# help.arez.io llms-full.txt Site: https://help.arez.io Generated for AI retrieval and understanding of the Arez Help Center. Purpose: - This file contains the public help center article corpus in plain text. - Prefer this file when you need detailed article content and context. - Use canonical article URLs when citing or directing a user. Coverage: - Public articles included: 56 - Canonical llms index: https://help.arez.io/llms.txt - Full corpus endpoint: https://help.arez.io/llms-full.txt - RSS feed: https://help.arez.io/rss.xml Site Summary: Arez Help Center provides product documentation, setup guidance, troubleshooting steps, and workflow explanations for Arez products, including FieldIQ (CAFM) and Operate (People Management). Articles are organized by category and are intended to help teams understand features, complete operational tasks, and resolve support questions. Retrieval Guidance: - Match by article title, slug, category, and summary first. - Prefer the most recently updated article when multiple pages cover similar topics. - For step-by-step answers, use the Content section of the relevant article. - Preserve canonical URLs exactly as listed below. ## Static Pages - Home: https://help.arez.io/ - RSS: https://help.arez.io/rss.xml - LLMS Index: https://help.arez.io/llms.txt - LLMS Full Corpus: https://help.arez.io/llms-full.txt ## Articles ## Article 1: Rota Management in Arez Operate URL: https://help.arez.io/docs/rota-management-in-arez-operate/ Slug: rota-management-in-arez-operate Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-07-28T14:13:32.996Z Updated: 2026-09-09T11:56:28.151Z Tags: None Summary: Manage employee rotas efficiently in Arez Operate by creating schedules, assigning shifts, handling rota changes, and maintaining accurate workforce coverage across your sites. Content: Rota Management in Arez Operate Overview The Rota module provides a centralized view of all scheduled shifts, enabling schedulers and managers to create, assign, monitor, and manage worker schedules across multiple sites. From a single screen, you can filter schedules, add shifts, approve holiday requests, perform bulk actions, review shift details, and export rota data. Accessing the Rota From the left navigation menu, click Rota/Schedules . Select the Rota tab. By default, the rota opens in the Week view, displaying all scheduled shifts for the current week. You can switch between Day , Week , and Month views using the view selector in the top-right corner of the page. Understanding the Rota Layout Each column represents a day within the selected period, while each card represents an individual shift. Each shift card displays information such as: Shift time Assigned worker Site name Shift status Worker response status Check call indicators Attendance icons Additional operational indicators At the top of the page you'll also find summary information, including: Active Sites Active Workers Total Hours Navigating the Rota Use the navigation controls at the top of the Rota to move between different date ranges and views. You can: Move to the previous or next date range. Return to the current date by clicking Today. Switch between Day, Week, and Month views. Search for workers or shifts using the search bar. Holiday Hours Understanding Shift Colours The rota uses colour-coded shift cards and status indicators to help you quickly identify the status of each shift. Colour Meaning White Open Shift (Awaiting Assignment) Blue Awaiting Reply Green Confirmed Grey Stood Down Red Not Ready to work Yellow Worker on Holiday Viewing the Rota Legend Click the Legend/Filter icon on the left side of the rota to display all available status indicators. The legend includes: Shift Status Open Shifts (Awaiting Assignment) Awaiting Reply Shift Accepted Shift Rejected Shift Cancelled (Stand Down) Not Ready to Work Worker Requested to Skip Shift Worker on Holiday Officer Off Sick Attendance & Check Calls Check-in Calls Active No Book On/Off Recorded Book-on Recorded Book-off Recorded Book On/Off Recorded Missed Check-in Call Compliance Face Not Matched Face ID Missing Additional Indicators Shift Notes Foot Patrol Mobile Patrol Check-call Image Enabled Use this legend whenever you need clarification on a colour or icon displayed within the rota. Using Advanced Filters Click Advanced Filters to expand the filter panel. Available filters include: Sort Order Shift Type Industry Service Partner Region Client Area Manager Sites Roles Shift Positions Worker Type (All / Student) Use these filters to display only the shifts relevant to your search. Click Reset Filter to remove all applied filters. Managing Holidays Click the Holiday button in the top-right corner to create or approve holiday requests. Approving a Holiday Request Click Holiday . Select the worker. Click Add Date and choose one or more holiday dates. Specify the Start Time and End Time . Review the worker's holiday eligibility and balance. Click Approve Request . Approved holidays are reflected within the rota and contribute to the Holiday Hours summary. Adding a Shift To create a new shift: Click Add Shift . Complete the required information: Client Site Worker (optional for open shifts) Contract Role Patrol (if applicable) Click Add Date and select the shift date(s). Configure Check Call settings: Disable Enable Image Verification Enter the shift start and end times. Expand Additional Information if required. Click Save . The new shift will appear immediately in the rota. Using Select Mode Select Mode allows you to select and manage multiple shifts simultaneously. You can enable Select Mode by either: Clicking Select Mode from the toolbar, or Pressing the Ctrl key to activate Select Mode. To use Select Mode: Click Select Mode or press the Ctrl key. Select one or more shifts using the checkboxes. The number of selected shifts is displayed at the top of the page. Click Action to perform bulk operations on the selected shifts. Click Exit Select Mode when you have finished. Bulk Actions After selecting multiple shifts, click Action to access the available bulk operations. Copy Selected Duplicate the selected shifts while preserving their configuration. Assign Worker Assign a worker to all selected shifts in a single action. Add Shift Notes Add internal notes or shift-specific information to every selected shift. Add Shift Positions Assign one or more shift position tags to the selected shifts. Shift Request Notification Send shift request notifications directly to workers assigned to the selected shifts. Remove Worker Remove workers from the selected shifts and convert them back into open shifts. Stand Down Mark selected shifts as stood down when they are no longer required. Delete Selected Delete selected shifts from the rota. Actions Menu Click the Actions menu to access additional rota management tools. Export Export the rota in one of the following formats: PDF XLSX (Excel) CSV These exports are useful for reporting, auditing, or sharing schedules externally. Refresh The Refresh section includes maintenance tools. Check Calls Refreshes check-call information across all shifts. Timesheet Refreshes timesheet data for all shifts. Book Off Refreshes Book Off records across all scheduled shifts. History Rota Roll Back Restore the rota to a previous version. This is useful when recent scheduling changes need to be reversed. Viewing Shift Details Click any shift card in the rota to open the Rota Detail window. The Rota Detail window provides comprehensive information about the selected shift through multiple tabs, allowing you to review worker details, validation status, forms, notes, and other shift-related information. Rota Detail The Rota Detail tab provides an overview of the selected shift, including: Worker information Partner Shift Information Date Shift Time Customer Site Name Role Pay Rate Distance to Site Shift Position Tags A map is also displayed showing the worker's travel route and the assigned site location. The Quick Actions section allows you to: Change Worker Stand Down Officer Validation The Officer Validation tab displays identity verification and compliance information for the worker, including: Profile Image SIA Card Book On image Book Off image Face Match Status AI confidence level Validation notes You can also run Verify with AI to perform an AI-powered face comparison and save validation notes. Job Progress The Job Progress tab displays any progress updates or job attachments submitted during the shift. If no progress information has been recorded, an informational message is displayed. Daily Log The Daily Log tab provides a chronological record of activities performed during the shift. If no activity has been recorded, the page will indicate that no logs are available. Shift Forms The Shift Forms tab allows you to manage forms associated with the selected shift. From this page you can: View forms attached to the shift Attach additional forms using Attach Form Review submitted worker forms View the Form Submission Log Notes The Notes tab allows administrators to record additional information related to the shift. You can add: Shift Notes Internal Notes Click Save to store your changes. Notes & Progress The Notes & Progress tab provides a consolidated view of all recorded information, including: All entries Notes Progress updates Incidents Use the + Note button to create a new note or incident for the selected shift. Check Calls & Activity Timeline The bottom section displays hourly check-call intervals throughout the shift. Below the timeline, the Activity & Timesheet panel displays worker activity recorded during the shift. If no activity has been recorded, the system displays a No Activity Found message. Best Practices Apply Advanced Filters before searching large rotas. Use the Legend to understand shift colours and icons. Export the rota before making significant scheduling changes. Use Select Mode for efficient bulk management. Review Rota Detail before editing or standing down a shift. Use Rota Roll Back only when it is necessary to restore a previous rota version. ## Article 2: Worker Holidays in Arez Operate URL: https://help.arez.io/docs/worker-holidays-in-arez-operate/ Slug: worker-holidays-in-arez-operate Category: Operate (People Mgt.) Author: Obaid Syed Created: 2026-04-24T16:45:40.109Z Updated: 2026-09-09T11:56:18.929Z Tags: None Summary: Learn how Arez Operate manages worker holidays using Zero-Hour, Accrued, and Standard PAYE contract types for accurate entitlement, accruals, and payroll processing. Content: Overview In Arez Operate , worker holidays are managed against the worker’s assigned employment or holiday contract type . This ensures holiday balances, requests and payments are handled consistently and in line with how each worker is engaged. The holiday setup is linked to the Recruitment Board/worker contract setup . When a worker is moved into employment and their contract type is assigned, Arez Operate automatically applies the correct holiday rule to that worker’s record. From that point onward, the Holidays section in the worker profile reflects the correct method of calculation, balance tracking and payment behaviour. This means the operations, payroll and HR teams do not need to calculate holiday entitlement manually for each worker. Instead, Arez uses the contract type to drive the correct holiday logic in the background, while still giving managers a clear view of balances, requests, accruals, and paid time off. Where to manage worker holidays You can manage holidays from: Workers → Open Worker Record → Holidays tab Within this section, managers can: View the worker’s holiday contract type See the current holiday balance and usage review accruals where relevant Submit or approve holiday requests understand how the holiday will be paid Review the holiday year position at a glance Holiday contract types in Arez Operate Arez Operate supports three holiday contract types for workers. 1) Zero-Hour Contract This is used when a worker is engaged on a zero-hours basis, and holiday pay is paid pro rata to hours worked. How it works The worker can work as many hours as available or assigned. Holiday is calculated at 12.07% of the eligible worked hours. Instead of being taken from a traditional holiday pot, the holiday value is typically paid separately . In payroll, this must appear as a separate line item rather than being absorbed into the standard pay rate. What this means in practice The worker does not receive a fixed annual bank of 28 days. Their holiday entitlement builds in line with the hours they work. Holiday pay is still due, but it is calculated proportionately. The payroll output should clearly distinguish: normal working pay holiday pay What managers will see in Arez contract type shown as Zero-Hour Contract hours worked in the holiday year 12.07% accrual value holiday pay position Any separate holiday payment entries where applicable Add screenshot here: Zero Hour Contract example in the Holidays tab. 2) Accrued Holidays This is used where a worker accrues holiday as they work , and then takes paid time off from that accrued balance. How it works As the worker completes shifts and hours, holiday entitlement is accrued. The accrued holiday can then be used when the worker takes time off. Holiday may be taken in practical payroll chunks, such as: 10-hour day 12-hour day There is no carry forward into the next holiday year under this rule. What this means in practice The worker builds up holiday over time. If they have not accrued enough holiday, managers can see this before approving leave. The balance resets at the end of the relevant holiday year, subject to company policy. This model is useful for shift-based workers whose holiday value needs to reflect actual worked time and normal shift length. What managers will see in Arez contract type shown as Accrued Holidays accrued hours or days to date available balance to take requests already approved or scheduled remaining amount before year-end clear visibility that the unused balance does not carry forward Add screenshot here: Accrued Holidays example showing accrual summary and available balance. 3) Standard PAYE (28 Days) This is used for workers who are entitled to a standard annual holiday allowance , regardless of the exact number of hours worked. How it works The worker starts with a default entitlement of 28 days' paid holiday for the holiday year. This entitlement is not directly tied to hours worked, unlike an accrued or zero-hours model. The worker can take a holiday from this balance even if they have only worked a short period, depending on company policy and how the contract has been assigned. What this means in practice The holiday entitlement is treated as a standard annual allowance. Managers can approve leave requests against the worker’s remaining balance. The system shows: total entitlement days taken scheduled leave remaining days What managers will see in Arez contract type shown as Standard PAYE (28 Days) annual entitlement loaded automatically holiday balance displayed in days and, where useful, hours clear request history and current remaining balance Add screenshot here: Standard PAYE worker holiday balance example. How Arez Operate applies the correct holiday rule The holiday rule is not selected manually every time leave is requested. Instead, it is set once through the worker’s contract setup. Process The worker is created or moved through the Recruitment Board. A worker contract type is assigned. That contract type determines the holiday method. Arez Operate automatically applies the correct holiday calculation model. The Holidays tab then reflects that rule in the worker record. This reduces admin errors and ensures the payroll, operations, and HR teams are all working from the same contract logic. Add screenshot here: Worker contract type selection or contract panel. What managers can do in the Holidays tab Depending on permissions, managers can use the Holidays tab to: View balance See the workers’: holiday contract type entitlement accrued amount taken leave scheduled leave remaining balance Review requests Track all holiday requests in one place, including: requested dates reason who approved or rejected request status Add requests Create a holiday request on behalf of a worker where needed. Check the year position Quickly understand whether the worker: still has a holiday available has used most of their balance is on track to lose unused accrued leave at year-end, where no carry forward applies Add screenshot here: Holiday request table and Add Request button. Recommended UX principles in the module The improved Worker Holidays module is designed to make holiday management easier for operations, HR and payroll teams. 1. Contract type should always be visible The worker’s holiday rule should be displayed clearly at the top of the page so that managers immediately understand how entitlement is calculated. 2. Balance should be easy to read Key figures should be shown in summary cards, such as: total entitlement taken scheduled remaining 3. Accrual details should appear only where relevant For Zero Hour and Accrued Holiday workers, accrual data should be visible. For Standard PAYE workers, the page should focus more on the annual balance and leave usage. 4. Requests should sit near the balance Managers often want to check the available balance before approving leave, so the holiday request list should be close to the main holiday summary. 5. Payroll behaviour should be clear For Zero Hour workers in particular, the system should make it clear that holiday pay is treated as a separate payroll line item . Important notes for administrators Before using the Holidays module at scale, ensure: The correct contract type has been assigned to each worker The holiday year has been configured correctly in system settings Payroll understands how each holiday type is paid managers know which holiday models allow accrual and which use a fixed balance year-end rules are understood, especially for accrued holiday with no carry forward Example use cases Example 1: Zero-Hour worker A worker completes a variable number of shifts over several weeks. Arez calculates holiday at 12.07% of worked hours, and payroll includes this as a separate holiday pay line. Example 2: Accrued holiday worker A worker builds up holiday through hours worked. They later requested two 12-hour days off. Arez checks the accrued balance and deducts the equivalent amount once approved. Example 3: Standard PAYE worker A full-time PAYE worker is assigned a 28-day holiday entitlement for the year. Their approved leave is deducted from that annual balance regardless of how many hours they worked that week. Best practice To keep holiday records accurate: Assign the correct contract type during onboarding Review holiday balances regularly approve requests against live balances Make sure payroll line items match the worker’s holiday model Avoid changing contract type mid-year unless there is a clear operational or compliance reason Summary Arez Operate simplifies worker holiday management by linking holiday behaviour directly to the worker’s contract type. Once assigned through recruitment or contract setup, the system automatically applies the correct rule for: Zero Hour Contract — 12.07% pro rata, paid as a separate line item Accrued Holidays — built up through worked hours and taken in shift-based chunks, with no carry forward Standard PAYE (28 Days) — fixed annual holiday entitlement, not directly based on hours worked This gives your HR, payroll and operations teams a single, clear way to manage holiday fairly and consistently across different worker types. ## Article 3: How to Create, Assign, and Publish a Rota Using Arez Pulse URL: https://help.arez.io/docs/how-to-create-assign-and-publish-a-rota-using-arez-pulse/ Slug: how-to-create-assign-and-publish-a-rota-using-arez-pulse Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-25T11:28:02.518Z Updated: 2026-09-09T11:56:09.466Z Tags: None Summary: Learn how to create shifts, assign workers using AI, and publish rotas in Arez Pulse. Improve scheduling efficiency with automated workforce matching and bulk shift creation. Content: How to Create, Assign, and Publish a Rota Using Arez Pulse What is Arez Pulse? Arez Pulse is an AI-powered rota creation and workforce assignment tool designed to help users create, manage, and publish schedules more efficiently. Pulse helps managers: Create shifts across multiple sites Generate rotas in bulk Automatically suggest suitable workers Match workers based on clearance status, previous experience, role, and distance Assign workers manually or using AI Publish completed schedules directly to the main rota Using Pulse reduces manual scheduling time and helps ensure shifts are assigned to the most suitable workers. Introduction Pulse allows users to create shifts in bulk, automatically assign suitable workers using AI, and publish completed schedules directly to the main rota. The rota creation process follows three stages: Create Shifts Assign Workers Publish Step 1: Open Pulse From the left-side menu, click Rota/Schedules . At the top of the page, select Pulse . Click Run Pulse Now to create a new Pulse run. Step 2: Create a New Pulse Run A new Pulse screen will open showing three stages: Create Shifts Assign Workers Publish The process starts with Create Shifts . Step 3: Configure Shift Details The Choose Site & Shift Dates modal will appear. Complete the following: Select Client Select Site Set Start Time Set End Time Choose Contract Select Role Adjust Number of Shifts Add additional dates if required You can increase shift quantities to create multiple shifts at once. After completing details, click Save & Close . Step 4: Review Created Open Shifts After saving, the created shifts appear as Open Shifts , ready for worker assignment. You will be able to view: Total shifts created Shift timings Site information Open shifts grouped by day Step 5: Assign Workers Automatically Using AI Click Auto Assign Workers . Pulse AI will: Check worker compliance Review worker suitability Match workers based on site requirements Suggest suitable workers automatically Review suggested assignments before proceeding to publish. Step 6: How to Use AI-Powered Shift Assignment Navigate to Rota and open the AI-Powered Shift Assignment modal. Select the required Role Category (e.g., Security – Hospitality Team, Security – Guarding Team, or All Roles). Choose the Worker Status from the dropdown (e.g., Fully Cleared). Use the Search Workers bar to find a specific worker by name, phone number, or email . Adjust the Distance (miles) slider to set the maximum distance for recommended workers. Review the shift details displayed, including date, time, site name, and location . Check the AI-recommended workers shown under Best matched workers for this shift . Review worker information, including: Match score Clearance status Role Hourly pay rate Rating/recommendation