User Guide — Filo

1. Introduction

Filo is the daily activity tracking app for your company. Team members log their interventions as daily sheets, and the administrator supervises, validates, and exports the data.

The app has two account types:

• Employee: fills in daily sheets (hours worked and interventions performed), views assigned tasks, and checks their history.
• Admin (manager): manages employees, clients, worksites, and subcontractors; organises tasks via the kanban and planning views; validates or rejects submitted sheets; exports data; and can also fill in their own sheets.

Filo works on desktop and mobile — the layout adapts automatically to the screen size.

2. Signing in

2.1 Log in

1. Open the app in your browser at the address provided by your administrator.
2. Enter your email address and password.
3. Click Sign in.

You are automatically redirected to your space (employee or admin) based on your account type. To log out, use the Sign out button in the navigation at any time.

2.2 Forgot password

1. On the login page, click Forgot password?
2. Enter your account email and submit.
3. A generic confirmation message appears — for security reasons it is shown whether or not the address exists in the system.
4. If the account exists, an email arrives with a reset link, valid for 1 hour and single-use.
5. Click the link, choose a new password (minimum 8 characters), and confirm.

3. Employee Space

3.1 Dashboard

The employee home page shows at a glance:

• Today: whether you already have a sheet for today. If yes, an Open button lets you resume it; if not, a + Create button starts one.
• History: the list of all your past sheets with their date, status, and quick actions.

The navigation gives access to: My Sheets, My Day, My Tasks, and My Profile. On mobile, these links are grouped in the ☰ menu.

3.2 My Day

The My Day page lists the tasks assigned to you for today, sorted by priority. For each task you see:

• The title, associated worksite, and address if provided.
• A GPS link that opens Google Maps directly if coordinates are available — handy on mobile to find the worksite.
• A status update button (To do → In progress → Done) right from this view, without having to open the task detail.

Click on a task title to access its full detail (description, priority, due date, associated worksite).

3.3 My Tasks

The My Taskspage lists all tasks assigned to you, not just today's. You can filter by status and priority. Overdue tasks (past due date and not completed) are shown in red with a warning icon.

3.4 Create a daily sheet

1. From the dashboard, click + Create (or New sheet in the navigation).
2. Fill in the general information: date (pre-filled to today), arrival time, departure time, break duration, notes.
3. Add at least one work line (see next section).
4. Click Save to store it as a draft, or Submit to send it for validation.

3.5 Filling in work lines

Each line represents one intervention on a worksite:

• Worksite: select it from the dropdown if it is already registered. If it is not, leave Free text selected and type its identifier (reference, number, name…) in the field that appears.
• Duration: time spent on this intervention, in minutes.
• Description (required): nature of the intervention.
• Parts used, Mileage, Note: optional fields depending on the worksite type.

Use + Add a line to record multiple interventions in the same sheet, and the Remove link on a line to delete it.

3.6 Submit, edit, delete

• Submit sends the sheet to the administrator for validation — it moves to Submitted status (or Warning if a worksite is unknown).
• Editing a submitted sheet automatically resets it to Draft — you will need to re-submit after correcting it.
• Delete is only possible for sheets not yet validated (Draft, Submitted, Warning, Rejected). A Validated or Archived sheet can no longer be modified or deleted by the employee.

3.7 My sheet history

Each row in the history shows the date, status (with its colour), number of work lines, and — if the sheet was rejected — the rejection reason in red. Depending on status, you can click Edit or View, and Delete if allowed.

3.8 My profile

The My Profile page brings together:

• Identity card: name, email, phone, position, hire date, company/companies.
• This month: total hours worked, number of sheets submitted, validation rate.
• Activity chart: your hours over the last 6 months.
• Missing sheet alert: a banner appears if you have not yet created yesterday's sheet (on working days).

At the bottom of the page, the Change password form lets you update your password at any time (current password required).

4. Admin Space

4.1 Dashboard

The admin home page shows at a glance:

• The number of sheets this week and active employees.
• The list of sheets pending action (Submitted or Warning status), clickable to go directly to each one.
• Shortcuts to the Clients, Worksites, and Staff sections.

4.2 Staff — Employees and Teams

The Staff page has two tabs: Employees and Teams.

Employees tab

Two methods are available to add a new employee:

• Email invitation: enter the person's email address and click Invite. They receive a secure link to set their own first name, last name, and password. The link is single-use and expires after 7 days.
• Direct creation: the administrator fills in first name, last name, email, and password directly. Use this if the person does not have access to their email or if you prefer to hand over credentials in person.

