SolarCleaningBossPro Blog — Solar Panel Cleaning Software

Office Users, Employees, PINs and Trucks in Solar Panel Cleaning Software

When it is just you, there is one login and you can see everything. The moment someone else joins, whether a helper on the roof or a part-time office person, you have to decide who sees what, who can change what, and how each person's work is tracked. Solar panel cleaning software handles that with office users, employees, PINs and truck assignments.

People Are Part of the Structure

Clients, Addresses, Tags and Custom Fields in Solar Panel Cleaning Software covered how the customer side is organized. This article covers the company side: the people who use the software and how they are set up. In SolarCleaningBossPro there are two kinds: office users, who work in the office screens, and employees, who work in the tech app.

Office Users and Roles

Office users sign in to the office side to schedule, quote, text customers and handle billing. Each office user gets a role, which controls what they can see and do.

Roles matter because not every job in the office needs every permission. The person answering texts and filling the schedule may not need to see company-wide reports or change prices on the service list. A bookkeeper may need billing but not dispatch. Setting roles means each person has what they need for their job, and the owner keeps control of the rest.

Give every person their own login. Shared logins make it impossible to tell who changed what, and they are a headache when someone leaves.

Employees and Personal PINs

Employees are the techs and helpers who clean. They use the tech app on their phones, signing in with the company login plus their own personal PIN. That PIN does a few jobs at once:

• It ties every Start, Skip, Complete, photo and note to the right person.
• It ties time clock entries to the right person.
• It controls access. When someone leaves the company, turning off their PIN turns off their access to the jobs, the customer addresses and the gate codes.

That last point is worth taking seriously. Gate codes and access notes are sensitive. A PIN per person means you never have to wonder who still has them.

Truck Assignments

Employees are assigned to trucks. When the office builds a truck's day on the dispatch board, the tech assigned to that truck sees that day in route order on their phone. A common setup for solar cleaning companies is one truck on homes and one on commercial arrays, each with its own tech or crew.

If someone is out sick, move them off the truck and put someone else on. The jobs stay with the truck, so the replacement opens the app and sees the same route with the same panel details and access notes. Nobody has to forward a list.

The Time Clock

Techs clock in and out in the tech app on the same phone they use for jobs. Hours are recorded as they happen, under each person's PIN. That replaces paper time sheets and end-of-week guessing, and it gives the office a record to check when payroll comes around.

It also helps when you price work. If the steep two-story roofs on one route keep taking longer than you planned, the hours on the clock and the panel details on the jobs together show it, and you can adjust your add-ons for next season.

Crew GPS

Crew GPS shows each tech on the office map. The office can see which truck is closest when a customer calls with a question, check how the day is going against the plan, and answer “is anyone near me?” without calling the crew. Customers see their own version of this: their place in line on the live map in the customer app.

Starting Small

An owner-operator does not need any of this on day one. You are the office user and the employee. But it helps to set yourself up as an employee with a PIN anyway, so your own jobs and hours are tracked the same way a future hire's will be. When you hire, adding the new person takes minutes. Companies with several trucks will find more on running multiple crews in Solar Panel Cleaning Software for Companies Running Two or More Trucks.

The Right Access for Every Person

Roles for the office, PINs for the crew and trucks for the routes keep a growing company organized without a lot of rules. Everyone sees what they need, every action is tied to a person, and access ends the day someone leaves. For how this fits with the rest of the software, go back to the solar panel cleaning software overview.