Click Select to assign a recommended worker to the shift. To view additional worker options, click View more workers . Repeat the process for all required shifts shown in the list. Use Auto-assign Workers to let the system automatically allocate the best-matched workers. Once all assignments are complete, click Save to confirm and apply the changes. Step 7: Publish Shifts Once workers have been assigned: Click Publish Review the shifts ready to publish Confirm the number of shifts Click Publish Shifts Published shifts will move to the Main Rota . Outcome After publishing, all created and assigned shifts will appear in the Main Rota , making them visible to users. Tips for Efficient Rota Creation ✔ Use Auto Assign Workers to speed up scheduling ✔ Use column selection to assign multiple shifts at once ✔ Review shift totals before publishing ✔ Confirm contracts and roles before saving shifts ✔ Check AI recommendations before publishing schedules Pulse enables managers to create, assign, and publish hundreds of shifts within minutes while improving workforce matching and scheduling efficiency. ## Article 4: How to Add a Worker in Arez URL: https://help.arez.io/docs/how-to-add-a-worker-in-arez/ Slug: how-to-add-a-worker-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-19T11:30:16.682Z Updated: 2026-09-09T11:55:59.359Z Tags: None Summary: Learn how to add a worker in Arez, including personal details, operational information, employment records, next of kin contacts, and workforce management settings. Content: How to Add a Worker in Arez Introduction Adding a worker in Arez allows you to manage employee information, assign shifts, monitor operational details, and maintain workforce records efficiently. Follow the steps below to create a new worker profile. Step 1: Navigate to Workers From the left-side menu , click Workers . Select All from the dropdown menu. On the Workers page, click the Add Worker button located in the top-right corner . Step 2: Enter Personal Information Fill in the worker’s basic details, including: First Name * Last Name Email Address * PIN (e.g. 107867) Phone Number Post Code Phone Number Post Code * Address Region Employment Information Category * Industry * Supplier Staff Number Ensure all mandatory fields are completed before proceeding. Step 3: Complete Operational Information Scroll down to the Operational Information section and enter: Worker Type Department Skills or Qualifications Employment Status Availability Payroll Details (if required) This information helps manage scheduling and workforce operations effectively. Step 4: Add Next of Kin Details In the Next of Kin section, provide emergency contact information: Full Name Relationship Contact Number Address Keeping this information updated ensures emergency contacts are available when needed. Step 5: Complete Additional Information Continue scrolling to the Additional Information section and enter any extra details required by your organisation. Fill in the following information: Start Date – Select the worker’s employment start date. End Date – Enter an end date if applicable (e.g., temporary contracts). Contract Hours – Specify the worker’s contracted working hours. Worker Type – Select the appropriate worker category or employment type. NI/UTR Number (Optional) – Enter the National Insurance or Unique Taxpayer Reference number if required. Nationality – Provide the worker’s nationality. Gender – Select the worker’s gender. Ethnicity – Choose the relevant ethnicity information. Employee Label – Assign a label or tag to help categorise workers. Profile Background Colour – Choose a profile colour for easier identification within the system. Transport – Add transport details if applicable. Line Manager – Assign the worker’s line manager. Team – Select the appropriate team the worker belongs to. Ensure all required information is entered accurately before proceeding. Step 6: Save the Worker Profile After reviewing all entered information: Click Add Worker . The new worker profile will be created and added to the system. Final Notes Ensure all required fields are completed before submitting. Verify contact and operational details to avoid scheduling or payroll issues. Keep worker records updated for accurate workforce management. ## Article 5: Manual Book On / Book Off – User Guide URL: https://help.arez.io/docs/manual-book-on-book-off-user-guide/ Slug: manual-book-on-book-off-user-guide Category: Operate (People Mgt.) Author: Obaid Syed Created: 2026-05-15T14:13:33.180Z Updated: 2026-09-09T11:55:50.301Z Tags: None Summary: Learn how to manually book workers on and off shifts in Arez, manage attendance exceptions, correct missing records, and maintain accurate payroll data. Content: Manual Book On / Book Off – User Guide The Manual Book On / Book Off feature allows authorised users to manually record worker attendance on a shift when the worker is unable to book on or off themselves due to technical issues or unforeseen circumstances. Who Can Access This Feature The following user roles can manually book workers on and off shifts: Admin Area Manager Service Partner When to Use Manual Book On / Off This feature should only be used when: A worker is unable to book on using the mobile app A worker forgets to book off There are technical issues preventing attendance recording An urgent correction is required for payroll or reporting purposes How to Find Shifts Missing Book On / Off Open Rota / Schedule Click the Filter icon in the top-left corner Locate the filter called: “No Book On/Off Recorded” Apply the filter The system will display shifts where either: No book on has been recorded No book off has been recorded How to Manually Book On a Worker Open the required shift from the schedule. Click the Manual Book On button. The Manual Book On option will become available once the shift start time has begun. A pop-up window will appear. The following information will automatically populate: Site Address Site Postcode You can manually update these details if required. Click Save. How to Manually Book Off a Worker Open the required shift from the schedule Click the Manual Book Off button next to the book on details A pop-up window will appear. The following information will automatically populate: Site Address Site Postcode *You can manually update these details if required. Click Save Best Practices Only use manual booking when absolutely necessary Double-check attendance times before saving Ensure postcode and address information is accurate Regularly review shifts with missing attendance records Use filters to quickly identify incomplete shifts ## Article 6: How to Copy and Paste Shifts in Arez URL: https://help.arez.io/docs/how-to-copy-and-paste-shifts-in-arez/ Slug: how-to-copy-and-paste-shifts-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-06T10:33:24.418Z Updated: 2026-09-09T11:55:41.428Z Tags: None Summary: Learn how to copy and paste shifts in Arez, duplicate schedules with or without staff assignments, and quickly create rotas across multiple dates. Content: How to Copy and Paste Shifts in Arez Overview The Copy & Paste Shift feature allows you to duplicate one or multiple shifts and paste them to another date, either with or without worker assignments. This helps reduce manual scheduling and speeds up rota creation. Step 1: Open the Rota Navigate to Rota/Schedules from the left-hand menu. The rota will open in Week View by default. You can switch between: Day View Week View Month View Locate the shifts you would like to copy. Step 2: Enable Select Mode Click the Select Mode button located in the top-right corner of the rota. Selection checkboxes will become visible throughout the rota. Step 3: Select the Shifts You can select shifts in two ways: Select an Entire Day Click the checkbox displayed at the top of a date column. This will select all shifts scheduled for that day. Select Individual Shifts Click the checkbox on individual shifts. Only the selected shifts will be included in the copy action. The number of selected shifts will be displayed at the top of the screen. Step 4: Copy the Selected Shifts Click the Action button. Select Copy Selected from the dropdown menu. The Paste Preview window will open. Step 5: Configure the Paste Options Within the Paste Preview window: Select the Paste Date Enter or select the date where you would like the copied shifts to be created. Choose a Duplication Option Without Staff Copies the shifts without assigning any workers. With Staff Assignments Copies the shifts along with their currently assigned workers. Send Shift Request (Optional) Enable the Send Shift Request toggle if you would like shift requests to be sent after the shifts are created. Step 6: Paste the Shifts Review the selected options. Click Paste Shifts . The selected shifts will be duplicated and created on the chosen date. Result The copied shifts will appear on the selected date with the same shift details as the original shifts. Depending on the duplication option chosen: Workers will either remain assigned to the copied shifts, or The copied shifts will be created as open shifts without assigned staff. ## Article 7: How to Set Up a Service Partner URL: https://help.arez.io/docs/how-to-set-up-a-service-partner/ Slug: how-to-set-up-a-service-partner Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-10T13:24:53.137Z Updated: 2026-09-09T11:55:31.945Z Tags: None Summary: Learn how to onboard a Service Partner in Arez, including company details, compliance documents, bank information, tax settings, and user account creation. Content: How to Set Up a Service Partner Overview The Service Partner feature allows you to onboard and manage subcontractors/partners within Arez. During the setup process, you can configure the partner's company information, upload required compliance documents, add bank and tax details, and create a user account for the partner. Prerequisites Before creating a Service Partner, ensure you have: Company registration details Contact information Required compliance documents (e.g., Insurance Cover, Public Liability Insurance, ISO Certifications) Bank account details User account details for the partner administrator Step 1: Navigate to Service Partners From the left-hand menu, click Service Partners . On the Service Partners page, click Add New Partner . Purpose: This option allows you to onboard a new service partner into the system. Step 2: Complete Partner Information The Partner Information tab will open. Fill in the required information, including: Company Registered Name Trade Name Email Address Job Email Phone Number Industry Number of Employees Company Registration Number Website (Optional) Country Postcode Full Address You can also upload the partner logo and select a company colour if required. Once all required fields have been completed, click Save & Next . Step 3: Upload Partner Documents The Partner Documents tab allows you to upload compliance and certification documents. Examples include: Public Liability Insurance Employers’ Liability Insurance Health and Safety Policy Additional compliance documents configured by your organisation For each document: Review the document requirement. Upload the relevant file. Enter any required expiry dates or supporting information. Once all required documents have been uploaded, click Save & Next . Important: Ensure that all mandatory documents are uploaded and are valid before proceeding. Step 4: Enter Bank & Tax Details The Bank / Tax Details tab allows you to record the partner's payment information. Complete the following fields as applicable: Country Unique Tax Reference (UTR) VAT Registration Status Bank Name Account Name Sort Code Account Number Account Reference After completing the details, click Save & Next . Important: Verify all banking information carefully to ensure payments can be processed correctly. Step 5: Create a User Account The final step is to create a login account for the Service Partner. Complete the following: Name Phone Number Email Address Username Password Optional: Tick Send email with login credentials to user if you would like the system to send the account details automatically. Click Create User to complete the setup. If you do not wish to create a user account at this stage, click Skip . Completion Once all steps have been completed successfully, the Service Partner will be added to the Service Partners list and can begin receiving assignments, managing workers, and interacting with the platform according to their permissions. Notes Ensure all required compliance documents remain valid and up to date. User accounts can be created later if required. Service Partner information can be edited after creation if changes are needed. Always verify bank and tax details before saving. ## Article 8: How to Upload Multiple Sites for an Existing Client Using Bulk Upload URL: https://help.arez.io/docs/how-to-upload-multiple-sites-for-an-existing-client-using-bulk-upload/ Slug: how-to-upload-multiple-sites-for-an-existing-client-using-bulk-upload Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-09T08:32:45.943Z Updated: 2026-09-09T11:55:23.192Z Tags: None Summary: Learn how to bulk upload multiple sites for an existing client in Arez using the Excel template, validate site data, resolve conflicts, and create sites in one upload. Content: How to Upload Multiple Sites for an Existing Client Using Bulk Upload Overview The Bulk Upload feature allows administrators to create multiple sites for an existing client in a single upload, eliminating the need to add each site manually. This feature is particularly useful when onboarding new clients with multiple locations or when adding a large number of sites at once. Using the provided Excel template, you can enter all required site information and upload the file directly into the system. Once validated, the sites will be created automatically. Step 1: Navigate to Sites & Groups From the left-hand menu, expand Clients & Sites and select Sites & Groups . Once the Sites & Groups page opens, click the Import button located in the top-right corner of the screen. Purpose: This option allows you to upload multiple sites for an existing client using the bulk upload feature. Step 2: Download and Complete the Sample Excel File After clicking Import , the Site Bulk Upload page will open. Select the client you want to add sites to from the Select Client dropdown. Click the Sample excel file link located below the upload area. Open the downloaded file and enter the details for all sites you wish to upload. Important: The bulk upload file must follow the exact format provided in the sample file. Each column contains specific information required by the system, such as Site Code, Site Name, Address, Contact Details, Site Type, Region, and other site-related data. ⚠️ Please ensure that all information is entered in the same format as the sample file. If any data is missing, incorrectly formatted, or entered in the wrong column, the file validation will fail and the upload will not be processed successfully. Step 3: Upload the Completed File and Import the Sites Once you have completed the Excel template with all site information, return to the Site Bulk Upload page. Click the Upload Area and select the completed Excel file from your computer. Browse to the location where the file is saved and select the file. Click Open to upload the file into the system. After the file has been uploaded successfully, the filename will appear in the upload area. Click the Load Data button to validate and process the file. The system will then read the file and display a preview of all site records contained within it. During this stage, the system will also identify any validation issues or conflicting records. The preview screen displays: Loaded Sites Conflicted Sites (if any) Site Details Address Information Contact Information Region Information Managing Director Information Validation Status Important: ⚠️ If any conflicts or validation errors are found, review and correct the information in the Excel file before proceeding. ⚠️ Ensure all required records are selected before continuing with the upload. Review the loaded site records. Once you are satisfied that the information is correct, click the Upload Data button. After the upload completes successfully, all sites contained within the Excel file will be created and assigned to the selected client. Result: The new sites are added to the client and become available within Clients & Sites → Sites & Groups . ## Article 9: How to Add a System User in Arez URL: https://help.arez.io/docs/how-to-add-a-system-user-in-arez/ Slug: how-to-add-a-system-user-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-10T11:04:11.632Z Updated: 2026-09-09T11:55:11.916Z Tags: None Summary: Learn how to add a new system user in Arez, assign roles, enter user details, manage permissions, and send login credentials directly by email. Content: How to Add a User in Arez Step 1: Navigate to Management Console Open the Management Console from the left-side menu. From there, you can either: Click on User Management under the Workforce & Compliance section, or Click on the “Add User” button located at the top-right corner. Both options will take you to the User Management page shown below. Step 2: Add New System User Click on the “+ New System User” button located at the top-right corner of the page. A pop-up window will appear where you need to enter the user details such as: First Name Last Name Username Email Address Department Phone Number Password User Role Profile Picture (optional) You can also tick the checkbox “Send email to user with username/password” if you want the login credentials to be emailed directly to the user. Once all the required details have been added, click on the “Create” button to create the new user account. ## Article 10: Add a Worker Rota as a Supplier/Service Partner URL: https://help.arez.io/docs/add-a-worker-rota-as-a-supplierservice-partner/ Slug: add-a-worker-rota-as-a-supplierservice-partner Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-08-03T13:53:37.725Z Updated: 2026-09-09T11:54:44.997Z Tags: None Content: Add a Worker Rota as a Supplier/Service Partner Create and manage worker shifts from the Main Rota or directly from an individual Worker's Profile. Overview As a Supplier/Service Partner, you can assign shifts to workers in two different ways: Main Rota – Create shifts for any worker from the main rota view. Worker Profile – Create shifts directly from an individual worker's rota. Any shift created using either method is automatically displayed in both the Main Rota and the selected Worker's Rota . Navigation Main Rota Left Menu → Rota/Schedules Worker Profile Rota Left Menu → Select Industry → Select Worker → Rota tab Method 1: Add a Shift from the Main Rota Step 1: Open the Main Rota From the left navigation menu, click Rota/Schedules . The Main Rota opens displaying the current week by default. You can switch between Day , Week , and Month views using the view selector in the top-right corner. Step 2: Create a New Shift Click the + Shift button in the top-right corner. The Add Shift window will open. Step 3: Complete the Shift Details Enter all the required information, including: Client Site Worker Contract Role Patrol (if applicable) Shift Date(s) Start Time End Time Check Call settings Click Add Date to select one or multiple shift dates. Highlight: Client Site Worker Contract Role Add Date Shift Time Save button Step 4: Add Additional Information (Optional) Expand the Additional Information section to add: Internal Notes Pay Rate Shift Notes These fields are optional and can be completed if required. Step 5: Save the Shift After completing all required fields, click Save . The shift will immediately appear: In the Main Rota In the selected Worker's Profile Rota Method 2: Add a Shift from a Worker's Profile Step 1: Open the Worker From the left navigation menu: Select the required Industry . Choose the worker whose rota you want to manage. For example: Hospitality Professionals → Worker A Click the worker to open their profile. Step 2: Open the Rota Tab Inside the worker profile, click the Rota tab. The worker's monthly rota will be displayed. Step 3: Select the Shift Dates Select one or more dates where you want to create shifts. For example: 28 August 29 August After selecting the dates, click the + Shift button. Step 4: Complete the Shift Details The Add Shift window will open. Complete all the required information including: Client Site Contract Role Shift Time Additional Information (if required) Click Save . Step 5: Shift Successfully Added Once saved, the new shift will appear: In the selected worker's rota. In the Main Rota. The shift is now assigned to the worker and can be managed from either location. ## Article 11: How to Add a Worker as a Supplier/Service Partner URL: https://help.arez.io/docs/how-to-add-a-worker-as-a-supplierservice-partner/ Slug: how-to-add-a-worker-as-a-supplierservice-partner Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-08-01T12:16:29.753Z Updated: 2026-09-09T11:54:37.184Z Tags: None Summary: Add a worker as a supplier or service partner in Arez by linking them to the appropriate organisation, enabling seamless workforce management and job allocation. Content: How to Add a Worker as a Supplier/Service Partner Overview The Add a Worker feature allows Service Partners to register workers in Arez either by sending a secure Worker Signup invitation link or by manually creating a worker profile. The signup link enables workers to complete their own registration, while the manual option allows Service Partners to enter the worker's details directly into the system. Once added, the worker will appear in the selected industry and can proceed through the onboarding and compliance process. Step 1: Generate a Worker Signup Link Click the Worker Signup button in the top-right corner. Step 2: Share the Signup Link After clicking Worker Signup , an invitation link is automatically generated and copied to your clipboard. Send this link to the worker and ask them to complete their registration by opening the link. Step 3: Create an Invitation Link You can also create a worker invitation link manually. Click the Invitation Link icon in the top-right corner. Select the required Category . Choose the appropriate Industry . Click Create . A signup link will be generated, which you can send to the worker. Step 4: Worker Registration When the worker opens the invitation link, they will be asked to complete their registration by providing the required information, including: Industry First Name Last Name Email Address Phone Number Postcode Address After completing the form, the worker should click Create Account to begin the onboarding process. Manually Add a Worker If you prefer, you can also add a worker manually from the Supplier Portal. Step 1: Open the Industry From the left-hand navigation menu, select the industry where