To edit a profile, click Edit on their row. To deactivate an employee (when they leave), click Deactivate — their sheet history remains available, but they disappear from active lists and dropdowns.

Teams tab

A team groups several employees together. It can be assigned to a task so all its members can see it.

1. Click + New team.
2. Give the team a name.
3. Check the employees who are members of this team.
4. Save with Save.

4.3 Manage clients

From Clients → + Add a client, fill in the type (Individual or Company), name, company registration number (for a company), phone, email, address, and free notes.

The client detail page (View) lists all their worksites and associated sheets. To deactivate an inactive client, use Deactivate — they disappear from dropdowns but remain in the history.

4.4 Manage worksites

A worksiteis the basic unit of work. Depending on your company's sector, it may be a vehicle, a building, a site, or any other entity on which an intervention is performed.

From Worksites → + Add a worksite, fill in:

• Identifier: depending on the sector, this may be a licence plate, a file number, an address, etc.
• Type: worksite category defined according to the configured activity sector.
• Address / Location: optional; if provided, it is automatically geocoded to display the worksite on the Mapand provide a GPS link to employees in "My Day".
• Client: optional association to an existing client.
• Additional fields depending on the type (brand, model, year, VIN, surface area…).

4.5 Manage subcontractors

Subcontractors are external workers. From Subcontractors → + Add, fill in name, specialty, contact, phone, and email.

A subcontractor can be assigned to a task in the Kanban or Planning view, just like an employee or a team.

4.6 Manage user accounts

The Accounts page lists all accounts (email, role, status). Click + Create account to create access:

1. Enter the person's email and choose their role (Employee or Admin).
2. Confirm with Create.
3. A temporary password is generated automatically and shown once, with a Copy button.
4. Share this password with the person immediately (verbally, by SMS…).

4.7 Sheets — overview

The Sheets page lists all sheets from all employees. The status badges at the top filter quickly (All, Draft, Submitted, Warning, Validated, Rejected, Archived).

The filter form lets you narrow down by:

• Employee: see only one person's sheets.
• Worksite: see only sheets mentioning a specific worksite.
• Period: from / to.

Click Viewon a row to open the sheet's full detail.

4.8 Validate or reject a sheet

On the detail page of a sheet with status Submitted or Warning, two actions are available:

• Validate: moves the sheet to Validated status. If the sheet contains free-text identifiers, the system tries to match them automatically to existing worksites. If an identifier cannot be matched, validation is blocked with a message naming it — create the missing worksite (see section 4.4) then validate again.
• Reject: moves the sheet to Rejected status with a mandatory reason that the employee will see. They can then correct and re-submit.

You can also Edit or Deleteany sheet from this page, except Draft sheets which remain the employee's until submitted.

4.9 Tasks — Kanban

The Tasks page shows a Kanban board with four columns: To do, In progress, Done, and Validated. Each card represents a task assigned to an employee, a team, or a subcontractor.

Create and edit a task

1. Click + New task in the desired column.
2. Fill in the title (required), description, associated worksite, assignee (employee, team, or subcontractor), due date, and priority (Low / Normal / High / Urgent).
3. Check Blocked if the task is waiting on an external dependency — it will display a visual indicator on the card.
4. Save with Save.

Move a task

Drag and drop a card from one column to another to change its status. The assignee sees the update in real time in their "My Tasks" view.

Filters

The filter bar at the top lets you show only tasks for a given assignee, a specific priority, or only overdue tasks.

Recurring tasks

When creating a task, you can enable recurrence so it repeats automatically:

• Daily: every N days.
• Weekly: specific days of the week, every N weeks.
• Monthly: the N-th day of the month, every N months.

When you edit or delete a task in a series, Filo asks whether to apply the change to this occurrence only or to all following occurrences.

4.10 Weekly planning

The Planning page shows tasks on a week-by-week grid. Navigate between weeks with the ← → arrows. Two views are available:

• Employee view: one row per employee, one column per day of the week — ideal for balancing workload.
• Team view: same principle, grouped by team.

Reschedule a task: drag and drop a card to another cell to change its due date and/or assignee. If the task belongs to a recurring series, Filo asks whether to modify this occurrence only or the whole series.

Reorder tasks: within a cell, drag and drop cards to change their display order — this order is reflected in the employee's "My Day" view.

4.11 Sheet calendar

The Calendar page shows daily sheets on a monthly calendar. Each day shows up to 3 sheets with their status colour. Navigate between months with the ← → arrows.

Click on a day to display a detail panel with the sheets for that day, each clickable to go directly to its detail page.

4.12 Intervention map

The Mappage shows on an interactive map the tasks due on a given date, pinned at their worksite's address. Markers are coloured by status (grey = To do, blue = In progress, green = Done, purple = Validated).

