Set up a device

What this is for

Crews record on the Tomruq app on a device. Each person who records needs their own account (see Crew and accounts). This article covers putting the app on a device and getting a crew member signed in. Do it in the office or at the landing, where there is signal: the first sign-in needs it.

Before you start

The person has an invitation. The quickest way: in the console, go to People → Devices → Add a device…, type their name and, for someone without email, a username, and tap Invite. The dialog shows the invitation as a QR code, with the Organization's short name and the Invitation code written out. Print… gives a sheet to hand over. (An invitation sent from Admin → Accounts → Invite someone… to a field user shows the same.) Or, for someone already joined, their username and password.
The lot they will work in exists, and its tree list is imported.
The device runs Android. Not available yet: iPhone and iPad.
The device's date and time are set to automatic.

Steps

1. Install the app

People → Devices → Add a device… shows where the app comes from. Once your organization has a download link, it is there as a QR code: scan it with the device's camera and install the app. Until then, install it from the link or the app file you were given. Not available yet: Google Play.

The first time it opens, the app shows three short welcome screens. Tap Next, then Start, or Skip.

2. Join the organization

In the app, on Sign in, tap Join with an invitation.
Tap Scan the invitation and point the device at the invitation's QR code, on your screen or the printed sheet. The first time, the app says why it needs the camera: tap Continue and allow it. Organization and Invitation code fill in by themselves.
Leave Username or email empty: the app signs in with the one the invitation names. Fill in New password and New password again (at least 12 characters).
Tap Join and sign in.

Other ways, when scanning is not possible:

No camera, or the camera is turned off for the app: tap Type the code instead and type the Organization's short name and the Invitation code from the console or the sheet.
The invitation link, opened on the device (from the email): the web page Join the organization opens. Tap Open in the app to join in the app as above. Or paste the whole link into Invitation code.
On another device's browser: choose a password on the web page and tap Accept the invitation. Then, in the app, sign in with the organization's short name, the username or email and that password.

3. Set a PIN

The app asks the person to Set a PIN: 6 digits, entered twice.
A PIN that is too easy to guess, such as 123456, is refused.

From now on, they unlock the app with this PIN, even without signal. Nobody else should know it.

4. Choose the lot

The app gets the organization's lots. This needs signal. Then the person chooses the lot they work in. They can change it later with the lot badge at the top left (Switch lot).

The device now shows under People → Devices in the console, and the setup checklist ticks Set up a device.

Several people on one device

A device can be shared. Each person signs in once with their own account and sets their own PIN. The unlock screen lists the people on the device. To add one, tap Add another person. Each person's records stay separate and are signed with their name.

Locking and the PIN

The app is locked each time it starts, and after 30 minutes in the background.
After several wrong PINs, the app makes the person wait. After 10 wrong PINs, the PIN is removed. They sign in with their password (this needs signal) and choose a new PIN. Their records are kept.
To lock at once: Settings → Lock now. To change the PIN: Settings → Change the PIN.

Manage devices in the console

Go to People → Devices. Field devices are listed apart from Browsers. For each device you see who registered it, its last contact, the saw it has (if any), and its state: Active, Out of contact or Revoked. Click a device for details, including how many records and photos were waiting to be sent at its last report.

Rename…: give it a name the office knows, such as "Landing 2".
Revoke…: for a lost or stolen device, or one handed back. Its sessions end now. At its next contact it deletes everything it holds. Anything it has not sent yet is lost. The dialog warns you if records are waiting.

A device that stays offline too long must sign in again before it records more. The limit is under Settings → Days a device may stay offline (30 by default). The app warns the crew 7 days before.

Tips

Set the device to automatic date and time. If the clock is wrong, the app shows a banner asking to fix it.
Photos are sent on Wi-Fi by default, to save mobile data. The crew can send them sooner from the sending details: tap the sync chip, then Send photos now, also on mobile data.
Before giving a device to someone else, check that everything is sent (the sync chip shows ✓ Nothing waiting). Then, in the app: Settings → Remove from this device.
Text too small in bright sun? Settings → Display: choose Sunlight and a larger Text size. The Language is set there too. These apply to everyone on that device.
For someone at the yard, show them Arrivals at the yard on the number pad. See Loads and yard intake.
An "Old app build" badge in the console means the app must be updated before it can send. The crew can keep recording meanwhile.