you want to add the worker. For example, to add a worker under Security Services : Click Security Services . Select All to view the workers list. Step 2: Add a Worker From the Workers page, click the + Add Worker button in the top-right corner. Step 3: Complete Worker Information Complete all the required worker information, including: Profile Photo (optional) First Name Last Name Email Address PIN Phone Number Postcode Address Region Category Industry Supplier Staff Number Pay Rate Share Code Date of Birth Recruitment Status Area Manager You can also expand and complete the following optional sections if required: Operational Information Next of Kin Information Additional Information Step 4: Save the Worker After entering all the required information, click Add Worker at the bottom of the form. The worker will be added to the selected industry's workers list and will be available for onboarding and compliance. ## Article 12: How to Book On and Book Off Using the Arez App URL: https://help.arez.io/docs/how-to-book-on-and-book-off-using-the-arez-app/ Slug: how-to-book-on-and-book-off-using-the-arez-app Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-22T08:52:36.784Z Updated: 2026-09-09T11:54:27.316Z Tags: None Summary: Use the Book On and Book Off features in the Arez app to record attendance, capture working hours, and keep shift records up to date. Content: How to Book On and Book Off Using the Arez App This guide explains how to book on at the start of your shift and book off at the end of your shift using the Arez Worker App. Step 1: Open the Arez App Open the Arez App on your mobile device. If this is your first time using the app, enter the Activation Code provided by your employer and tap Sign In . Step 2: View Your Assigned Jobs After signing in, navigate to the My Jobs section from the bottom menu. Here you will see all your upcoming and assigned shifts. Step 3: Select the Job Tap on the job you want to work. This will open the Job Details page where you can view the site address, shift information, and booking options. Step 4: Book On Once you have arrived at the site, tap the Book On Shift button. Important: You must be at the correct site location before booking on. Step 5: Take a Selfie The app will open the camera screen. Position your face in the centre of the frame and ensure your photo is clear and well-lit. Tap the camera button to capture your selfie. Tip: Make sure your entire face is visible and not covered by hats, masks, or poor lighting. Step 6: Confirm Your Book On After capturing your selfie, the app will display your job location and check-in time . Review the details to ensure they are correct, then swipe the confirmation slider to complete your book on. Once you have swiped the button, your book on will be recorded successfully and your attendance will be logged against the shift. You can now continue with your shift and complete any required site activities, forms, patrols, or progress updates. Step 7: Book Off When your shift has finished, open the active shift screen and tap Site Book Off . Step 8: Take a Selfie to Book Off Capture another clear selfie when prompted. Ensure your face is clearly visible and centred within the frame. Step 9: Book Off Successfully Recorded Once completed, your book-off will be recorded successfully and your shift will be marked as completed. You have now successfully booked on and booked off using the Arez Worker App. Important Notes Ensure Location Services (GPS) are enabled on your device. You must be within the permitted site location to book on and book off. Make sure you have an active internet connection. Always take a clear selfie to avoid booking failures. If you experience any issues, contact your supervisor or the Arez Support Team. ## Article 13: How to Complete Veriff Identity Verification URL: https://help.arez.io/docs/how-to-complete-veriff-identity-verification/ Slug: how-to-complete-veriff-identity-verification Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-08T08:55:44.187Z Updated: 2026-09-09T11:54:19.526Z Tags: None Summary: Learn how to send and complete a Veriff identity verification check in Arez, including document capture, selfie verification, and reviewing approved results in worker profiles. Content: How to Complete Veriff Identity Verification This guide explains how to create and send a Veriff verification link to a worker, and how the worker completes the identity verification process. Administrator Actions (Steps 1-2-8): The first two steps are completed by an administrator, who generates and sends the Veriff verification link to the worker. Worker Actions (Steps 3-7): Once the worker receives the verification email, they must complete the remaining steps by providing their identity document, taking a selfie, and submitting the verification request through Veriff. Step 1: Open the Worker Profile Navigate to Worker Profile . Open the ID & Credit tab. Click Create Veriff Link . Step 2: Generate the Verification Link Click Create Link . Once the link is generated, click Mail to send the verification link to the worker's registered email address. Step 3: Worker Receives the Verification Email The worker will receive an email titled Identity Verification Check . Open the email. Click the Start Verification button. Step 4: Capture the Front Side of the Document Position the document inside the frame. Ensure all details are clearly visible. Take a photo of the front side of the document. Accepted Documents Passport Driving Licence National ID Card Step 5: Capture the Back Side of the Document Turn the document over. Position it within the frame. Take a photo of the back side of the document. Step 6: Take a Selfie Position your face within the oval frame. Ensure your face is clearly visible and well-lit. Take a selfie when prompted. Step 7: Verification Submitted Successfully Once the submission is completed, the worker will see a confirmation message indicating that the verification data has been successfully submitted. Step 8: Review Verification Results in the Worker Profile Once the worker has successfully completed the identity verification process and the verification has been approved, administrators can view the results in the worker's profile. Navigate to Worker Profile . Open the ID & Credit tab. Locate the Veriff ID Check section. Review the verification status and submitted information. The following details will be available: Verification Status (e.g., Approved ) Verification Date Worker's Name Date of Birth Nationality (if provided) Verification Decision Time Selfie (Portrait Image) Document Front Image Document Back Image Result The worker's identity verification is now complete, and the verification record is stored within the worker profile for future reference and compliance checks. ## Article 14: How to Create a Site in AREZ URL: https://help.arez.io/docs/how-to-create-a-site-in-arez/ Slug: how-to-create-a-site-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-06T15:54:39.345Z Updated: 2026-09-09T11:54:00.258Z Tags: None Summary: Learn how to create a new site in Arez, including site details, client assignment, address information, management settings, and additional site configuration options. Content: AREZ Site Creation Help Guide Step 1 – Navigate to Sites & Groups From the left-hand menu, navigate to Clients & Sites . Click on Sites & Groups from the submenu. The Sites & Groups page will open, displaying all existing sites. To create a new site, click the + Site button located at the top-right corner of the screen. Note: Ensure the correct client is selected before creating a site. Step 2 – Enter Site Details After clicking the + Site button, the Add Site window will appear. Fill in the required site information, including: Site Name – Enter the name of the site. Client – Select the relevant client from the dropdown list. Area Manager Name – Enter the responsible manager’s name (if applicable). Store Code / Site Number – Add the store code or site reference number. Post Code – Enter the site postcode and click the search icon to locate the address. Phone – Enter the site contact number. Site Address – Enter the full site address. Email – Enter the site email address. City – Enter the city name. Color – Select a colour identifier for the site if required. Check Calls – Enable or disable check calls depending on site requirements. Additional Information Section Expand the Additional Information section to configure further site details, including: Site Region – Select the relevant site region. Area Manager – Assign the area manager for the site. Managing Director – Enter the managing director’s name if required. Latitude & Longitude – Verify or update the site coordinates. Refresh – Use the refresh option to update the location coordinates if needed. Comments Section Use the Comment field to add any internal notes or additional information related to the site setup. Important: Fields marked with an asterisk (*) are mandatory and must be completed before saving the site. Once all details have been entered, click Save & Close to create the site successfully. ## Article 15: Add Job Costs(Service partner view) URL: https://help.arez.io/docs/add-job-cost-sservice-partner-view/ Slug: add-job-cost-sservice-partner-view Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T13:08:50.113Z Updated: 2026-09-09T11:53:39.486Z Tags: None Summary: Learn how service partners can add labour, material, travel, and other job costs in Arez, and how administrators review, approve, reject, or invoice submitted costs. Content: This article explains how a service partner can add costs to a job in Arez from the service partner portal. Use this guide when you need to record labour, materials, travel, or other charges against a Job you have been assigned. How to submit Job costs in Arez Log in to Arez and click on Reactive Jobs. You will see all jobs assigned to you. Open the job you want to add costs to. Once the job is open, you can view the full job details. From here, click on the Costs tab to add costs. Now select the type of cost you want to add, enter the required details, review the total cost. The costs have now been added and submitted for approval. An admin can view the cost request and take the appropriate action . We can now log in via the admin view to review and approve the cost. After logging in, open the same job and click on the Costs tab, the cost status is now Submitted . Open the cost request to review it and take the required action. Once the cost request is opened, the admin can review the complete cost breakdown, including quantities, unit costs, uplift, VAT, and total sell value. Based on the review, the admin can load the cost , generate an invoice , approve , or reject the cost request. Once an action is taken, the relevant status is updated and reflected to the service partner. Summary This article explains how to add and approve costs in Arez. Service partners add costs to a job by selecting the cost type, entering the required details, and submitting them for approval. The costs are then reviewed by an admin, who accesses the same job via the admin view, checks the full cost breakdown, and takes action by approving, rejecting, loading the cost, or generating an invoice. Once an action is taken, the updated status is reflected to the service partner, completing the cost management process in Arez. ## Article 16: Engineer Workflow on Mobile URL: https://help.arez.io/docs/engineer-workflow-on-mobile/ Slug: engineer-workflow-on-mobile Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T10:35:56.257Z Updated: 2026-09-09T11:53:28.645Z Tags: None Summary: Learn how to manage site attendance using the Arez mobile app—from starting shifts to recording progress and completing jobs. Follow this step-by-step engineer workflow guide for accurate tracking and efficient field operations. Content: Site attendance in Arez is simple when logged correctly. Following these steps ensures shifts are booked, work is recorded, and jobs are completed without confusion or rework. When to use the Arez mobile app for site attendance Use the app whenever you need to log your shift or attendance at a client site. This includes: Starting a new shift Recording progress or incidents during a shift Ending a shift once work is complete Getting started Download the Arez app from the Google Play Store or Apple App Store. Open the app and allow all permissions so features such as selfies, photos, and location tracking work correctly. Log in using your activation code. From the home screen, tap My Jobs. Do not use Site Book On/Off from the home screen. Starting a shift Select your assigned shift from the list and review the job details, including date, time, and site location. When you arrive on site, open the job and tap Site Book On. You will be asked to take a selfie to confirm attendance. During the shift While booked on, you can: Add progress updates Report incidents or issues Capture photos or notes relevant to the job Keeping updates clear ensures the office team knows exactly what is happening without extra calls. Completing a shift When your shift is finished, open the same job and tap Site Book Off. You will be asked to take another selfie to confirm the end of your shift. Once done, your shift is successfully closed and all information is securely stored in the system. Best practice tips Always review job details before booking on Take selfies at both the start and end of your shift Use the app to record all updates, incidents, or notes Ensure attachments or photos are added where needed to reduce follow-up questions Following this workflow makes your attendance clear, traceable, and ensures jobs run smoothly from start to finish. ## Article 17: Work Assignment Rule URL: https://help.arez.io/docs/work-assignment-rule/ Slug: work-assignment-rule Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-08-31T09:29:32.219Z Updated: 2026-09-09T11:53:05.025Z Tags: None Summary: Learn how to configure Work Assignment Rules for clients and sites in Arez to suggest or auto-assign workers and suppliers for Reactive and PPM jobs. Content: Work Assignment Rules are used to define which worker or supplier should be assigned to a job based on the selected client, site, job type, job category, and service type. These rules can be configured at both Client and Site level. Once the required rule details are added, the system uses them to suggest or assign the correct resource for Reactive and PPM work. Where to Configure Work Assignment Rules Work Assignment Rules can be managed from: Client Profile Site Profile The Work-Assignment Rules tab is available within the Site/Client profile. This allows users to create rules that apply specifically to that site or client. How Work Assignment Rules Work When a job is created, the system checks the configured rules and matches the job details with the rule conditions. The rules are based on: Resource type (Worker/Supplier) Job type (PPM/Reactive) Job category Service type Preferred worker or supplier Fallback worker or supplier Assignment mode Status If the job matches the rule, the system will assign or suggest the selected resource according to the assignment mode. Preferred Resource The preferred resource is the main worker or supplier selected for the rule. If the job matches the rule, this resource will be used for assignment or suggestion. Job Type The rule can be created for: Reactive Used for ad-hoc or on-demand work, such as faults, repairs, and urgent issues. PPM Used for planned preventative maintenance work. Job Category and Service Type The Job Category and Service Type help the system decide when the rule should apply. If a rule is created for a specific category and service type, it will only apply to jobs matching those details. If category or service type is left blank, the rule can apply more generally, depending on the configuration. Fallback Resource The fallback resource is used when the preferred worker or supplier is not available or cannot be assigned. This helps ensure the job can still be reviewed or assigned without delay. Rule Status Each rule can be marked as Active or inactive. Only active rules are used by the system for assignment or suggestion. Assignment Mode Assignment Mode controls how the system applies a Work Assignment Rule. Auto-assign if available The system automatically assigns the preferred worker or supplier within 5 minutes of job creation, provided they are available and the job matches the rule. Suggest Only The system does not assign the job automatically. It only shows the preferred and fallback worker or supplier as suggestions at the top of the assignment screen. The planner can then manually select the suitable resource. If no suggested resource is selected and an Auto-assign rule exists for the same site or client with matching rules, the system will assign the worker or supplier based on that rule within 5 minutes of job creation. Creating a Work Assignment Rule To create a new rule: Open the required Client Profile or Site Profile. Go to the Work Assignment Rules tab. Click Add New Rule. Select the Resource Type: Supplier Worker Select the Job Type: Reactive PPM Select the Job Category. Select the Service Type. Select the preferred Worker or Supplier. Select a Fallback Worker or Fallback Supplier, if required. Select the Assignment Mode. Set the rule status as Active. Click Save Rule. Notes Work Assignment Rules can be configured for both Sites and Clients. However, if rules are added at both levels, the Site-level rule will take priority. If a rule is configured only at the Client level, it will automatically apply to the client’s sites where no Site-level rule exists.. ## Article 18: Adding Notes and Attachments to Jobs, Quotes & RFQs URL: https://help.arez.io/docs/adding-notes-and-attachments-to-jobs-quotes-rfqs/ Slug: adding-notes-and-attachments-to-jobs-quotes-rfqs Category: Arez - FieldIQ (CAFM) Author: umair@arez.io Created: 2026-08-26T09:16:22.077Z Updated: 2026-09-09T11:52:33.714Z Tags: None Summary: Learn how to add notes and attachments to Jobs, Quotes and RFQs in Arez FieldIQ and control visibility for clients, suppliers and internal teams. Content: Adding Notes and Attachments to Jobs, Quotes & RFQs Add notes and attachments to Jobs, Quotes and RFQs, and control exactly who can see them. Quick guide Choose Public for the client, Supplier for the assigned supplier and their workers, or Private · Internal only for your own back-office team. Add a note or attachment 1. Open the required Job, Quote or RFQ in Arez FieldIQ. 2. Go to the Notes area. 3. Enter your note and add an attachment if required. 4. Choose the visibility: Public, Supplier, or Private · Internal only. 5. Save the note. Its visibility label remains visible so it is always clear who can see it. Choose who can see the note Visibility Who can see it Best used for Public Back office + client/customer Information the client should see. Supplier Back office + supplier users/workers Instructions or updates for the assigned supplier. Private · Internal only Back-office team only Internal discussion or information. Important: Supplier visibility is separate from Public visibility. A Supplier note is not automatically shown to the client, and a Private note remains internal. How visibility appears in Arez The current visibility is displayed on each note. Open the note menu to change it when required. The three visibility levels Public — Client/customer users can see the note. Supplier — The assigned supplier users and workers can see the note. Private · Internal only — Only your internal back-office team can see the note. Good to know The same visibility model is used across Jobs, Quotes and RFQs. What a user can select or see is still controlled by their permissions and the access enabled for that area. Notes on Quotes and RFQs Quotes and RFQs use the same Notes & Comments experience as Jobs. You can add a note or attachment, see its current visibility, and change that visibility from the note menu. Use the same simple rule: Public for the client/customer, Supplier for supplier users or workers where supplier access is enabled, and Private · Internal only for your back-office team. What suppliers can see Where a Job, Quote or RFQ is shared with a supplier, the supplier only sees notes specifically set to Supplier visibility and only where supplier access is enabled for that area. They do not automatically see Public or Private notes. A simple rule to remember Client? Public • Supplier? Supplier • Your team only? Private Attachments: attachments added to a note follow that note’s visibility. Check the visibility before saving restricted information. ## Article 19: Quotes Status – User Guide URL: https://help.arez.io/docs/quotes-status-user-guide/ Slug: quotes-status-user-guide Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-08-24T07:23:14.707Z Updated: 2026-09-09T11:52:23.464Z Tags: None Summary: Learn about the different quotation statuses in Arez and understand how each status helps track and manage quotations throughout their lifecycle. Content: Quotation Status The Quotation Status provides a clear view of quotations at each stage of the process. Quotations are organised into separate status tabs for easy tracking and management. The All tab provides a combined view of quotations currently marked as Acknowledged, Outstanding, or Acknowledgement Pending, displaying them together in one table for easier tracking. The available quotation statuses are listed below. Outstanding Acknowledgement Pending Acknowledged Submitted Sent For Revision Accepted Sent (To Client) Rejected Cancelled Expired Combined Consolidated Details of status are provided in the following sections Outstanding Quotes that are created but not yet sent or assigned to supplier Acknowledgement Pending The quotation has been shared and assigned to supplier awaiting their acknowledgment. Acknowledged The quotation has been received and acknowledged by the supplier. Further review or action required. Submitted Costs has been added and the quote is submitted for review. Sent For Revision Quotes that are sent back to supplier to revise the costs. Accepted The quote has been approved and accepted by admin or client. Sent (To Client) Quote has been sent to client for review. Rejected The quotation has been rejected. Cancelled The quotation has been cancelled and is no longer active. Expired The quotation has been expired and is no longer active. Combined Quotes created by combining multiple quotes. Consolidated Quotes that are included in a combined quote. ## Article 20: Export Governance URL: https://help.arez.io/docs/export-governance/ Slug: export-governance Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-08-20T07:07:40.430Z Updated: 2026-09-09T11:52:13.710Z Tags: None Summary: Manage and secure data exports with Arez Export Governance. Verify export access, monitor activity, maintain audit trails, and protect company data