Trial guide | One Big Green

katja-anna-krug-BzFW9SDEYGg-unsplash_edited_edited_edited.jpg

Software trial guide

On behalf of all of us - welcome to One Big Green!

We're excited to have you on board and are confident that this guide will help you get up to speed quickly.

Our goal is to make it as easy as possible for you to familiarize yourself with the product and discover how it can streamline your operations, boost efficiency, and take your business to new heights.

We hope this guide will be a valuable resource as you explore everything One Big Green has to offer.

Let's get started!

Here are the important links you might need:

Back office
Mobile app for iOS
Mobile app for Android

Part 1. Managing the Field Inventory

Setting Up the Field Inventory in the Back Office:

In Back Office > Service Sites, create your first site.

Within the new site, create a service and add relevant details about the service site.

Set up the structure of the service site by adding floors, zones, and/or rooms.

After creating the service, click on the shortcut to Display List and create a display. Adding a picture will enhance visualization. Specify the display's location using the list of floors, zones, and rooms you created.

When the display is created, add plants and planters. When adding a plant type, you can search for the correct type in the One Big Green plant database.

Check the existing plant database in Plant Varieties and Nicknames. If your company uses internal names for plants, search for the scientific name and add a nickname. This nickname will be visible only within your company.

Return to Service Sites > Service > Display and add a display note with a picture. Check how it appears in the Display History (the same process applies when a Technician submits a display note via the app).

Try editing a plant or planter within a display and check how the change is recorded in Display History.

Add another display to the service you just created. Also, add another service site and service. You’ll need them for testing in the next steps.

Working with the Field Inventory in the App:

In the People section, send an invite to a Technician.

Tip: You can also invite yourself using a different email (e.g., a personal one).

Once the invitation is accepted, assign this Technician (or your alternative user) to a service. You can also assign yourself with your main account as a Supervisor. For the other site, consider switching the roles.

Download the One Big Green mobile app and sign in as a Technician.

In the app, navigate to Service Sites. Since this user is assigned to a specific service (e.g., Site 1), it will appear under My Sites. Other sites where they are not assigned (e.g., Site 2) will be under All Sites.

Tap on Site 1 and review the Displays list. Select a display (e.g., one you edited earlier) and explore how it appears in the app. Switch to the Plants tab to practice editing or adding plants. You can also explore the Planters tab, which is structured similarly.

Return to the Display tab. Tap Edit to modify display parameters such as location or star score (reflecting display health).

Once edits are complete, check how the changes appear in Display History. Optionally, return to the Back Office to review these updates.

Great! You now understand how to manage your field inventory.

Part 2. Scheduling Visits and Managing Reports

Preparing in the Back Office:

Go to Account Settings and add your company’s address. Optionally, add multiple starting/finishing locations for Technicians.

In the Vehicles tab, create a vehicle. If your company doesn’t use vehicles, create an imaginary one (you can delete it later).

Decide whether to enable geofencing (technology verifying Technician check-ins by location). Toggle Geofencing off in Account Settings if you don’t need it. Otherwise, set a geofencing radius (e.g., 1 km/mile, adjustable based on your needs).

Scheduling a Service Visit in the Back Office:

In Service Visit Planning, click Schedule a New Visit.

Select the Service Site, Service, and the assigned Technician.

Define the expected time window or check Flexible if none.

Schedule the visit for today (for testing purposes).

Set visit recurrence (e.g., every two weeks).

Define how far into the future recurring visits should continue. For time-limited contracts, schedule until the contract end. Otherwise, select Indefinitely into the Future.

Check how the new visit reflects in the master calendar.

Starting a Working Day in the Mobile App:

Log into the app under the Technician account.

Open the main menu (hamburger icon) and tap Start My Working Day.

Select a starting location (including company addresses previously added).

Choose a vehicle (from the created list, or select By Foot / Public Transport).

Enter starting mileage.

Tap Start My Working Day.

Note: If geofencing is enabled, the Technician must allow location access to begin their working day. If you don't want to use geofencing in your company, you can switch it off in Account settings.

Performing a Service Visit in the Mobile App:

Since the visit is scheduled for today, it will appear in Jobs Today under Service Visits.

Tap the visit and review the details in the Start tab. When this site has any open requests/issues/work orders, they will appear here too to remind the Technician what "extras" need to be done.

Tap Start the Job to log time at the service site. The time between starting the workday and this visit will be logged as commute time.

The Regular tab displays all assigned displays. Log actions (e.g., watering, fertilizing) by tapping icons. Use Water All or Fertilize All shortcuts to log actions for larger sites quickly.

Additional actions (e.g., filing notes, pest prevention, marking a display as inaccessible) can be logged via the + icon next to each display.

The Extras tab is there to show all the open replacement requests, issues, and work orders. At the moment, you don't have any, therefore it is empty.

Once the visit is complete, go to the Finish tab to review a summary before submitting.

Tap Finish and Submit to send the visit report to the Back Office and start the next commute.

Ending the Working Day in the Mobile App:

Open the main menu and tap Stop My Working Day.

Enter the ending location and mileage.

Tap Stop My Working Day.