Use the date picker at the top to view interventions on another day. Only tasks whose worksite has been geocoded appear on the map.

4.13 Exports

The Exports page generates two types of report:

• Summary report: summary tables by client, technician, and worksite (cumulative time + number of interventions). Ideal for a period overview.
• Detailed sheets: complete list of sheets with all their work lines. Ideal for an audit or detailed billing.

1. Choose the export type (Report or Sheets).
2. Set the period (start and end date, required).
3. Narrow down with optional filters: specific employees, clients, sheet statuses.
4. Click Generate to display a preview in the page.
5. Use the Export as PDF button (or Ctrl + P) to save the report via the browser print dialog.

4.14 Company profile

The Company profile page lets the administrator configure company information (name, activity sector, etc.). The activity sector determines the terminology and fields shown in worksites and sheets.

4.15 Global search

The search bar in the admin navigation searches simultaneously across employees, clients, and worksites as you type. Click a result to go directly to its detail page.

4.16 Filling your own sheets as an admin

1. Make sure you have an employee profile linked to your account (via the Staff page).
2. Click My Sheets in the navigation — you arrive at the employee dashboard showing only your own sheets.
3. Create, submit, and edit your sheets just like an employee (sections 3.4 to 3.7).
4. The ← Admin space link takes you back to your admin dashboard at any time.

5. Understanding statuses

5.1 Sheet statuses

• Draft: being written, not yet sent.
• Submitted: sent to the administrator, all worksites mentioned are recognised.
• Warning: sent, but at least one free-text identifier is not yet registered as a worksite.
• Validated: accepted by the administrator, can no longer be edited by the employee.
• Rejected: refused with a reason; the employee can correct and re-submit.
• Archived: long-term storage status, not editable.

Editing a Submitted, Warning, or Rejected sheet automatically resets it to Draft — it must be re-submitted afterwards.

5.2 Task statuses

• To do: task created, not yet started.
• In progress: task taken on by the assignee.
• Done: intervention completed, awaiting admin validation.
• Validated: confirmed by the administrator, task closed.

The employee can advance a task from To do to Donefrom "My Day" or "My Tasks". Only an admin can move a task to Validated from the Kanban.

A task can also be marked Blocked to signal it is waiting on an external dependency, without changing its main status.

6. Lists and pagination

All lists (employees, clients, worksites, sheets…) display 20 items per page. A Page X of Y — N item(s) indicator always appears at the bottom. Previous / Next buttons and page numbers let you navigate.

If a network or server error occurs, a message appears with a Retry button.

7. Security best practices

• Never share your password, even with a colleague.
• Change the temporary password on your first login via Forgot password or from My Profile.
• A reset or invitation link is single-use and expires after a limited time.
• Remember to log out on a shared computer.
• Only Admin accounts can create accounts, validate sheets, manage tasks, or deactivate employees/clients/worksites.

8. Frequently asked questions

I did not receive the invitation or reset email — what should I do?

Check your spam / junk folder first. If nothing arrives after a few minutes, ask an administrator to verify your email address or resend the invitation from the Staff page.

My sheet is stuck in "Warning" status — how do I unblock it?

The Warning status is resolved automatically once an administrator creates the worksite matching the typed identifier and then validates the sheet. You do not need to do anything on your side, unless the admin asks you to correct a mistyped identifier.

I made a mistake after submitting my sheet — can I correct it?

Yes, as long as it has not yet been Validated: open it and edit it — it automatically reverts to Draft and you can re-submit.

Some employees or worksites are missing from a dropdown — why?

Deactivated accounts or profiles no longer appear in creation dropdowns, but remain visible in full lists and history.

A recurring task is not showing in the Kanban — why?

The Kanban only shows the next To do occurrence of a series. If the current occurrence is in progress or done, the next one will appear automatically when it is generated.

A worksite is not showing on the Map — how do I fix it?

The map only shows tasks whose worksite has GPS coordinates. Check that the worksite has an address entered and that it was correctly geocoded when created (see section 4.4).

How do I edit only one occurrence of a recurring task?

When you edit or delete a task in a series, Filo shows a dialog asking whether to apply the change to this occurrence only or to all following occurrences. Choose "This occurrence" to affect only today's task.

9. Export this guide as PDF

This guide can be saved as a PDF directly from your browser:

1. Open the print menu: Ctrl + P (Windows/Linux) or Cmd + P (Mac) — or use the Print / Export as PDF button at the top of this page.
2. Choose Save as PDF as the destination.
3. Click Save and choose where to store the file.