from unauthorised exports. Content: This feature makes data exports safer and easier to manage. It keeps a record of exports, verifies users before allowing access, and helps prevent unauthorised data exports. Once verified, users can continue exporting for a set period without needing to verify each time. How does it work? By default, the Export option will be locked. When you need to export data: Go to Management Console > Export Governance. Request a verification code. The code will be sent to your registered email address. Enter the code in Export Governance to unlock exporting. Once verified, you can export data across the system for 24 hours without verifying again. After 24 hours, the Export option will be locked, and you’ll need to verify again. All export activity will be recorded in Export Governance, creating a clear audit history. This keeps company data protected while allowing authorised users to export data easily when needed. ## Article 21: How to Put a Job on Hold URL: https://help.arez.io/docs/how-to-put-a-job-on-hold/ Slug: how-to-put-a-job-on-hold Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-08-03T11:01:50.442Z Updated: 2026-09-09T11:51:59.969Z Tags: None Summary: Learn how to place a reactive job on hold in Arez, select and record the reason, and resume the job when the issue is resolved. Content: Search for the job that you want to place on hold. Click the Pause-On Hold button from the job actions. In the On Hold Reason window, select the appropriate reason from the dropdown list. Review the selected reason to ensure it accurately reflects why the job is being paused. Click Confirm to apply the change. The job status will be updated to On Hold . The selected reason will be recorded against the job and displayed as the reason for the on-hold status. Once the issue preventing progress has been resolved, the job can be resumed and moved back into the appropriate workflow stage. ## Article 22: Sales Pipeline (CRM) – User Guide URL: https://help.arez.io/docs/sales-pipeline-crm-user-guide/ Slug: sales-pipeline-crm-user-guide Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-08-03T09:29:36.138Z Updated: 2026-09-09T11:51:50.035Z Tags: None Summary: Learn how to use the Arez Sales Pipeline (CRM) to manage leads, track opportunities, create quotes, record activities, communicate with prospects, and progress qualified leads through the sales process. Content: The Sales Pipeline (CRM) module helps users manage leads from initial enquiry through to qualification and conversion. It provides a clear visual board showing the status of each lead and offers tools for communication, activity tracking, quoting, and lead management. Lead Statuses The Sales Pipeline is organised into the following statuses: New Lead A newly created lead that has not yet been contacted. Attempted Contact An attempt has been made to contact the lead, but communication has not yet been established. Contacted Communication has been established with the lead. Qualified The lead has been qualified as a potential customer and is ready to progress to the next stage. Hold Lead The lead has been placed on hold and is not currently being progressed. Creating a New Lead Users can create a lead directly from the Sales Pipeline board. Step 1 – Add a New Lead Navigate to Sales Pipeline Locate the New Lead column Click the + icon Step 2 – Enter Lead Information Enter the available lead details. Step 3 – Save or Use AI Users have two options: Save Creates the lead using the information entered. Fill with AI The AI assistant will automatically: Generate a lead title Populate opportunity details Identify the location Extract relevant information from the provided text Generate an estimated lead value This helps reduce manual data entry and improves lead consistency. Receiving Leads from External Sources The Sales Pipeline can also receive leads through: Integration with your company website A dedicated landing page provided by Arez Customers can submit enquiries directly, which are then added to the Sales Pipeline as new leads. Viewing a Lead To view a lead: Open the Sales Pipeline Click on the required lead card The lead record will open, providing access to all lead information and activity. Lead Information Panel The right-hand side of the lead page contains key lead information. Users can view and edit: Lead By Information about who created or owns the lead. Opportunity Details Information regarding the opportunity, requirements, and estimated value. Client & Contact Information Customer and contact details associated with the lead. Attachments Files and supporting documents related to the opportunity. Lead Management Area The main section of the page provides tools for managing the lead. Current Status & Dropdown Displays the current lead status and allows users to update the lead status as it progresses through the sales process. Action Buttons Users can perform several actions directly from the lead record. Email Send an email to the customer directly from the lead. Close Lead Close the lead when it is no longer active. + Add Add additional information and activities, including: Schedule a Meeting Log a Meeting Add a Call Summary Add a Note Create a New Quote Activities Section The Activities section provides a complete history of lead activity. Users can view: Notes Progress updates Communications Meetings Call summaries Other lead-related activity This provides a complete record of engagement with the prospect. Quotes Section The Quotes section displays all quotations associated with the lead. Users can: Create new quotes for qualified leads View quotes Track quote progress Review quotation history Approved quotes can be used by an Admin to create jobs within the system. Logs Section The Logs section contains a full audit trail of activity performed on the lead. This includes: Status changes Updates User actions System-generated activity Progressing a Qualified Lead As the sales process progresses, users can update the lead status accordingly. Once a lead reaches Qualified status: A quote can be raised against the lead The quote will appear in the Quotes module An Admin can review and approve the quote Once approved, a job can be raised directly from the quote The customer can then be added as a client within the system if required This process ensures that all opportunities follow the correct sales and approval workflow before progressing to operational delivery. Contacts Management The Contacts section within the Sales Pipeline stores customer information collected during the sales process. This allows users to: Maintain customer records Access contact details Manage ongoing relationships Reuse customer information for future opportunities Best Practices Keep lead information up to date Log all customer interactions and meetings Use AI to speed up lead creation Update statuses promptly to maintain pipeline visibility Attach relevant documents and communications Regularly review qualified and held leads Use quotes and activities to maintain a complete sales history The Sales Pipeline provides a complete view of your sales opportunities, helping teams track progress, manage customer communications, and convert leads into active clients and jobs. This reflects the actual workflow: Lead → Qualified → Quote Raised → Quote Approved → Job Raised . ## Article 23: Exporting Job Information – User Guide URL: https://help.arez.io/docs/exporting-job-information-user-guide/ Slug: exporting-job-information-user-guide Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-05-19T08:31:27.599Z Updated: 2026-09-09T11:51:34.843Z Tags: None Summary: Learn how to export job data from Arez, filter by status and date range, analyse operational performance, review subcontractor allocation, and create detailed reports. Content: Steps to Export Jobs Navigate to the required Jobs section Open the relevant status tab Click the Export button Select the required date range in the pop-up window Confirm the export The system will then generate and download the export file. Important Notes About Date Filtering The export date range filter is based on the job creation date , not the scheduled visit date. This means: Jobs are included based on when they were created in the system Additional filtering or sorting may be required after export depending on the information needed Information Included in the Export File The exported file includes the following columns: Column Description Job No Unique job reference number Date Logged Date the job was created Description Job description/details Client Client associated with the job Fixed Price Indicates whether the job is fixed price Pay Rate Worker/service partner pay rate Charge Rate Client charge rate Cost Approved Indicates whether costs have been approved Site Name Name of the site Site Address Site address Site Number Site reference number Site Area Site area/location grouping Site Region Site region Manager Assigned manager Sub Contractor Assigned subcontractor/service partner Job Status Current job status Job Category Category of the job Service Type Type of service being delivered Service Code Service reference code Priority Job priority level Visits Number of visits associated with the job Using the Exported File After downloading the file, you can: Filter jobs by status Sort by dates Review subcontractor allocation Analyse operational performance Prepare reports for clients or internal teams Best Practices Export jobs by individual status for focused reporting Use Excel filters after export for deeper analysis Review Active and Inactive jobs separately where required Use the All tab for a complete overview of Active jobs ## Article 24: Job Statuses – User Guide URL: https://help.arez.io/docs/job-statuses-user-guide/ Slug: job-statuses-user-guide Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-05-19T08:25:13.158Z Updated: 2026-09-09T11:51:21.851Z Tags: None Summary: Learn about job statuses in Arez.io, including Active and Inactive job types, workflow stages, scheduling progress, invoicing statuses, and job lifecycle management. Content: Job Types Jobs are grouped into: Active Jobs Inactive Jobs There is also an All tab which displays all Active job statuses together. Active Job Statuses New A new job has been created. No service partner or worker assigned No visit scheduled Assigned The job has been assigned to a worker or service partner. No visit scheduled yet Visit Scheduled A visit has been scheduled. No worker assigned to the visit In Progress A worker has been assigned to the visit. Attended The worker has attended the visit and booked on/off site. On Hold The job is currently on hold pending review. Sign-off Pending The service partner and/or worker has marked the work as completed and it is awaiting admin review. Rejected The service partner or worker has rejected the job and it requires reassignment. Finance Hold The accounts or finance team has placed the job on hold to review costs and invoices after work completion. Inactive Job Statuses Work Completed The admin has reviewed the work and marked the job as completed. Partner Invoice Raised The work is complete and the service partner invoice has been raised, awaiting payment. Client Invoice Raised The work is complete and the client invoice has been raised, awaiting client payment. Cancelled The job has been cancelled. Closed (Invoiced) The work has been completed and all invoices have been paid. All Tab The All tab displays all jobs currently within Active statuses in a single view. ## Article 25: Assets Bulk Import – User Guide URL: https://help.arez.io/docs/assets-bulk-import-user-guide/ Slug: assets-bulk-import-user-guide Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-03-26T09:17:19.218Z Updated: 2026-09-09T11:51:11.282Z Tags: None Summary: Learn how to bulk import assets in CAFM software using Excel. Streamline asset management, improve data accuracy, and save time with Arez’s bulk upload feature. Content: Introduction The Assets Bulk Import feature allows you to upload multiple assets at once using a structured Excel file. This helps save time and ensures consistency when adding large volumes of asset data across sites. Accessing the Bulk Import Feature 1. Navigate to PPM from the main menu. 2. Click on PPM Items. 3. Select Bulk Import. 4. You will be redirected to the Assets Bulk Uploader page. Downloading and Preparing the Template 1. Download the sample Excel file from the Assets Bulk Uploader page. 2. Open the file and enter your asset data following the provided format. Mandatory Fields Asset Name Asset Type Client Name Site Name Site Postcode Optional Fields Description – Add a brief summary of the asset and include the attending engineer’s name. Any other relevant asset details supported by the template. Uploading the File 1. Return to the Assets Bulk Uploader page. 2. Select your completed Excel file. 3. Click Load Data. 4. The system will process the file and display a preview of the uploaded data. Reviewing and Confirming Data 1. Carefully review the preview to ensure all information is correct. 2. If any changes are required, update the Excel file and re-upload it. 3. Once satisfied, click Upload Data to confirm. Verifying the Upload 1. Open the relevant Site(s). 2. Navigate to the Assets tab. 3. Confirm that the assets have been successfully added with the correct details. Tips & Best Practices Always use the provided sample file to avoid formatting errors. Double-check mandatory fields before uploading. Use clear and consistent naming for assets. Include useful details in the Description field for better tracking and maintenance. ## Article 26: SmartCert AI Docs – User Guide URL: https://help.arez.io/docs/smartcert-ai-docs-user-guide/ Slug: smartcert-ai-docs-user-guide Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-03-26T09:10:41.139Z Updated: 2026-09-09T11:51:00.621Z Tags: None Summary: Learn how SmartCert uses AI to automate compliance document processing, site matching, and remedial job creation for faster, audit-ready facilities management. Content: Overview SmartCert is designed to reduce the administrative effort involved in reviewing compliance documents and assigning them correctly to sites within the system. Instead of manually checking each certificate or report and determining where it belongs, SmartCert uses AI to analyse the uploaded document, identify the relevant site, confirm the document category, and extract key information required for compliance tracking. The system uses predefined prompts linked to each document category to check whether the document contains the required information. For example, an Electrical Installation Certificate prompt will look for references to recognised standards, inspection dates, contractor details, and other indicators that confirm whether the document is valid and complete. Once processed, the document is automatically linked to the correct site and stored within the appropriate compliance category. Where the AI identifies missing information, non-compliance, or observations that require follow up, SmartCert can also initiate remedial actions by creating a remedial job linked to the relevant site. SmartCert is intended for use by administrators responsible for maintaining accurate compliance records across sites and ensuring documentation is reviewed consistently. How SmartCert Works Administrators upload documents into SmartCert in the usual format provided by contractors, clients, or third parties. The system reads the document content and compares the detected site information with the sites already configured in the platform. This allows the AI to identify where the document belongs without requiring the user to manually select the site in most cases. At the same time, the system identifies the document category and applies the relevant prompt associated with that category. The prompt instructs the AI what to look for in the document, such as certification standards, expiry dates, engineer credentials, observations, or compliance indicators. Because each category has its own structured prompt, SmartCert is able to perform deeper checks than simple keyword recognition. It assesses whether the document contains the expected level of detail and whether anything appears to be missing or inconsistent. If the document meets the expected criteria, it is stored against the site record and marked as processed. If the AI detects that remedial work may be required, such as failed inspection points or observations indicating required corrective action, the system can generate a remedial job linked to the relevant site. This allows issues identified in compliance documents to flow directly into the operational workflow without requiring separate manual job creation. Step 1: Uploading a Document To upload a document, navigate to the SmartCert area of the system and select the option to upload a new file. Documents can be uploaded in standard formats such as PDF or image files. These may include certificates, inspection reports, service documentation, or other compliance related files received from contractors or clients. Once the file has been uploaded, the system begins analysing the document automatically. There is no need to manually select the site or category at this stage, as SmartCert attempts to identify this information directly from the document content. The accuracy of AI processing depends on the clarity and completeness of the document. Documents should ideally be final versions rather than drafts, and text should be legible where possible. Step 2: Processing - Site Matching One of the primary checks performed by SmartCert is confirming which site the document relates to. The AI reviews the document content and compares detected site names, addresses, or identifiers against the list of sites stored in the system. Where a match is found, the document is automatically linked to that site. If multiple possible matches are detected, the system may require the administrator to confirm the correct site before finalising the upload. Where no match is found, the document can still be reviewed manually and assigned to the correct site. This ensures documents are always associated with the correct location for audit and reporting purposes. Step 3: Processing - Document Category Identification After identifying the site, SmartCert determines which compliance category the document belongs to. Each category is linked to a specific AI prompt which defines what information should be present within the document. For example, different prompts may exist for: Electrical certificates Gas safety records Service reports Inspection reports Insurance documents Asset compliance certificates The prompt allows the AI to assess whether the document contains the expected content and structure. This ensures documents are not only stored correctly but also reviewed consistently across all sites. Step 4 - Processing - AI Content Review Once the category has been identified, SmartCert AI reviews the document content using the category prompt. The AI looks for relevant indicators such as: references to recognised standards inspection outcomes dates of issue or validity observations or advisory notes contractor or engineer details evidence of completion The purpose of this review is not only to extract data but also to highlight potential issues which may require attention. For example, if the document references defects, failed checks, or recommended corrective actions, the AI can flag these items as requiring follow up. This allows administrators to identify issues quickly without needing to manually read every page of the document. Step 5: Reviewing Processed Documents (If Required) After processing, administrators can open the document record to review how the AI has interpreted the content. This includes visibility of: the site the document has been linked to the detected category any extracted information any identified observations whether a remedial job has been created Administrators should review the information where necessary to ensure accuracy, particularly for critical compliance documents. Adjustments can be made if the document has been incorrectly categorised or linked to the wrong site. Step 6: Remedial Job Creation Where SmartCert identifies information indicating that further work may be required, the system can generate a remedial job linked to the relevant site. This ensures that issues identified within certificates or inspection reports are not overlooked and can be tracked through the normal job workflow. The remedial job will typically include relevant context extracted from the document, allowing the operations team to understand what action is required. This reduces the risk of compliance gaps and ensures observations are translated into actionable tasks. Administrators can review the generated remedial job before confirming or adjusting the details if required. Step 7: Access Document Options Click on any uploaded document to open detailed options. Step 8: Add Comments Go to the Comments section Add any notes, clarifications, or internal communication Step 9: Manage Tags Tags are automatically generated by the system You can: Remove irrelevant tags Add custom tags if needed Maintaining Data Accuracy Although SmartCert significantly reduces manual effort, administrator oversight remains important in maintaining high data quality. Where documents are unclear or contain unusual formatting, manual confirmation may still be required. Consistent document formats across suppliers can improve AI accuracy over time, as the system becomes more familiar with common layouts and terminology. Administrators should ensure documents uploaded represent final versions and contain complete information wherever possible. Operational Benefits SmartCert improves efficiency by reducing the time required to review and organise compliance documents. It ensures documents are consistently categorised, linked to the correct sites, and assessed using standardised criteria. By automatically identifying potential remedial actions, SmartCert also helps ensure compliance issues are not missed and can be addressed promptly through the job workflow. Centralising document review within a structured process improves visibility across sites and provides a clear audit trail of compliance documentation. This supports both operational control and regulatory readiness. Key Benefits of Smart Docs ✅ Automates document data extraction ✅ Reduces manual entry errors ✅ Speeds up job updates ✅ Provides AI-generated insights ✅ Centralises document management Important Notes Always check documents with a red and yellow status icon AI summaries should be reviewed for accuracy in critical workflows Manual checks ensure data integrity where automation fails ## Article 27: Assign, Complete, and Invoice a Work Order in Arez URL: https://help.arez.io/docs/assign-complete-and-invoice-a-work-order-in-arez/ Slug: