Worksheet Detail Screen
How the worksheet detail screen is organised, including its vehicle, the summary cards, worksheet items, actions, the route map, equipment, and submission controls.
The worksheet detail screen is where planning turns into real execution. Once a worksheet exists, this page becomes the place for reordering the route, opening jobs and quotes, marking outcomes, handling communication, and submitting the worksheet when the work is finished.
Top Area
- Worksheet name: This is the route or pack name the team will recognise. It can usually be edited if the worksheet is still active.
- Assigned to: Under the name, when your business has more than one person, it says who the worksheet is for. If your role can assign worksheets, click it to give it to someone else.
- When they're off: if your role can assign worksheets and the person it's for is off on a day one of its jobs still to do is due, a warning under the name says which days and why, such as Will Worker is off on Thu 13 Mar (on holiday). When you give it to someone else, the people list marks who's off, such as Off Thu 13 Mar. It's only a warning. See Team Availability.
- Vehicle: Under who it's for, once your business has a vehicle, the van or car the worksheet goes out in, or No vehicle. If your role can update worksheets, click it to open the Change vehicle popup and choose another, such as the one you actually took out, or No vehicle, then Save. The jobs, payments and tips recorded from the worksheet count towards that vehicle, and move with it if you change it. It can't be changed once the worksheet is submitted. See Vehicles.
- Add Item: Opens a menu to create a new job or quote straight onto the worksheet, or to add existing jobs and quotes. It is unavailable once the worksheet has been submitted, and offers only what your role allows, so a field worker may not see it at all.
- Submit Worksheet: This is the final action that turns completed or missed worksheet items into ledger outcomes and can also trigger invoice creation. If your business asks for the mileage and the vehicle's finishing mileage isn't in yet, the submit popup asks for it, and you can tick Not in the vehicle? Leave the mileage out instead. See Submit Options.
- More Actions: Holds Move Items and Delete Items for the worksheet items you have selected, Assign to User, which gives the worksheet to someone in your team, or to no one, if your role can assign worksheets, and Delete Worksheet, which removes the whole worksheet once you confirm. The delete actions show only if your role can delete worksheets. Assigning it runs any Notify a user when a worksheet is assigned to them automation. Change Vehicle opens the same popup as the vehicle under the name, and Finish the Day notes the vehicle's finishing mileage once its day has been started.
- On a phone: These actions, along with ordering, printing, and sending, are in the three-dot menu above the worksheet items.
The Vehicle's Day
If your business asks for daily vehicle checks or the mileage, a banner under the worksheet's name says how its vehicle stands today. See Daily Vehicle Checks and Vehicle Mileage.
- Before the first job: Such as Before your first job: check Van 2 (AB12 CDE) and note its mileage. Start day opens the Start the day popup: the mileage now, OK or Problem for each item on the checklist, and whether the vehicle is safe to drive. The popup also opens by itself when you open the worksheet, and Not now puts it off.
- Once the day's started: Who checked the vehicle and when, and its mileage, such as Checked by Alex at 07:42 · Mileage 45,210, with Finish the day for the finishing mileage. Once that's in, it adds the miles done between the two, such as Mileage 45,210 to 45,320 (110 miles). One check and one pair of readings a day covers everyone out in the vehicle.
- Problems: Any problems found on its checks that are still to fix are listed. If the check said the vehicle isn't safe to drive, the banner turns red and says Not safe to drive.
- Never in the way: Jobs can be started and marked whatever the banner says.
Only people whose role can update worksheets can start or finish the day, and only until the worksheet is submitted. Everyone else sees how things stand.
Summary Cards
Under the worksheet name, four cards show the state of the day before you drill into individual items. On a phone they start folded away so the worksheet items stay near the top. Tap Show worksheet summary to open them, and Work Planner remembers your choice on that device.
- Status: Shows whether the worksheet is In Progress or Complete, when it was created, and who it is assigned to when your business has more than one user.
- Progress: How many items are done (complete or missed) out of the total, with a progress bar, plus the count and value of complete, missed, and still-to-do items.
- Total and Paid: The value of the worksheet and how much has been paid so far, with a breakdown by payment method once payments come in.
- Reminders Needed: How many jobs on the worksheet are flagged as needing a reminder.
If your role doesn't include View Prices and Balances, the Total and Paid card and the amounts are left out, and the job counts stay. Job cards show no price either, and a printed worksheet leaves out the Price and Balance columns. See Editing a Role.
Worksheet Items Area
- All / Reminders switch: All selects every worksheet item, and pressing it again clears the selection. Reminders selects just the jobs that need a reminder, and is greyed out when none do. Each side shows how many are selected, and the switch lights up on its own when you tick the same items by hand.
- What the selection is for: Moving or deleting worksheet items from More Actions, or sending documents and texts to just those items.
- Worksheet item card: Each item holds the job or quote reference, address, notes, outcome, money, and quick actions relevant to that piece of work.
- Navigate: The popup for each job or quote has a Navigate button that opens directions in Google Maps, Apple Maps or Waze. See Navigating to Worksheet Jobs.
- Your location: If you share your location with your business, the app sends where you are when you mark a job complete or missed. Marking the job never waits for it. See Sharing Your Location With Your Business.
Toolbar Actions
The toolbar sits just above the worksheet items, beside the All / Reminders switch.
- View: Switch between Grid and List. Grid is better for card-style route reading, while list can feel cleaner when you want tighter rows.
- Card Settings: Also in the View menu. It opens the worksheet card settings popup, where you choose which job and customer fields appear on each item card.
- Order By: Lets you switch between manual order and automatic ordering rules such as round order, due date, address, or postcode.
- Route: The map button opens the Route popup, which shows the stops still to do on a map with arrival times and can optimise their order. It is included on Pro and Team, and on Essential with the Route Optimisation bolt-on.
- Print and Send: Print opens the worksheet PDF, and the arrow beside it has Print with Settings and Print Documents. Send has Email Worksheet, Message Customers for the Message Customers Popup, and Print Documents. In the Work Planner app there is also a Share button.
Equipment Required
When any job on the worksheet has equipment assigned, a deduplicated Equipment required strip appears just above the worksheet items. Each piece shows its name and colour swatch, so the team can collect what they need before leaving. Individual worksheet item cards also show a small hammer badge listing the equipment for that specific job.
When Someone Else Makes a Change
The worksheet keeps itself up to date. When someone else marks a job, adds or removes work, reorders the list or gives the worksheet to someone else, the screen shows it within a few seconds, so the office can follow a round as it happens. It waits while you have a popup open or are renaming the worksheet. If the worksheet is deleted, or given to someone whose worksheets you can't see, while you have it open, a message says it's no longer available, with a button back to the worksheets list.
Related articles
- Route Optimisation and Ordering: Explains the ordering controls in detail.
- Worksheet Route Popup: The map of the day's stops and Optimise Order.
- Navigating to Worksheet Jobs: Directions to each stop and coming back to complete it.
- Print, Email, and SMS Actions: Covers the send and print tools attached to the worksheet screen.
- Submit Options: Important when the worksheet still has unfinished items at the point of submission.
- Editing Worksheet Item Payment and Reference Fields: Useful when you need to understand the money fields inside an item popup.
- Worksheet Card Settings Popup: Useful when you want to change which fields appear on each item card.
- Equipment on Jobs and Worksheets: Explains how the equipment summary at the top of the page is built.
- Team Availability: Who's off and when, and booking their time off.
- Daily Vehicle Checks: The check before the first job, and the Start the day popup.
- Vehicle Mileage: The mileage at the start and end of the day.