WindowBossPro Blog — Window Cleaning Software

Office Users, Employees and PINs in Window Cleaning Software

Who can see what is a question most window cleaning owners never think about until it matters. A new seasonal tech does not need to see every customer's billing history. A part-time office helper does not need to change prices. A tech who quit last month should not still see gate codes. Window cleaning software handles this with two kinds of people: office users and employees.

Who Gets Into the System

As Window Cleaning Software Pricing: What $59, $89 and $199 a Month Cover explained, WindowBossPro counts office users and field employees differently. Office users work in the office screen. Employees work in the tech app. Techs are unlimited on every plan, and office users are limited only on Start and Pro. This article explains the difference and how to set each up.

Office Users and Roles

Office users are the people who plan routes, answer customers, build estimates and handle billing. In WindowBossPro, office users have roles, so each person sees what they need for their job. An owner sees everything. An office person might handle scheduling and texting without access to everything an owner sees.

Roles matter more as a company grows. When it is just the owner and a spouse, everyone sees everything. When there is a dispatcher, a bookkeeper and a crew lead, roles keep each person focused and keep sensitive information — prices, payment details, reports — with the people who should have it.

Employees and Personal PINs

Employees are the people in the field. They log in to the tech app with your company login plus their own personal PIN. The company login gets them to your account; the PIN identifies who they are.

That PIN is what ties every action in the field to a person. When a tech taps Start or Complete, takes before-and-after photos, adds a note or clocks in, it is recorded under their name. When a customer says a window was missed, the office knows who was on the job and can look at their photos.

Van Assignments

Employees are assigned to vans. That assignment is how the software knows whose phone shows which jobs. When the office assigns a job to Van 2 on the dispatch board, the tech on Van 2 sees it in their list, in route order.

If the crew changes for the day — someone is out sick, a tech moves from the residential van to the storefront route — the office updates the assignment and the right jobs follow the right person.

The Time Clock

Employees clock in and out on the same tech app, so hours are recorded as they happen instead of written down at the end of the week. During the workday, crew GPS from their phones shows on the office map. For owners running payroll, a time clock tied to each employee's PIN takes the guesswork out of hours.

It also settles the small disputes that come up on any crew. When a tech remembers starting at 7:30 and the office remembers 8:00, the clock-in on the phone answers the question without anyone having to be right.

When Someone Joins

Adding a new tech takes a few minutes:

• Add the employee and set their personal PIN.
• Assign them to a van.
• Have them open the tech app in their phone's browser, install it to the home screen, and log in with the company login and their PIN.
• Walk them through the first route: navigation, window details, access notes, Start, photos, Complete.

Because the app runs in the browser on iPhone and Android, there is nothing to buy and no app store step. Most techs are comfortable by the end of their first day.

When Someone Leaves

This is where PINs pay off. When an employee leaves, the office turns off their PIN. They no longer see routes, customer addresses or gate codes. Compare that to a group text, where a former tech keeps every code they were ever sent.

The work they did stays in the system. Their completed jobs, photos, notes and clock-ins remain on the record under their name, so history is not lost when the person is gone. For more on why codes belong in the app and not in a text thread, see Access Notes in Window Cleaning Software: Gate Codes, Dogs and Where the Ladder Goes.

The Right Access for Everyone

Office users with roles, employees with personal PINs, van assignments and a time clock keep the right information with the right people, and make it simple to add or remove someone. Read more on the window cleaning software page.