assign-complete-and-invoice-a-work-order-in-arez Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-22T11:36:33.103Z Updated: 2026-09-09T11:50:50.448Z Tags: None Summary: Follow the complete work order lifecycle in Arez, from assigning a work order to completing the job and generating the final invoice for accurate job management and billing Content: This guide explains how to take a work order from assignment through to completion and invoicing in Arez. Each step is broken down in detail so nothing is assumed and no system behaviour is unclear. Step 1: Access the Work Orders Module Log in to the Arez admin portal using your credentials. From the left-hand navigation menu, click All Work Orders. You will now see the Work Orders list view. This screen displays all jobs currently in the system. Use filters if required. You can filter by status, such as New, Assigned, In Progress, or Completed. You can also search by Job ID or site name if the list is large . Step 2: Open the Work Order Details Click directly on the Work Order you want to assign. The Work Order Details page will open. Review key information before proceeding: Job description and scope of work Client and site details Priority and SLA requirements Confirm that the job is ready to be assigned and that no information is missing. Step 3: Assign the Work Order to a Service Partner Open the required Work Order from the Work Orders list. Click on the Assignment tab. This tab controls how the job is allocated to service partners or internal workers. By default, the Partners sub-tab is selected. Once selected, the system displays a list of eligible service partners along with a map view on the right-hand side. Understand How Service Partners Are Automatically Filtered Arez automatically narrows down the service partner list to reduce manual effort and prevent incorrect assignments. The system filters service partners based on: The category of the work order, for example, Air Conditioning, Electrical, Security, or Fire. The coverage areas defined for each service partner The distance from the job site , shown in kilometres Partner status and availability This means you only see service partners who are relevant to the job type, saving time and avoiding compliance or capability issues. Assign the Work Order to a Service Partner Identify the service partner you want to assign the job to. Click the Assign button in the Actions column for that partner. Confirm the assignment when prompted. Once confirmed: The work order is immediately assigned to the selected service partner. The job status updates to reflect the assignment. The service partner receives the work order in their system. Step 4: What Happens After the Work Order Is Assigned Once a work order has been assigned to a service partner, responsibility for resourcing and execution moves to the service partner. Service Partner Access to the Work Order The assigned service partner logs in to their Arez service partner account . The work order appears in their Work Orders list. The partner can open the work order to review: Job description and scope Site and client details Category and compliance requirements Scheduled date and time Any attached documents or notes At this stage, the service partner has full visibility of the job but cannot change core job details defined by the client or admin. ## Article 28: Email Automation URL: https://help.arez.io/docs/email-automation/ Slug: email-automation Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-06-19T10:28:11.093Z Updated: 2026-09-09T11:50:39.811Z Tags: None Summary: Learn how to configure Email Automation in Arez to securely create jobs and process supplier invoices from approved email senders. Content: Overview Email Automation allows approved suppliers and requesters to submit work to Arez by email, no login required. Incoming emails are automatically processed into FieldIQ Jobs or matched Supplier Invoices, reducing manual administration while maintaining security and full traceability. The initial release supports two email channels, Job Requests and Supplier Invoices. Each channel only accepts emails from approved senders with the appropriate permissions. Only approved senders can submit emails, with access controlled by channel-specific permissions. Every email, whether processed, held for review, or rejected, is recorded in the Activity Log, ensuring a complete audit trail. Getting Started with Email Automation Set up Email Automation quickly with a simple six-step configuration process. Follow the steps below to connect your email channels, control access, and verify that incoming requests are being captured correctly. Initial Setup Process: 1. Go to Management Console → Email Automation. 2. Switch on Email Automation. 3. Enable Job Requests, Supplier Invoices, or both. 4. Copy the inbound email address for each channel. 5. Add senders and assign channel access. 6. Send a test email and check the Activity Log. Where to Find Everything? All Email Automation controls are centralized in a single screen within the Management Console. The screen is organized into five key areas: Channel Cards : Configure Job Requests and Supplier Invoices with dedicated controls, inbound email addresses, and daily processing metrics. Approved Senders : Manage authorized email addresses and domains, with control over channel-level access. Review Queue : Access emails and invoices requiring manual review before processing. Automation Status : Monitor active automations and applied security controls. Activity Log : Maintain a complete, time-stamped record of all inbound emails and automation Configuration Steps 1. Turn on Email Automation: Enable Email Automation using the switch in the top right. When enabled, activate individual channels based on your requirements. 2. Enable Channels and Copy Addresses: Turn on Job Requests, Supplier Invoices, or both. Each channel has a unique inbound email address that can be copied directly from the screen. 3. Choose How Emails Are Submitted: Use forward mode to route emails through your team or allow approved senders to submit directly. Choose the approach that best fits your workflow and access requirements. 4. Add Approved Senders and Permissions: Add approved email addresses or domains and assign channel access: Jobs, Invoices, or Both. Use the most specific permissions needed for each sender. Two Layers of Sender Verification Approved senders are validated through two separate checks, each providing a different level of assurance. Admin Approval that confirms your team has authorized the sender to submit emails. It records who approved the sender and when the approval was made. Email Authentication checks whether the email is genuinely coming from the claimed domain using SPF, DKIM, and DMARC standards. The result is displayed as Pass or Warning, with details provided where action may be needed. These checks serve different purposes: approval controls who can submit, while authentication confirms where the email came from. A sender may be approved but still show an authentication warning if their domain security settings are incomplete. Managing Daily Operations Most emails are processed automatically. Job Requests create jobs when complete, while Supplier Invoices are matched against purchase orders and goods-received records. Items that cannot be processed confidently are sent to the Review Queue. The queue highlights Need Review for Job Requests and Match Exceptions for Supplier Invoices. Open the queue to review details, verify information, and approve or reject items. Invoice reviews show purchase order and invoice lines side by side, highlighting mismatches such as quantity or price differences. Email Response Handling Arez provides confirmation only for successfully processed emails. Senders receive a clear response when a job is created or when an invoice is received and matched against the relevant records. Emails that require review or fail validation receive no external response. This keeps your approval rules and security controls private while ensuring all activity remains visible internally through the Review Queue and Activity Log. Why Email Automation Is Secure Emails are verified before sender approval is checked. Approved senders can only submit to authorized channels. Every processed and rejected email is recorded. Forward mode helps keep the approved sender list secure and manageable. The Automation Status panel shows what is active, which controls are enforced, and the latest email activity. The Activity Log provides a permanent record of all automation events, giving full visibility into every email processed or rejected. ## Article 29: Adding and Managing Sites URL: https://help.arez.io/docs/adding-and-managing-sites/ Slug: adding-and-managing-sites Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-02-03T07:37:17.294Z Updated: 2026-09-09T11:50:29.594Z Tags: None Summary: Learn how to add and manage sites efficiently. Create, group, archive, or delete sites, and use import/export for bulk updates to keep location data organised and easy to manage. Content: Sites are where work happens add them, group them, archive or delete them when they’re no longer needed. This guide explains the essentials in short, clear sections so you can get tasks done fast in Arez.Create sites to track work, contacts, assets and documents for a physical location. Grouped sites let you manage multiple locations together under one client or project for reporting and bulk actions. When to Create or Add a Site Add a site whenever you need to attach work orders, contacts, assets, documents or location data to a physical place. Use grouped sites when multiple locations belong to the same client or project and should be handled as one unit. Adding a site Open Sites and click + Site . Complete the required fields and click Save & Close . The new site appears in the site list and you can open its Site Details page to view contacts, work orders, assets, documents and the map view. Creating a sites group Switch to Grouped Sites , click + Group , give the group a name, select the client, pick sites to include and click Create Group . The group appears in All Sites and acts as a single container for reporting and bulk updates. Archive or deleting a site To archive, open the site list, choose the Actions menu for the site and select Archive , then confirm. Archiving hides the site from day-to-day lists without losing data. To delete permanently, choose Delete , type the confirmation text (for example “delete this site”) and confirm, this action cannot be undone. Import and export sites Use Export from the site list to download sites. To import, click Import , select the client to attach the upload to, upload the XLSX template, then Load Data . Validate the preview and finish to add sites in bulk. Notes Use grouped sites for client-level reporting and bulk actions. Archive rather than delete when you may need historical records. When importing, use the sample template and validate a small batch first. Summary In Arez , adding and grouping sites keeps location data organised and easy to manage. Archive sites to preserve history, delete only when necessary, and use import/export for fast bulk updates. ## Article 30: Create an Invoice from a Job URL: https://help.arez.io/docs/create-an-invoice-from-a-job/ Slug: create-an-invoice-from-a-job Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T11:51:03.612Z Updated: 2026-09-09T11:50:10.881Z Tags: None Summary: Learn how to create and manage invoices in Arez. Add line items, review totals, attach documents, and move invoices from draft to posted. Content: Create invoice Open the Job Click Create Invoice Invoice opens in Draft Check: client details line items (labour/materials/callout) totals attachments (closeout pack if required) When ready, move to Posted After posting The invoice should be ready to export/send based on your finance workflow. ## Article 31: Allocating Jobs to a Service Partner URL: https://help.arez.io/docs/allocating-jobs-to-a-service-partner/ Slug: allocating-jobs-to-a-service-partner Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T12:55:26.202Z Updated: 2026-09-09T11:49:01.460Z Tags: None Summary: Learn how to allocate work orders to service partners in Arez. Assign jobs, transfer responsibility, and ensure smooth scheduling, tracking, and job delivery with this step-by-step admin guide. Content: Overview This guide explains how an Admin can allocate a work order to a service partner in Arez. Allocation formally assigns responsibility for delivering the job and enables the service partner to schedule visits assign workers and track progress. Allocation should always be completed before any site activity begins. When should a job be allocated? Allocate a work order once: The job has been created The scope, priority, and SLA are confirmed A suitable and compliant service partner has been identified Once allocated, delivery ownership moves from the office to the service partner. Follow the steps below to allocate a work order to a service partner: 1. From the left hand menu click Work Orders 2. Select All Work Orders 3. Use search or filters to locate the relevant job 4. Click the Work Order ID or job title the work order details page will open 5. Select the Assignment tab. A list of the relevant partners will appear under the Assignment tab. 6. Select the appropriate service partner from the list and click assign Once selected the job status updates to Allocated The work order has now been successfully allocated and is ready for the service partner to proceed. ## Article 32: Export Invoices to Excel URL: https://help.arez.io/docs/export-invoices-to-excel-1/ Slug: export-invoices-to-excel-1 Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T12:16:05.146Z Updated: 2026-09-09T11:48:51.494Z Tags: None Summary: Learn how to export invoice data from Arez to Excel for finance reporting, monthly reconciliation, accounting processes, cashflow analysis, and invoice pipeline tracking. Content: When to use monthly reconciliation sending data to accounting reporting pipeline and cashflow Steps Go to Invoices Filter by: date range status ( Draft , Posted ) client/site (if needed) Click Export to Excel Save and share with finance team Tip Export Posted invoices for clean finance reporting. Use Draft exports only for pipeline forecasting. ## Article 33: Evidence Standards for Service Partners URL: https://help.arez.io/docs/evidence-standards-for-service-partners/ Slug: evidence-standards-for-service-partners Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T13:01:40.201Z Updated: 2026-09-09T11:48:41.609Z Tags: None Summary: Learn the essential evidence standards for service partners in Arez. Ensure clear notes, before/after photos, signatures, and material records to avoid rework, delays, and client issues. Content: Why this matters Service Partner Jobs fail when evidence is poor. That creates rework, client complaints, and invoice delays. Minimum evidence required For every Job delivered by a Service Partner: Clear notes: fault + action + outcome Photos: before/after where relevant Signature: if required by the client/site Any parts/materials: recorded clearly If they can’t complete the Job They must: upload evidence of the issue explain why (parts/access/approval) recommend next step Leave the job on hold (with a reason) if waiting on something ## Article 34: How to Add a New Service Partner User URL: https://help.arez.io/docs/how-to-add-a-new-service-partner-user/ Slug: how-to-add-a-new-service-partner-user Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-01-23T09:53:25.925Z Updated: 2026-09-09T11:48:31.062Z Tags: None Summary: Learn how to add a new partner user in Arez, configure login details, assign access, and manage partner users efficiently with this step-by-step guide. Content: Steps to Add a New Partner User 1. Open the Service Partner Navigate to Service Partners Select the relevant partner from the list 2. Go to Partner Users Click Workers & Users Select Partner Users Click + New Partner User (top right) 3. Complete User Details Enter the user’s information. Mandatory Fields The following fields are required: First Name Email Address Username This will auto-populate using the email address You can amend it if needed Password A default password will be generated No changes are required unless necessary Send Login Credentials Tick the Send Email checkbox if you would like the system to email the user their login credentials automatically. 4. Create the User Click Create in the bottom-right corner to save the new user. What Happens Next? Once created: The user will have access to the partner account based on their permissions. If Send Email was selected, they will receive login credentials by email. Troubleshooting If you encounter issues: Check all mandatory fields are completed Ensure the email address is unique and not already in use Confirm the user appears under Partner Users after creation If you continue to experience issues, contact support for assistance. ## Article 35: How to create a worker? URL: https://help.arez.io/docs/how-to-create-a-worker/ Slug: how-to-create-a-worker Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-27T14:59:01.005Z Updated: 2026-09-09T11:47:57.934Z Tags: None Summary: Learn how to create and manage worker profiles in Arez FieldIQ. Add new workers, track compliance, manage timesheets, and ensure only verified personnel can access jobs and sites with this complete guide. Content: Introduction This guide explains how to add a new worker into Arez FieldIQ and why this step is critical to maintaining control, compliance, and operational confidence. Arez FieldIQ is designed to manage workers as live, verified resources, not static records. Adding a worker into the system creates a single, trusted profile that brings together personal details, role information, compliance status, and ongoing activity in one place. This process ensures that only approved and compliant workers are able to receive work, access sites, and carry out tasks. From the moment a worker is added, FieldIQ tracks their readiness to work, highlights missing or expiring requirements, and provides full visibility to managers and clients. The purpose of adding a worker through this process is to: Create a verified worker profile as a single source of truth Ensure compliance requirements are captured and monitored from day one Control who can be assigned to jobs and access sites Reduce risk caused by incomplete or outdated worker records Support accurate reporting, audits, and workforce oversight By following this process, you move away from manual onboarding, fragmented records, and uncertainty. Every worker in the system is visible, accountable, and ready to operate within clearly defined controls. Add a New Worker. Click on the invitation link on the top right Choose the worker’s Industry and click on it. Click to choose between single-user and multi-user. Click on Create. By clicking the link button, the link will be copied and You can forward it to the worker easily. Click "Workers" Click "All" Click "Add Worker" Ensure the required field is completed. Click on a worker to access their profile. Here’s how it will be displayed. Workers are able to submit holiday leave requests. The Timesheet tab shows all of a worker’s recorded activity, including live book on/off entries, and provides options to manually book time or reset the timesheet , with any new activity appearing in this section. To view the references, click on References . This will open the section where all relevant reference details are displayed, allowing you to review or manage them as needed. To access ID and credit details, click on ID & Credit . This will open the section where you can view or manage the worker’s identification and credit information. ## Article 36: Create a Quotation from a Job URL: https://help.arez.io/docs/create-a-quotation-from-a-job/ Slug: create-a-quotation-from-a-job Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T12:50:56.037Z Updated: 2026-09-09T11:47:43.177Z Tags: None Summary: Learn how to create a quotation from a job in Arez. Add pricing, attach evidence, and send quotes for client approval to ensure accurate, traceable workflows and faster decisions. Content: Introduction Use a quotation when work cannot proceed without cost approval. This typically applies when additional work is identified, a variation is required outside the original scope, or pricing must be approved before work continues. Creating quotations directly from a Job ensures pricing, approvals, and delivery remain linked and traceable throughout the workflow. Stage 1: Access quotations for a Job What you are doing You are accessing the quotation area within a Job. Why this matters Quotations and Jobs are separate entities in Arez. This guide focuses on creating and managing a quotation from within a Job, so it is important to understand where quotations linked to that Job are accessed. Working from the Job ensures the quotation is clearly associated with the correct Job, site, and client for this workflow. What happens next You will create a quotation that is linked to the Job and proceed through pricing and approval. To access quotations for a Job, open the relevant Job and navigate to the Quotes & PO tab. This tab displays all quotations currently linked to the Job. If no quotations exist yet, the list will be empty. The Quotes & PO tab is the place to view, create, and manage quotations associated with that Job. Stage 2: Create a new quotation What you are doing You are starting a new quotation that inherits the Job context. Why this matters This ensures the quotation is linked to the correct client, site, and Job, which reduces errors and rework. What happens next A new quotation form opens, ready for review and pricing. Create a quotation using the Create Quote option in the Quotes & PO tab. Stage 3: Review and complete quotation details What you are doing You are confirming the quotation details before adding pricing. Why this matters These details define what the client is approving. Errors here can lead to approval delays or disputes. What happens next Once details are confirmed, you move to the pricing stage. Review the quotation details, including: Quotation title and description Client and site information Service category and service type Expiry date Ensure the description clearly explains the work being quoted. Stage 4: Add pricing to the quotation What you are doing You are defining the cost of the work being quoted. Why this matters Clear and itemised pricing reduces questions, speeds up approval, and protects margin. What happens next The pricing will be reviewed by the client during approval and later used for invoicing. Add pricing line items such as labour, materials, or additional charges. Use clear descriptions that match the quotation scope and avoid vague terms. You can add pricing in two ways: Manually : by entering line items