Paste’ or, even longer, if you select Copy and Paste from the Edit menu at the top of your software…so much time wasted in the long run.
Because of their immediacy, keyboard shortcuts are the way to go.

Copying a job2017-04-06T16:02:38+01:00