Tip: Technicians can also log breaks in the main menu, which will be recorded in Timesheets under the Break category. They can also add comments (e.g., adjustments to time logs or unexpected breaks).

Reviewing Reports in the Back Office:

Navigate to Timesheets to review Technician records categorized as Commute, Break, or Interior/Exterior/Floral.

Check cost allocation: site time is assigned to that site, the first commute is allocated to the first site, and the last commute is allocated to the final site. Commutes between sites are split 50-50 but can be manually adjusted.

Use filters and the Export function to work with this data further. Payroll integration is now also being developed for automatic syncing.

Check the Mileage and Commute report for vehicle usage logs (exportable to Excel).

Also, check the Service Visits reports for details on completed visits, including logged actions. Tapping on a specific service visit in the list will open a detailed overview of this visit.

Excellent! Now you know how to schedule the visits and collect the visit reports and timesheets.

Part 3. Collecting and processing replacement requests

Submitting a Replacement Request in the Mobile App:

A replacement request can be submitted in the app both during and outside of a service visit. Since our visits for today are completed, let's try submitting a replacement request outside the visit.

Go to the Service sites and select a site. Then, navigate to the Displays tab and choose the display that needs a replacement. Tap the + icon and select whether you want to replace a plant or a planter.

When submitting a replacement request, the Technician has three options: “Exactly the same", “Supervisor’s choice”, and “Something else”. In the first two cases, the ticket will match the parameters of the plant or planter in the system. In the “Something else” option, the Technician can specify exactly what is being requested. A comment field is also available to add any additional instructions or wishes.

A replacement ticket can be marked as recurring, which is particularly useful for plants with short lifespans, such as orchids and bromeliads. To create a recurring replacement, simply select the “recurring” option and choose the frequency.

After submitting the request, the Technician can check its status in Replacements > Created by me.

Reviewing Replacement Requests in the Back Office:

All submitted replacement requests will appear in the Open replacements section of the Back office. Once a ticket is submitted, it is automatically assigned to the site supervisor for review. The Supervisor, or anyone else with access, can edit the ticket as it moves through various stages: approval, sourcing, delivery, and more.

Active tickets are always visible in Open replacements. They are automatically sorted by due date to help prioritize tasks. Overdue tickets will be highlighted in red. You can also export all replacement tickets into Excel, or apply filters to export specific data (e.g., tickets due before a certain date or those in the “sourcing” stage). The filtered tickets will be exported accordingly.

Recurring tickets will also appear in Open replacements. The system generates them three months in advance, helping you plan your procurement in advance.

Checking the Summary of Your Replacements in the Back Office:

Once a replacement is completed, it will be listed in the Replacement report. Denied and deleted tickets will also appear here. You can export the report with or without filters to view replacements by site, service, or Technician.

At any time, you can add a cost for the replacement. While this process is manual for now, we are working on automating it in the future.

Fantastic! Now, you can process all your replacements in one place

and access a detailed overview with just one click!

Part 4. Importing and editing data in bulk

Impressed so far and already thinking about how to roll out One Big Green company-wide? Let’s look at how you can populate it with your data as quickly as possible.

Importing the Service Sites:

When setting up your service portfolio, use the service import function. Simply go to Service sites, click Import, and you'll see an import template along with a filled example to guide you.

Importing the Displays of the Services:

There is also an import function for your display lists. This also comes with a template and an example. Please carefully review the structure of the data in the example. Since you will be importing both displays and their associated parameters, as well as the plants and planters within them, it's essential to follow the format precisely so the system can properly associate plants, planters, and displays.

Our inventory management system is much more detailed than you may be accustomed to, allowing you to record a wide variety of parameters for displays, plants, and planters. Start by converting the records you already have into the correct import format and importing only what’s available. This will allow you to begin with visit reporting and start building a new history for your displays. You can always update the records later when you have more time.

If you don't have any records, consider manually entering your inventory using the app directly at the site. You can take new pictures of displays, score their health, and record their location. Since the quality of original records can vary, we recommend trying both methods to see which works best for your company. You can also combine methods: import the displays for sites with reliable records and manually add displays for other sites.

Remember, we offer data clean-up services. If you’d rather focus on your plants and not worry about spreadsheets, send us your records, and we’ll make you an offer for how quickly we can process them. We do this every day, so we have the expertise to get your data entered faster than you might be able to do it yourself.

Using Export + Reimport to Update the Records:

Here's a handy trick for bulk editing your service sites and displays. Our site and display export functions are fully compatible with the import process. You can export your sites or displays, add the missing details in Excel, and then import the updated data back into the system. As long as you don’t change critical fields (such as Site name, Display name, and the IDs of the plants and planters), the system will simply add the new data to the existing records upon reimport.

Wonderful! Now you know how you can move your data into One Big Green quickly

so your whole team can benefit from the digitally assisted service operations as soon as possible!

Final notes

Enjoying your experience? We’re happy to hear that! If anything was unclear or you have additional questions, feel free to reach out at support@onebiggreen.com.

For visual guidance and deeper insights into the product, visit the One Big Green Knowledge Base.

Thank you for choosing One Big Green!