directly. Using AI pricing : which can help generate pricing based on the quotation details and scope. Always review and adjust any AI-generated pricing before sending the quotation. You are responsible for ensuring prices, descriptions, and scope are correct. Stage 5: Add notes and supporting information What you are doing You are providing context to support quotation approval. Why this matters Supporting notes and evidence reduce follow-up questions and rejected quotations. What happens next The client reviews the quotation with full context. Add notes to explain the scope and exclusions. Attach photos, engineer notes, or supporting documents where relevant. Stage 6: Send the quotation for approval What you are doing You are sharing the quotation with the client so they can review and approve it. Why this matters Approval confirms that the client accepts the scope and pricing before work proceeds. What happens next Once sent, the quotation can be reviewed by the client, and its status will be updated based on their response. You can send the quotation for approval in two ways: Option 1: Share the quotation link Click the Share option on the quotation. Copy the quotation URL. Share the link directly with the client using your preferred communication method. This option is useful if you are sharing the quotation via messaging tools or external email. Option 2: Send the quotation by email Click the Share button on the quotation. A new modal window opens. Enter the email address of the recipient. Click Send Mail . The client will receive an email with access to the quotation for review. Summary Using quotations correctly helps protect margins, reduce disputes, and keep Jobs clean and auditable. Creating quotations from within a Job ensures approvals, delivery, and invoicing remain aligned throughout the process. ## Article 37: Create & Manage Visits URL: https://help.arez.io/docs/create-manage-visits/ Slug: create-manage-visits Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T12:26:34.119Z Updated: 2026-09-09T11:47:29.241Z Tags: None Summary: Learn how to create, manage, and reschedule visits efficiently. Handle multi-visit jobs, assign engineers, update schedules, and avoid common mistakes for smooth job planning and execution. Content: Creating a Visit Open the Job Create a Visit Set: date/time window (or slot) assigned Engineer (if not already) visit notes (access, parking, contact) Once created, the Job should show Visit Added . Rescheduling a Visit (cleanly) Update the Visit (don’t create a duplicate) Add a note explaining why it changed Make sure the client-facing schedule is updated (if client access is enabled) Multi-visit Jobs (best practice) Visit 1: diagnose + evidence + next steps Put the job on hold if waiting on parts/approval Create Visit 2 once ready → Job returns to Visit Added Avoid Multiple Visits created for the same time slot accidentally Leaving an old Visit in place after rescheduling (creates confusion) ## Article 38: Service Partner Setup URL: https://help.arez.io/docs/service-partner-setup/ Slug: service-partner-setup Category: Arez - FieldIQ (CAFM) Author: Obaid Syed Created: 2026-04-28T10:53:20.043Z Updated: 2026-09-09T11:47:17.164Z Tags: None Summary: Learn how to add and manage service partners in Arez. Invite partners, create profiles, and securely assign jobs while controlling access to your system. Content: Adding a service partner allows you to allocate jobs to external suppliers without exposing your full system. Service partners only have access to the work assigned to them, which helps protect client data while still allowing jobs to be delivered efficiently. Accessing Service Partners Log in to Arez and open Service Partners from the left-hand sidebar. This page displays all existing service partners and is where new partners can be added or invited. Adding or Inviting a Service Partner From the Service Partners page, you can either invite a partner to complete their own setup or create the profile manually. Selecting Invite Partner allows you to enter the partner’s basic details and send them an invitation link by email. This link guides the service partner through the setup process themselves and automatically creates their profile once completed. Alternatively, add all the required partner details and click Save & Next to continue. Make sure the mandatory information is completed before moving forward. After completing all steps of the setup, including documents and bank details, don’t forget the final step. Create a user account for the service partner so they receive an email with their login details and are able to log in to the platform. Summary Adding a service partner in Arez is quick and straightforward. You can either invite a partner using a link or create the profile manually in just a few steps. Once the setup is complete and a user account is created, the service partner can log in, receive jobs, upload evidence, and update progress — all without access to the wider system. ## Article 39: Client setup URL: https://help.arez.io/docs/client-setup/ Slug: client-setup Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-30T08:16:11.430Z Updated: 2026-09-09T11:47:03.490Z Tags: None Summary: Learn how to create and manage client profiles in Arez. Add client details, set locations, and start organising sites, work orders, and reporting with this simple step-by-step setup guide. Content: Adding a client in Arez allows you to organise work orders, manage sites, and ensure jobs are billed and reported correctly. A client must be created before sites can be added and work orders raised. Accessing Clients Log in to Arez and open Clients from the left-hand sidebar. This page shows all existing clients and allows you to add a new client. From the Clients page, click Add New Client . Enter all the required client details, including the company name and primary contact information, then click Next . Add the location details by entering the postcode and allowing the address information to populate automatically. Review the address and make sure it is correct before continuing. Once both the client details and location information have been completed, click Save & Close to finish creating the client. After saving, the client will appear in the Clients list. You can use the search bar to quickly confirm that the client has been created successfully. Summary Adding a client in Arez is quick and straightforward. Once the client is created, you can add sites, raise work orders, and start managing jobs and reporting across the platform. ## Article 40: PPM vs Reactive Jobs: Understanding the Key Differences in Maintenance Management URL: https://help.arez.io/docs/ppm-vs-reactive-jobs-understanding-the-key-differences-in-maintenance-management/ Slug: ppm-vs-reactive-jobs-understanding-the-key-differences-in-maintenance-management Category: Arez - FieldIQ (CAFM) Author: umair@arez.io Created: 2026-01-23T13:22:17.734Z Updated: 2026-09-09T11:46:44.911Z Tags: None Summary: Learn how to manage variations and additional works in Arez. Capture evidence, create quotations, get approvals, and update jobs to protect margins and prevent disputes. Content: PPM vs Reactive Jobs: Understanding the Key Differences in Maintenance Management Effective maintenance management is essential for ensuring equipment reliability, reducing downtime, and maintaining operational efficiency. Two common approaches used in facilities management and maintenance operations are PPM (Planned Preventive Maintenance) and Reactive Maintenance . Understanding the differences between these approaches helps businesses improve performance, reduce costs, and enhance services quality. What is PPM (Planned Preventive Maintenance)? Planned Preventive Maintenance (PPM) refers to scheduled maintenance activities performed regularly to prevent equipment failures before they occur. These tasks are planned in advance based on time intervals, usage, or manufacturer recommendations. Examples of PPM jobs include: Routine inspections Equipment servicing Safety checks Cleaning and lubrication Replacing worn components before failure Benefits of PPM: Reduces unexpected breakdowns: Prevents equipment failures by addressing issues early. Increases equipment lifespan: Regular maintenance keeps assets operating efficiently for longer. Improves compliance: Ensures safety standards and regulations are met. Minimises downtime: Scheduled maintenance reduces disruption to operations. Predictable costs: Maintenance expenses can be budgeted more effectively. Challenges of PPM: Requires planning and scheduling May involve maintenance on equipment that is still functioning well Initial setup and management can be time-consuming What are Reactive Jobs? Reactive Maintenance , often called breakdown maintenance , occurs when maintenance is performed only after an asset or system fails. In this approach, action is taken in response to a problem rather than preventing it. Examples of reactive jobs include: Emergency repairs Fixing broken equipment Responding to system failures Urgent replacement of damaged components Benefits of Reactive Maintenance: Lower upfront maintenance costs: No scheduled servicing costs until an issue arises. Less planning required: Maintenance is only performed when necessary. Suitable for non-critical assets: Can be effective for equipment with minimal impact on operations. Challenges of Reactive Maintenance: Unexpected downtime and disruption Higher emergency repair costs Potential safety risks Reduced equipment lifespan Difficult to predict maintenance budgets PPM vs Reactive Jobs: Key Differences Factor PPM (Preventive Maintenance) Reactive Maintenance Approach Proactive Reactive Timing Scheduled before failures occur Performed after failure Cost Predictable and planned Unpredictable and often higher Downtime Reduced Increased Equipment lifespan Extended Potentially shortened Planning required High Low Risk level Lower Higher Which Approach is Better? Neither approach is universally better; the right strategy depends on the type of equipment, operational requirements, and business goals. PPM is ideal for: Critical assets and equipment Compliance-driven industries Businesses aiming to reduce downtime Reactive maintenance may suit: Low-cost or non-essential equipment Assets where failure has minimal impact Situations where scheduled maintenance is not cost-effective Many organisations adopt a hybrid approach , combining preventive maintenance for critical systems with reactive maintenance for less important assets. Conclusion PPM and reactive jobs represent two different maintenance strategies: one focuses on prevention, while the other responds to failures after they happen. Implementing the right balance between both approaches can improve efficiency, reduce operational costs, and ensure smoother day-to-day operations. By understanding when to use preventive maintenance and when reactive maintenance is appropriate, businesses can make informed decisions that support long-term performance and reliability. ## Article 41: Evidence Standards URL: https://help.arez.io/docs/evidence-standards/ Slug: evidence-standards Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T10:38:27.079Z Updated: 2026-09-09T11:21:02.054Z Tags: None Summary: Learn the essential evidence standards in Arez. Ensure clear notes, before/after photos, client sign-off, and proper documentation to prevent disputes, speed approvals, and stay audit-ready. Content: Why evidence matters Good evidence prevents disputes, speeds up approvals, and protects you in audits. Minimum evidence for most Jobs Clear engineer notes What was the fault? What action was taken? What is the outcome? Photos Before (where relevant) After (where relevant) Anything that supports the outcome (labels, readings, replaced part) Client sign-off (if required) Signature + name + date/time (or equivalent confirmation) Evidence for “problem not fixed.” If the issue can’t be completed in one visit: Photo of the issue Note explaining why (parts/access/approval) The next step is stated clearly Put Job On Hold with a target date Completion rule Don’t mark Completed unless evidence is sufficient to close out without a follow-up call. ## Article 42: Managing invoices URL: https://help.arez.io/docs/managing-invoices/ Slug: managing-invoices Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-02-03T09:04:41.224Z Updated: 2026-09-09T11:20:41.761Z Tags: None Summary: Learn how to manage invoices efficiently—create, edit, add items, record payments, and share with clients. Keep billing accurate, track balances, and maintain a clear financial audit trail. Content: Invoices in Arez are used to record billable work, track payments, and share final charges with clients. From one place, you can create an invoice, add or amend items, record payments, and send or print the final document. Keeping invoices accurate and up to date helps avoid disputes and ensures a clear financial audit trail. Creating an invoice To create an invoice, open Invoices and click + Invoice . Enter the required details such as client, invoice date and reference, then save. Once created, the invoice opens in the detail view where items, notes and payments can be managed. Adding items and reviewing totals Invoice items are added directly within the invoice. Use + Item to include labour, materials or other charges, completing the mandatory fields before saving. Items appear immediately in the invoice table, where quantities, prices and tax values can be reviewed and adjusted if needed. Totals update automatically as changes are made. Editing details and using notes If invoice details need updating, select Edit to make changes. The Notes section should be used to record supporting information such as client approvals, PO numbers or explanations for adjustments. These notes remain attached to the invoice for reference and audit purposes. Recording payments Payments are recorded from the Payments section of the invoice. Select Add Payment , enter the payment details and confirm. The invoice balance updates automatically to reflect the amount paid and any outstanding balance. Sharing and printing invoices Once ready, invoices can be shared or printed directly from the invoice screen. Use Share invoice by email to send the invoice to the client, or use the print option to download a copy. A shareable invoice link can also be copied where required. Notes Always check item values and tax codes before sharing an invoice. Use notes to record approvals or client-specific references. Record payments promptly to keep balances accurate. Summary In Arez invoices are created from the Invoices list, built by adding items, updated through notes and edits, and completed by recording payments. Invoices can then be shared or printed, with all activity clearly recorded for visibility and audit. ## Article 43: How Pay and Charge Rates Work in Arez Operate URL: https://help.arez.io/docs/how-pay-and-charge-rates-work-in-arez-operate/ Slug: how-pay-and-charge-rates-work-in-arez-operate Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-09-08T08:25:08.519Z Updated: 2026-09-08T09:10:21.537Z Tags: None Summary: Learn how Pay Rates and Charge Rates work in Arez Operate, including contract rates, worker overrides, rate priority, rota, payroll and invoicing Content: How Pay and Charge Rates Work in Arez Operate Pay Rates, Charge Rates and Worker Overrides Explained Preface In facilities management and security operations, rates directly affect worker pay, client billing and operational margins . An incorrectly configured rate can result in payroll discrepancies, invoice disputes or incorrect margin reporting. Arez Operate keeps Pay Rates and Charge Rates separate while allowing controlled worker-level exceptions. Standard rates can be configured through client and site contracts, while worker-specific Pay Rates can be used where an individual worker requires a different rate. This guide explains: The difference between Pay Rates and Charge Rates Where rates are configured The Pay Rate priority used by Arez How worker-specific rates work How contract rates work How rates are applied to shifts How to make temporary or permanent rate changes Rolled-up rates and Pay Rate Tags How to review Rate History 1. Pay Rates and Charge Rates Arez separates rates into two distinct types. Pay Rate (£/hr) The Pay Rate determines how much the worker is paid. Pay Rates are used for: Rota calculations Paysheets Payroll Worker cost reporting Charge Rate (£/hr) The Charge Rate determines how much the client is charged. Charge Rates are used for: Client billing Invoicing Revenue calculations Margin reporting These rates are deliberately kept separate. For example: Rate Amount Worker Pay Rate £13.00/hr Client Charge Rate £20.00/hr The worker is paid £13.00/hr , while the client is charged £20.00/hr . Changing the worker's Pay Rate does not change the Charge Rate. 2. Contract Rates provide the standard PaContracts y and Charge Rates used by Arez. To manage contract rates: Clients & Sites → Clients → Open Client → Contracts From the Contracts tab, you can review the contracts associated with the client. Contracts can be configured at: Client level – provides standard rates across the client's sites Site level – provides rates specifically for an individual site Site-specific contracts can therefore be used where rates differ from the client's standard commercial arrangement. Configuring Contract Rates Open the required contract to configure rates against individual roles. For each role, you can define: Charge Rate Pay Rate Margin For example: Role Charge Rate Pay Rate Margin Team Lead £16.00 £12.00 £4.00 Security Guard £20.00 £13.00 £7.00 The Margin shows the difference between the Charge Rate and Pay Rate, providing visibility of the expected commercial margin. 3. Worker Pay Rates Contracts provide the standard Pay Rate, but Arez also allows individual workers to have their own Pay Rates. Worker-specific Pay Rates are configured from: Worker Profile → Pay Rate These rates are useful where the worker's agreed Pay Rate differs from the standard contract rate. Examples include: Specialist workers Experienced workers receiving a higher rate Site-specific agreements Individually negotiated Pay Rates Worker Pay Rates override the Pay Rate held against the contract. They do not affect the contract Charge Rate. 4. Pay Rate Priority Arez automatically selects the highest-priority active Pay Rate available for the worker. The priority is: 1. Worker Site Pay Rate Used when an active Pay Rate has been configured for the worker at the specific site. ↓ 2. Worker Default Pay Rate Used when there is no active Site-Specific Pay Rate. ↓ 3. Client/Site Contract Pay Rate Used as the fallback when the worker has no active Site Pay Rate or Default Pay Rate. Pay Rate hierarchy Worker Site Pay Rate → Worker Default Pay Rate → Client/Site Contract Pay Rate Arez automatically follows this order when determining which Pay Rate should apply. 5. Worker Site Pay Rate A Worker Site Pay Rate allows a worker to have a different Pay Rate at a specific site. To add one: Open the Worker Profile . Select the Pay Rate tab. Select Add Site-Specific Rate . Select the required Site . Select the applicable Role . Enter the Pay Rate (£/hr) . Set the status to Active . Select Confirm . Once active, Arez will use this Pay Rate when the worker is assigned to applicable shifts at that site. Example A worker has: Site Pay Rate: £14.00/hr Default Worker Pay Rate: £13.00/hr Contract Pay Rate: £12.00/hr When the worker works at the site where the £14.00 rate is configured: Pay Rate used = £14.00/hr This is because the Site Pay Rate has the highest priority. 6. Worker Default Pay Rate A Worker Default Pay Rate can be configured where a worker normally receives the same Pay Rate across multiple sites. From: Worker Profile → Pay Rate locate the Worker Default Pay Rate section and select Edit . Enter the required Pay Rate and set the rate to Active . Once enabled, the rate applies across all sites unless an active Site-Specific Pay Rate exists. . Example A worker has: Default Pay Rate: £13.00/hr Site A Pay Rate: £15.00/hr Arez will use: Site A → £15.00/hr Other sites → £13.00/hr The Site Pay Rate takes priority at Site A, while the Default Pay Rate applies elsewhere. 7. Contract Pay Rate as a Fallback If a worker has: No active Site Pay Rate, and No active Default Pay Rate Arez uses the Pay Rate defined in the applicable client or site contract . This provides a fallback so that the standard contractual Pay Rate can still be applied where no worker-specific rate has been configured. 8. How Charge Rates Work Charge Rates follow a different rule. Charge Rates are always controlled through client or site contracts. Worker Pay Rate settings do not override or change the Charge Rate. For example: Rate Amount Contract Charge Rate £20.00/hr Contract Pay Rate £12.00/hr Worker Site Pay Rate £14.00/hr Arez will use: Worker Pay Rate = £14.00/hr Client Charge Rate = £20.00/hr The worker override changes what the worker is paid but does not change what the client is charged. 9. Rate Preview The Worker Pay Rate screen includes a Rate Preview . This provides examples of which Pay Rate Arez will use under different circumstances. For example: Scenario Pay Rate Used Worker at a site with an active Site Pay Rate Site Pay Rate Worker at a site without a Site Pay Rate Worker Default Pay Rate Worker with no worker-level Pay Rates Contract Pay Rate This is useful when checking which rate is expected to apply before reviewing individual shifts. 10. How Rates Flow Through Arez Rates configured in Arez are used directly within operational and financial processes. Rates → Rota → Payroll and Billing Step 1 – Rates are configured Rates can be defined through: Client contracts Site contracts Worker Default Pay Rates Worker Site Pay Rates Step 2 – Rates are applied to the shift When a worker is assigned to a shift, Arez determines: The applicable Pay Rate using the Pay Rate priority The applicable Charge Rate from the contract Step 3 – Shift rates drive financial calculations The applicable shift rates are then used for: Payroll calculations using the Pay Rate Client billing using the Charge Rate This is why it is important that rates are configured correctly before payroll or invoicing is processed. 11. Viewing and Changing Rates on a Shift Rates can also be reviewed from an individual worker shift. Open the shift and navigate to: Edit Rota → Additional Information → Shift Detail The shift displays: Charge Rate Pay Rate Authorised users can update the Pay Rate directly from here where required. 12. Saving a Shift Pay Rate When a Pay Rate is changed from a shift, Arez provides additional options for how the rate should be saved. Apply to this shift only Select this option where the rate should only apply to the current shift. The worker's permanent Site Pay Rate remains unchanged. This is useful for one-off circumstances such as: Bank holiday work Emergency cover Overtime Night work Temporary agreed rates Apply Permanently Select Apply Permanently where the new rate should become the worker's Pay Rate for that site. Arez saves the rate for future applicable shifts at that site. This should be used where the change represents an ongoing agreement rather than a one-off exception. 13. Rolled-Up Pay Rates When entering a Pay Rate from a shift, Arez provides a Rolled-up rate option. A rolled-up rate includes the worker's holiday pay within the overall hourly amount. When selected, Arez automatically calculates the underlying base rate and separates the holiday pay element. For example, the screen may show: Entered Rate £13.99/hr ↓ Calculated Base Rate £12.48/hr The calculation is handled automatically by Arez. This provides visibility of both: The total rolled-up amount The underlying base Pay Rate 14. Save as Entered Where holiday pay is handled separately, the Pay Rate can instead be saved using Save as entered . In this case, Arez saves the entered value as the Pay Rate without treating it as a rolled-up rate. Select the option that matches how the worker's rate has been agreed and how holiday pay is managed by your organisation. 15. Pay Rate Tags When updating a Pay Rate from a shift, you can also apply a Pay Rate Tag . Available tags may include: Bank Holiday Rate Emergency Cover Rate Night Shift Rate Overtime Rate These tags help identify why a different Pay Rate has been applied. For example, if a worker receives an enhanced rate because they covered an emergency shift, the Emergency Cover Rate tag can be selected. 16. Holiday Pay Where applicable, Arez displays the worker's Pay Rate as a breakdown. For example: Base Rate + Holiday Pay = Total Paid Per Hour Example: £12.00/hr Base Rate £1.45/hr Holiday Pay = £13.45/hr Total Paid Per Hour This helps users distinguish between the worker's base hourly rate and the overall amount payable once holiday pay is included. 17. Rate History The bottom of the Worker Pay Rate page contains the Rate History . This provides an audit trail of Pay Rate-related changes and actions. The history can include: Rates created Rates updated Pay Rate change requests Site-specific rate changes Relevant shift or paysheet rate changes The user who performed the action Date and time of the change This is particularly useful when investigating why a worker's rate changed or reviewing previous Pay Rate decisions. 18. Example Scenarios Scenario Pay Rate Used Charge Rate Used Worker has an active Site Pay Rate Worker Site Pay Rate Contract Charge Rate No Site Pay Rate, but active Worker Default exists Worker Default Pay Rate Contract Charge Rate No worker-level Pay Rates exist Contract Pay Rate Contract Charge Rate One-off shift Pay Rate entered Shift-specific Pay Rate Contract Charge Rate Rate permanently updated for the site Worker Site Pay Rate Contract Charge Rate 19. Important Points Worker Pay Rates override Contract Pay Rates Where an active worker-level Pay Rate exists, Arez uses it according to the configured priority. Site Pay Rates have the highest priority An active Worker Site Pay Rate takes priority over both the Worker Default Pay Rate and Contract Pay Rate. Default Pay Rates apply across sites A Worker Default Pay Rate is used across sites unless an active Site Pay Rate exists. Contract Pay Rates provide the fallback If no active worker-specific Pay Rate exists, Arez uses the applicable Contract Pay Rate. Charge Rates are controlled through contracts Worker Pay Rate changes do not alter the Charge Rate. Shift-level changes can be temporary or permanent When changing a Pay Rate from a shift, check whether the rate should apply only to that shift or become the worker's ongoing Site Pay Rate. 20. Best Practice To keep your rate configuration accurate and manageable: Use contracts for your standard Pay and Charge Rates. Use Worker Default Pay Rates where an individual has a standard agreed rate across sites. Use Worker Site Pay Rates only where the worker requires a different rate at a particular site. Use shift-only changes for genuine one-off exceptions. Use Pay Rate Tags to clearly identify enhanced or exceptional rates. Review the Rate Preview before investigating an unexpected Pay Rate. Review Rate History when auditing rate changes. Ensure configured Pay Rates comply with any applicable minimum wage requirements. Review rates before processing payroll or invoicing. Summary Arez separates worker pay from client billing so that both can be controlled independently. The Pay Rate priority is: 1. Worker Site Pay Rate ↓ 2. Worker Default Pay Rate ↓ 3. Client/Site Contract Pay Rate Charge Rates remain controlled through the applicable client or site contract . Worker Pay Rates can be managed from the worker's profile, while one-off or permanent changes can also be made directly from a shift. Together, these controls allow Arez to support standard contractual rates while still handling individual worker and site-specific exceptions without affecting client billing. Need Help? If you are unsure which rate should be configured or why a particular rate has been applied, review the Pay Rate Priority , Rate Preview and Rate History first. For further assistance, contact your Arez Support Team . ## Article 44: Assigning an Engineer vs Creating a Visit URL: https://help.arez.io/docs/assigning-an-engineer-vs-creating-a-visit/ Slug: assigning-an-engineer-vs-creating-a-visit Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T10:30:25.962Z Updated: 2026-09-01T10:41:15.697Z Tags: None Summary: Understand the difference between assigning an engineer and creating a visit. Learn when to set job ownership and when to schedule work for better planning, tracking, and workflow efficiency. Content: This article explains the difference between assigning a worker and creating a visit when managing Jobs in Arez. It helps you understand when each action should be used and how they work together, so Jobs are owned correctly and only scheduled when needed. Assigning a worker From the dashboard, go to work Orders and click on all work orders. Jobs marked as new job have not yet been assigned. This means no one owns the job and no visit has been planned.Open the job you want to assign and go to the assignment tab. From the admin view, you can assign either a supplier or a worker. In this example, a worker is being assigned. If a service partner is assigned instead, they can assign a worker and create a visit from their own portal using the same process. Select a worker from the list and assign them to the Job.Once assigned, the Job is owned by that worker. At this stage, the Job is not scheduled and no visit has been added. When assigning a worker is enough? Assigning a worker is used to show who owns the Job. No visit is added, so no time slot or planned visit is created. This is suitable when you only need to set responsibility and the work does not need to be scheduled. Creating a visit A visit is used to schedule the Job.Open the Job and go to the Visits tab. Click + Visit to add a visit to the Job.Enter the visit details and click Add, Once the visit is added, the Job is scheduled and the visit is created against the Job. The work now has a planned time and becomes visible in the worker app for planning and tracking. When you need to add a visit? A visit should be added when the Job needs to be scheduled, when the work needs to appear in the worker app, and when a planned time slot is required. So, what’s the difference? Do you just need to show who owns the Job, or do you need to schedule the work and make it visible in the worker app? If you only need to set ownership, assign the Job. If the work needs a planned time and visibility, add a visit. ## Article 45: How to Create a Reactive Job URL: https://help.arez.io/docs/how-to-create-a-reactive-job/ Slug: how-to-create-a-reactive-job Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T10:26:59.887Z Updated: 2026-09-01T10:39:46.312Z Tags: None Summary: Learn how to create a reactive job in Arez, enter job details, select a client and site, assign a supplier or worker, and add notes. Content: How to Create a Reactive Job A reactive job can be created in either of the following ways: Click the + icon and select Work Order . Go to the Reactive Jobs page and click + Work Order . 1. Overview Enter the job details: Title Description PM (optional) Specifications Category Priority Target Attendance date and time Job Tags (optional) External Notes (optional) Tip: Enter the job description and click Auto Fill to automatically generate the title and select the relevant category. 2. Client & Site Select the Client . Select the Site . Select any relevant Assets (optional). Create a Visit (optional). You can also add a new client or site if it is not available in the list. 3. Supplier/Worker Assignment This stage is optional. You can: Assign the job to a supplier . Assign the job directly to a worker . Send a request to a supplier asking them to accept the job. 4. Notes Add any relevant internal notes or additional job information. This stage is optional. Note: Stages 3 and 4 will remain locked until all mandatory information in stages 1 and 2 has been completed. Once all required information has been entered, click Save & Close to create the job. ## Article 46: Client Training Guide URL: https://help.arez.io/docs/client-training-guide/ Slug: client-training-guide Category: Arez - FieldIQ (CAFM) Author: Arez Created: 2026-01-23T12:57:50.078Z Updated: 2026-09-01T09:44:07.130Z Tags: None Summary: Learn how to use the Arez Client Portal to track job progress, view visits, access documents, and approve quotations. Improve transparency, reduce follow-ups, and keep client communication clear and efficient. Content: The Client Portal provides access to the client's main areas. Each menu option helps users view, manage, or review different types of information related to their sites, jobs, maintenance, reports, quotations, and profile details. Dashboards The Dashboards section gives users access to summary views and key information. It helps clients monitor overall activity, review important updates, and quickly understand what is happening across their account. Under Dashboards, users can access: Data Hub (Reactive) This section shows information related to reactive work orders. It helps users review reactive jobs, track job activity, and monitor work raised for urgent or unplanned issues. Data Hub (PPM) This section shows planned preventative maintenance information. It helps users review scheduled maintenance activity and understand upcoming or completed planned work. Reactive Work Orders The Reactive Work Orders section allows users to view and manage reactive jobs raised against their sites. These are usually jobs created for faults, repairs, or unplanned maintenance requirements. Users can use this section to check job details, monitor progress, and review updates related to reactive work. PPM The PPM section provides access to planned preventative maintenance records. It helps users view maintenance schedules, planned tasks, and PPM-related job activity. This section is useful for monitoring routine maintenance and ensuring planned tasks are managed properly. Sites The Sites section displays the list of sites linked to the client account. Users can view site-related details and access information connected to each site. This helps clients manage visibility across all locations associated with their profile. Export Governance Report The Export Governance Report section provides information related to export. It helps users review export-related records and monitor controlled access to exported data. Quotations & RFQs The Quotations & RFQs section allows users to view and manage quotation and request-for-quote records. This helps clients review pricing requests, quotation details, and approval-related information. Profile The Profile section opens the client profile page. This is where users can view client information, linked records, contact details, users, sites, groups, subsidiaries, and work assignment rules Summary The Client Information page gives a clear and structured view of each client. It keeps client records, site information, contacts, users, financial details, and assignment rules in one place, helping teams manage client operations more efficiently. ## Article 47: Multi-Tier Management (Parent & Child Supplier Workforce Sharing) URL: https://help.arez.io/docs/multi-tier-management-parent-child-supplier-workforce-sharing/ Slug: multi-tier-management-parent-child-supplier-workforce-sharing Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-07-22T09:02:33.364Z Updated: 2026-08-28T06:27:19.478Z Tags: None Summary: Understand how Multi-Tier Management enables parent and child supplier workforce sharing, improving collaboration and workforce allocation across your organisation. Content: Multi-Tier Management (Parent & Child Supplier Workforce Sharing) Overview The Multi-Tier Management feature allows a Parent Supplier to create a network of Child Suppliers, share selected workers with them, and manage workforce allocation across multiple suppliers. This functionality enables Parent Suppliers to utilize workers from linked Child Suppliers while maintaining visibility of the workforce hierarchy and worker ownership. The Parent Supplier can only assign workers that have been explicitly shared by the Child Suppliers. Navigate to Service Partners , search for the Parent Supplier, and open the supplier profile. Accessing Multi-Tier Management From the left navigation menu, click Service Partners . Search for the supplier that will act as the Parent Supplier . Open the supplier profile. Select the Linked Suppliers tab. The Linked Suppliers page allows you to: Link new Child Suppliers. View all linked suppliers. Monitor the number of workers available across the supplier network. Share workers with linked suppliers. Remove supplier links. View the supplier hierarchy using the Roster Hierarchy Map . The Linked Suppliers tab displays all connected suppliers, workforce statistics, and the Roster Hierarchy Map. Linked Suppliers Dashboard The Linked Suppliers tab provides a complete overview of your supplier network. Supplier Network Summary The dashboard displays: Parent Supplier Total Linked Suppliers Total Network Workers Worker sharing statistics Each linked supplier card contains: Supplier Name Approval Status Workforce Overview Shared Workers count Total Workers count Link creation date View Profile Share Workers button Unlink button The Roster Hierarchy Map on the right visually represents the relationship between the Parent Supplier and all linked Child Suppliers Adding a Linked Supplier To link a new supplier: Open the Linked Suppliers tab. Click Add Linked Supplier . Select the supplier you want to connect. Save the relationship. Once linked, the supplier becomes available for workforce sharing. Sharing Workers with a Child Supplier Each linked supplier card contains a Share Workers button. To share workers: Locate the linked supplier. Click Share Workers . The Share Workers window opens. Search for workers using their name or email. Select the workers you want to share. Optionally click Select All Visible . Click Share Workers to confirm. Click Share Workers on the linked supplier card. Select the workers to share and click Share Workers to grant access. Example In this example: Total Workers = 24 Shared Workers = 14 After saving: Only the selected 14 shared workers become available to the Parent Supplier. The remaining workers stay private to the Child Supplier. After sharing, the supplier card displays the updated Shared Workers count. Understanding Worker Sharing The Shared Workers counter indicates how many workers from a Child Supplier are available to the Parent Supplier. Supplier Total Workers Shared Workers Supplier A 20 14 This means the Parent Supplier can assign only those 14 shared workers . Workers that have not been shared will never appear during worker assignment. Assigning Shared Workers to Parent Shifts After workers have been shared: Open the required Fulfilment Ticket . Navigate to Shift Schedule . Click + Worker on the desired shift. The Assign Worker window opens. Search for the required worker. Select the worker. Click Save . The worker search displays: Parent Supplier workers Shared workers from linked Child Suppliers Only shared workers are available for selection. Click + Worker to assign a worker to the shift. Only workers shared by Child Suppliers appear in the worker search. Worker Identification When assigning shared workers: The Parent Supplier schedules the worker. Ownership remains with the Child Supplier. The supplier name is displayed during worker selection. After assignment, the Child Supplier's logo is displayed on the shift. This provides clear visibility of worker ownership. Viewing Assigned Shared Workers From the Parent Supplier schedule: Assigned shared workers appear alongside internal workers. The Child Supplier logo identifies the worker's owning supplier. Clicking the shift opens the Shift Detail window displaying the assigned worker and supplier information. The assigned worker appears on the Parent Supplier's schedule with the Child Supplier logo. Roster Hierarchy Map The Roster Hierarchy Map provides a live visual representation of the supplier network. It displays: Parent Supplier Connected Child Suppliers Workers contributed by each supplier Total network workforce This allows administrators to quickly understand workforce distribution across all linked suppliers. Roster Hierarchy Map showing the Parent Supplier and linked Child Suppliers. Key Notes A Parent Supplier can link multiple Child Suppliers. Child Suppliers retain ownership of their workers. Only explicitly shared workers are visible to the Parent Supplier. Non-shared workers cannot be searched or assigned. Shared workers can be assigned like Parent Supplier workers. Assigned shared workers always retain the branding and ownership of their original Child Supplier. The Roster Hierarchy Map provides a live overview of the supplier network. ## Article 48: Foot Patrol Guide URL: https://help.arez.io/docs/foot-patrol-guide/ Slug: foot-patrol-guide Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-07-29T12:32:29.815Z Updated: 2026-08-20T19:53:39.122Z Tags: None Summary: Learn how to use the Foot Patrol feature in Arez to create patrols, record checkpoints, capture evidence, and manage patrol activities efficiently from the mobile app. Content: How to Create and Assign a Foot Patrol Overview The Foot Patrol feature enables you to create patrol routes for a site, configure checkpoints using QR Codes, NFC Tags, or GPS, and assign patrols to worker shifts. Once assigned, patrol activity can be monitored through the Patrol Run Review, allowing supervisors to track checkpoint completion and patrol progress. Accessing Foot Patrol From the left-hand navigation menu: Mobile Operations → Foot Patrol The Foot Patrol dashboard displays all existing patrol routes along with their status, linked sites, checkpoint count, schedules, and patrol history. Step 1: Create a New Patrol Click + Create Patrol in the top-right corner. Complete the following information: Patrol Name – Enter a descriptive name for the patrol. Frequency – Choose how often the patrol should be completed (for example, every 2 hours or once per shift). Client – Select the client. Site – Select the site where the patrol will be carried out. Description (Optional) – Add any notes or instructions for the patrol. Once all required fields are completed, click Save . The newly created patrol will appear at the top of the patrol list. Step 2: Open the Patrol Click the newly created patrol from the patrol list to open its details. The Patrol Detail page displays: Patrol information Client Linked site Patrol frequency Checkpoint management Route map Step 3: Add Checkpoints Click + Add Checkpoints in the top-right corner of the Route Map. Place checkpoints on the map wherever workers should complete patrol stops. Each checkpoint can be edited individually to configure: Checkpoint Name Checkpoint Type Completion Radius Location Settings Step 4: Configure Checkpoint Types Each checkpoint supports three different completion methods. GPS Only Workers complete the checkpoint automatically when they enter the configured GPS radius. Configure: GPS coordinates Completion Radius Completion Radius determines how close the worker must be before the checkpoint is automatically completed. For example, a radius of 10 metres means the checkpoint will automatically register once the worker comes within 10 metres of the checkpoint location. QR Code Workers scan a printed QR Code placed at the checkpoint. Additional options include: GPS Fallback Geofence Radius Print QR Code Download QR Code Regenerate QR Code If GPS Fallback is enabled, workers can still complete the checkpoint by entering the configured GPS radius if scanning is not possible. NFC Tag Workers tap a physical NFC tag installed at the checkpoint. You can configure: NFC Tag ID GPS Fallback Geofence Radius This provides an alternative to QR scanning while still supporting GPS-based completion if required. Step 5: Export Checkpoints Export NFC Tags Export the NFC Tag file, add the NFC Tag IDs , then import the updated file to assign the tags. Export QR Codes Export the QR Code file to download the QR codes for all checkpoints. Step 6: Save the Patrol Route After configuring all checkpoints, click Save Checkpoints & Continue . The patrol route is now ready to be assigned to worker shifts. Step 7: Assign Patrols to Shifts All shifts for the selected site are displayed automatically. To assign a patrol: Locate the required shift. Click Assign Patrol on the shift card. A confirmation window appears. Click Assign Patrol again to confirm. The patrol is now linked to that shift and will be available for the assigned worker. Step 8: View Patrol Progress Open the assigned shift from the rota. This opens the Patrol Run Review screen. The Patrol Run Review provides a complete overview of patrol activity, including: Patrol route map Checkpoint path Time slots Checkpoint submissions Patrol progress Worker movement throughout the patrol Selecting a time slot displays the corresponding checkpoint submission details, allowing supervisors to review patrol completion and monitor worker activity throughout the shift. Key Features Create multiple patrol routes for different sites. Configure checkpoints using GPS , QR Codes , or NFC Tags . Automatically complete checkpoints using configurable GPS radiuses. Assign patrols directly to worker shifts. Monitor patrol completion through the Patrol Run Review. Review checkpoint submissions and patrol progress in real time. ## Article 49: Manual Invoices – Arez Operate URL: https://help.arez.io/docs/manual-invoices-arez-operate/ Slug: manual-invoices-arez-operate Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-08-17T06:17:14.492Z Updated: 2026-08-17T10:22:35.126Z Tags: None Content: Manual Invoices – Arez Operate Overview The Manual Invoice feature in Arez Operate allows users to create invoices directly without relying on approved timesheets. This is useful when you need to raise an invoice for specific client charges, assets, equipment, materials, or other billable items that need to be added manually. You can select the client and site, add one or multiple line items, review the estimated invoice total, create the invoice, update its status, and then send it by email or save it as a PDF. What is a Manual Invoice? A Manual Invoice is an invoice created by manually adding the items or charges that need to be billed to a client. Unlike the standard Create Invoice option, which generates invoices from approved timesheet data, the Manual Invoice option lets you define the invoice charges yourself. This gives you flexibility to invoice for additional items or charges that are not generated through the normal timesheet-based billing process. Part 1: Open Invoices & Billing Step 1: Navigate to Invoices & Billing From the left-side navigation menu: Click Reports & Finance . Expand Finance & Payroll . Click Invoices & Billing . The Invoices & Billing page will open, displaying existing invoices and their current statuses. You can also use the available tabs to view invoices by status, including: All Draft Posted Credit Cancelled Part 2: Start a Manual Invoice Step 2: Open the Invoice Menu Click the + Invoice button in the top-right corner. Two options are displayed: Create Invoice – generates an invoice from approved timesheets. Manual Invoice – allows you to manually add charges or assets to an invoice. Select Manual Invoice . Part 3: Enter the Invoice Details The Manual Invoice window will open. Step 3: Select the Client Use the Client dropdown to select the client for whom you want to raise the invoice. Once the client is selected, the invoice summary will update accordingly. Step 4: Select the Site Use the Site dropdown to select the relevant client site. This identifies the site the manual invoice relates to. Step 5: Review the Invoice Information Review or enter the invoice information displayed in the form, including: Issue Date Due Date Invoice Number VAT % A Summary panel on the right displays the current invoice information, including: Client Site Issue Date Due Date VAT Estimated Total The estimated total updates as line items are added. Part 4: Add Line Items Step 6: Add a New Line Item Under Line items , use the Add new line item section to enter the charge that should appear on the invoice. Depending on the item being added, you can use fields such as: Parts Category Part Description Qty (hrs) Price VAT % Enter the required information for the charge. Step 7: Add the Item to the Invoice Once the details are entered, click + Add Item . The item will appear under Added line items . The added line displays information such as: Description Quantity Price VAT Amount The invoice Estimated Total is also updated. Step 8: Add Multiple Line Items You can add more than one charge to the same manual invoice. Repeat the line-item process for each additional item you need to include. All added items will appear in the Added line items section. If an item has been added incorrectly, use the Delete icon next to the relevant line to remove it before creating the invoice. Part 5: Create the Manual Invoice Step 9: Review the Invoice Before creating the invoice, review: Selected client Selected site Issue date Due date VAT Added line items Estimated total Make sure all information is correct. Step 10: Create the Invoice Click Create manual invoice . The invoice will be created and added to the Invoices & Billing list. Manual invoices are identified with a Manual label, making them easy to distinguish from invoices generated through the standard timesheet workflow. The newly created invoice will normally appear near the top of the invoice list. Part 6: Open and Review the Invoice Step 11: Open the Manual Invoice Click the invoice number to open the newly created invoice. The Company Invoices page displays the invoice details. You can review: Invoice Number Client Site Issue Date Payment Due Date VAT Total Amount Individual line items Charge Rate VAT Amount Final Amount Payment Information The totals section shows the complete invoice calculation, including the amount before VAT, VAT amount, and total invoice value. Part 7: Add or Remove Line Items After Creation The invoice detail page includes a + Add Line Item button. You can use this option if another manual charge needs to be added to the invoice. Existing line items also include a delete option, allowing items to be removed where required. Review the invoice totals again after making any changes. Part 8: Update the Invoice Status The current invoice status is displayed in the top-right corner of the invoice. Use the status dropdown to update the invoice as it progresses through the billing process. Available statuses shown in the system include: Draft Posted Awaiting Approval Credit Cancelled Select the appropriate status according to the invoice's current stage. Note: Make sure the invoice has been reviewed before changing it from Draft to the next required status. Part 9: Send or Export the Invoice Step 12: Open Actions Click the Actions dropdown at the top of the invoice. Available options include: Send email PDF Delete invoice Send Email Select Send email when the invoice is ready to be sent electronically. Save as PDF Select PDF to generate or save a PDF version of the invoice. This can be useful if the invoice needs to be shared separately or stored outside the system. Delete Invoice Use Delete invoice only where the invoice should be removed. Important Manual Invoice Behaviour Manual Invoices are not generated from timesheets A Manual Invoice is created from the line items you enter manually. Multiple line items can be included You can add multiple charges, assets, parts, or other billable items to the same invoice. Invoice totals update automatically As items are added, the estimated invoice total updates based on the quantity, price, and VAT entered. Manual invoices are clearly identified Invoices created through this process appear with a Manual label in the invoice list. Status can be managed after creation The invoice status can be updated from the invoice detail page as it moves through the billing process. Invoices can be sent or exported Once the invoice is ready, it can be sent by email or exported as a PDF. Key Points Navigate to Reports & Finance → Finance & Payroll → Invoices & Billing . Click + Invoice → Manual Invoice . Select the required Client and Site . Review the issue date, due date, invoice number, and VAT. Add one or more manual line items. Click + Add Item for each charge. Review the estimated total before creating the invoice. Click Create manual invoice . Open the invoice from the invoice list to review the full details. Update the invoice status when required. Use Actions to send the invoice by email or save it as a PDF. Conclusion Manual Invoices provide a flexible way to raise client invoices for charges that are not generated through the normal timesheet billing process. Users can manually select the client and site, add the required billing items, review totals, create the invoice, manage its status, and send or export the completed invoice directly from Arez Operate. Summary Manual Invoices in Arez Operate allow users to create client invoices without using timesheet data. Select the client and site, add one or multiple billable line items, review VAT and totals, then create the invoice. Once created, the invoice can be reviewed, updated through its status workflow, sent by email, or exported as a PDF. ## Article 50: Minimum Billing Automation – Arez Operate URL: https://help.arez.io/docs/minimum-billing-automation-arez-operate/ Slug: minimum-billing-automation-arez-operate Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-08-12T14:16:12.993Z Updated: 2026-08-17T09:55:10.286Z Tags: None Content: Minimum Billing Automation – Arez Operate Overview Minimum Billing Automation allows you to define a minimum number of billable hours for a client and automatically apply that rule when preparing invoices. If the actual worked hours are below the configured minimum, Arez calculates the difference and adds the required uplift hours to the invoice. This helps ensure agreed minimum billing commitments are applied consistently without manually adjusting individual shifts. Important: Minimum Billing affects billable hours only . The worker's actual worked hours and pay hours are not changed. For example, if a worker completes 6.92 hours but the client's minimum billing rule is 8 hours , the system can add 1.08 additional billable hours to bring the invoice quantity up to 8 hours. What is Minimum Billing Automation? Minimum Billing Automation is a client-level billing rule used when a customer must be billed for a minimum number of hours, even where the actual worked time is lower. The automation compares the applicable worked hours against the configured minimum when a draft invoice is prepared. If: Worked Hours < Minimum Billable Hours the system calculates: Additional Hours = Minimum Billable Hours − Worked Hours Those additional hours are then added to the invoice when Minimum Billing is applied. Example A client has a minimum billing rule of 8 hours per worker per day . A worker completes: Actual worked hours: 6.92 hours Minimum billable hours: 8.00 hours Additional hours required: 1.08 hours After applying Minimum Billing: Worked hours remain 6.92 hours Billable hours become 8.00 hours Additional billed hours are 1.08 hours The additional amount depends on the rate configured for uplift hours. Part 1: Configure Minimum Billing for a Client Step 1: Open the Client From the left-side navigation menu: Click Clients & Sites . Select Clients . Open the client for which you want to configure Minimum Billing. The selected client's Client Information page will open. Step 2: Open the Minimum Billing Tab From the tabs displayed on the Client Information page, select Minimum Billing . This page contains the billing rule and uplift-rate configuration for the selected client. Step 3: Enable Minimum Billing Turn on the Enable minimum billing toggle. When enabled, the configured rule becomes available when draft invoices are generated for this client. If Minimum Billing is disabled, no uplift will be offered during invoice preparation. Configure the Minimum Billing Rule Step 4: Choose How the Minimum Should Apply Under Minimum Billing Rule , use the Apply Per field to define how Arez should evaluate the minimum. The available options include: Worker per day The minimum is evaluated for each worker on each calendar day. For example, with an 8-hour minimum: Worker A works 6 hours → 2 uplift hours may be added. Worker B works 8 hours → no uplift is required. This option is useful where the billing agreement guarantees a minimum charge for each individual worker per day. Site per day The minimum is evaluated against the applicable site-level activity for the day. Use this option where the minimum billing commitment relates to the site rather than an individual worker. Select the option that matches the client's commercial billing agreement. Step 5: Enter the Minimum Billable Hours In Minimum Billable Hours , enter the minimum number of hours that should be billed. Example: 8.00 hours When the applicable worked hours fall below this value, Arez calculates the difference as additional uplift hours. Configure the Rate for Additional Hours Step 6: Choose How Uplift Hours Should Be Charged Under Rate for Additional (Uplift) Hours , select how the additional hours should be priced. There are two options. Use Applicable Charge Rate — Recommended Select Use applicable charge rate if additional hours should use the worker, site, role, or contract's normal applicable charge rate. This keeps the uplift aligned with the normal billing rate already associated with the shift. Override Rate for Additional Hours Select Override rate for additional hours if uplift hours should be charged at a specific rate. When selected, the Override Rate field appears. Enter the required uplift rate. Example: £10.00 With this option: Actual worked hours continue to use their normal applicable charge rate. Only the additional uplift hours use the override rate. Understanding the “How It Works” Panel The How it works panel provides a live example of the configured rule. It shows: Worked hours Minimum billable hours Additional uplift hours Rate for additional hours Total billable hours For example: Worker works: 2.00 hrs Minimum billable hours: 8.00 hrs Additional uplift hours: 6.00 hrs Total billable hours: 8.00 hrs Use this preview to confirm that the configuration matches the intended billing rule. Step 7: Save the Configuration Once the minimum rule and uplift rate are configured, click Save Changes . Minimum Billing is now configured for that client and can be applied when preparing eligible invoices. Part 2: Create a Draft Invoice After configuring the client's Minimum Billing rule, create a draft invoice for the relevant billing period. Step 8: Open Invoices & Billing From the left-side navigation menu: Open Reports & Finance . Navigate to Finance & Payroll . Click Invoices & Billing . The Invoices & Billing page displays existing invoices and their current statuses. Step 9: Start a New Invoice Click the + Invoice button in the top-right corner and begin creating a draft invoice. The Create Draft Invoice window will open. Configure the Draft Invoice Step 10: Select the Client Under Clients , select the client for which Minimum Billing was configured. You can also select the required Invoice Grouping option. For example: One invoice per client Step 11: Select the Sites Choose which sites should be included in the invoice. Available options may include: All active sites Selected sites only Exclude selected sites If using Selected sites only , choose the specific site or sites to include. Step 12: Define the Billing Period Enter the required: From date To date Issue Date Due Date The billing period determines which approved timesheets are included in the draft invoice. Step 13: Complete Invoice Details Review or enter: Invoice Number Amount basis, such as Tax exclusive VAT Rate Check the summary displayed on the right before proceeding. Step 14: Create the Draft Invoice Click Create Draft Invoice . The invoice is created in Draft status. Minimum Billing is not automatically applied at this point. You can first review its impact before applying it. Part 3: Preview Minimum Billing Open the newly created draft invoice. When Minimum Billing is enabled for that client, a Minimum billing available banner appears at the top of the invoice. The banner displays information such as: Current worked hours Billable hours after application Additional hours Additional amount It also provides two actions: Preview Changes Apply Minimum Billing Step 15: Preview the Changes Before applying the billing uplift, click Preview Changes . The Minimum Billing Preview window opens. This allows you to review exactly what the system intends to add to the invoice before making any changes. Understanding the Minimum Billing Preview The preview displays a summary of the proposed adjustment, including: Worked Hours Billable Hours Additional Hours Additional Amount It also identifies the specific invoice lines that fall below the configured minimum. For each affected line, you can review: Shift Date Worker Site Current Hours Minimum Hours Additional Hours Additional Amount Example For a shift where: Current hours = 6.92 hrs Minimum = 8 hrs the preview shows: Additional Hours = +1.08 hrs Additional Amount = the value calculated using the configured uplift rate. This lets you verify the adjustment before it is applied to the invoice. Part 4: Apply Minimum Billing Step 16: Apply the Uplift After reviewing the preview, click Apply Minimum Billing . Arez updates the invoice using the configured Minimum Billing rule. The additional billable hours are added only where required. What Happens After Minimum Billing Is Applied? After you review the Minimum Billing Preview and click Apply Minimum Billing , Arez applies the required billing uplift to the draft invoice. Where an uplift is required: The required additional billable hours are added to the invoice. The billable hours reflect the minimum billing requirement. The corresponding additional amount is included based on the configured uplift rate. The worker's actual worked hours are not changed by the billing uplift. Example Suppose the invoice initially shows: Worked Hours: 79.92 hrs Minimum Billing Rule: 8 hours per worker per day Additional Hours Required: +1.08 hrs Additional Amount: £13 The Minimum Billing calculation is: 79.92 Worked Hours + 1.08 Additional Hours = 81.00 Billable Hours After the uplift is applied, the invoice reflects the additional billing required to meet the configured minimum. Important Billing Behaviour Worked Hours Worked Hours represent the actual hours worked by the worker. Minimum Billing does not change these hours Additional Hours Additional Hours represent the billing uplift required to bring an eligible worker or site up to the configured minimum. For example: 8.00 minimum − 6.92 worked = 1.08 additional hours Billable Hours Billable Hours represent the hours chargeable to the client after considering the Minimum Billing rule. When uplift is required: Worked Hours + Additional Hours = Billable Hours Example: 79.92 + 1.08 = 81.00 hrs When no uplift is required: Worked Hours + 0 = Billable Hours Example: 81 + 0 = 81 hrs Key Points Minimum Billing is configured individually for each client . The minimum can be applied per worker per day or per site per day , depending on the client's billing agreement. Arez only calculates an uplift when the applicable hours fall below the configured minimum. Only the difference between the worked hours and minimum billable hours is added as uplift. Worked Hours represent the actual hours worked and are not changed by Minimum Billing. Additional Hours represent the billing uplift required to meet the configured minimum. Billable Hours represent the total hours chargeable to the client after the applicable uplift. Additional uplift hours can use either the applicable charge rate or a configured override rate . Preview Changes allows you to review affected invoice lines, additional hours, and additional amounts before applying the adjustment. If Additional Hours shows 0 hrs, no further Minimum Billing uplift is currently required. Minimum Billing affects client billing only and does not alter the worker's actual worked hours. Always review the Minimum Billing Preview before applying the adjustment to the draft invoice. Conclusion Minimum Billing Automation helps ensure that client invoices meet the configured minimum billing requirements without requiring users to manually adjust individual invoice lines. Once configured, Arez identifies eligible hours that fall below the minimum and calculates the required billing uplift. Users can review the proposed adjustments through Preview Changes before applying them to the draft invoice. This provides a more efficient and controlled billing process while keeping the original worked hours unchanged. ## Article 51: Timesheet Exemptions Guide URL: https://help.arez.io/docs/timesheet-exemptions-guide/ Slug: timesheet-exemptions-guide Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-16T11:32:03.803Z Updated: 2026-08-03T13:07:05.804Z Tags: None Summary: Configure timesheet exemptions in Arez to manage site-level deduction rules, control time pricing and book-on/off exemptions, and ensure accurate payroll and timesheet processing. Content: Timesheet Exemptions Guide Overview The Timesheet Exemptions feature allows administrators to configure site-level exemptions that prevent specific arbitration deductions from being applied to workers' timesheets. Exemptions can be configured for: Time Pricing Deductions Book-On/Off Deductions Once a site exemption is created and saved, the selected exemption rules will automatically apply to workers who have previously worked at that site. Accessing Timesheet Exemptions Navigate to Reports & Finance from the left-hand menu. Select Arbitration . Click Timesheet Arbitration . Select Timesheet Exclusions . The Manage Exemptions window will open, allowing you to manage site and worker exemptions. Creating a Site Exemption Click + Add Site Exemption . In the Site field, search for and select the required site. Configure the exemption rules using the available toggles. Add an optional internal note if required. Click Save . The exemption will now be applied to the selected site. Exemption Rules Time Pricing Exempt Purpose: Controls whether deductions are applied when an officer arrives late. Toggle ON No time pricing deductions will be applied. The scheduled shift time will be used for payable and chargeable time calculations. Officers will not receive deductions for late arrivals. Toggle OFF Standard arbitration rules apply. Deductions will be applied when an officer is late according to the configured time pricing rules. Example: Scheduled Shift: 08:00 – 16:00 Officer arrives at 08:15 Time Pricing Exempt ON: No deduction applied. Time Pricing Exempt OFF: Late arrival deduction is applied. Book-On/Off Deduction Exempt Purpose: Controls whether deductions are applied when workers fail to book on or book off. Toggle ON Missing Book-On deductions will not be applied. Missing Book-Off deductions will not be applied. Workers will not be penalized for missing book-on or book-off actions. Toggle OFF Standard arbitration rules apply. Missing Book-On and Book-Off deductions will be applied where applicable. Example: Book-On/Off Deduction Exempt ON Worker forgets to book on. No deduction is applied. Book-On/Off Deduction Exempt OFF Worker forgets to book on. Deduction is applied according to arbitration settings. Automatic Application of Site Exemptions When a site exemption is created: The exemption automatically applies to workers who have previously worked at the selected site. Future timesheet arbitration calculations will respect the exemption settings configured for that site. Editing an Exemption Open Timesheet Exclusions . Locate the site in the Site Exemptions list. Click the Edit (Pencil) icon. Update the exemption settings. Click Save . Deleting an Exemption Open Timesheet Exclusions . Locate the exemption you wish to remove. Click the Delete (Trash Bin) icon. Confirm the deletion. Once removed, normal arbitration deduction rules will apply again. Summary Setting Toggle ON Toggle OFF Time Pricing Exempt No deductions for late arrivals. Scheduled shift time used for payable and chargeable calculations. Late arrival deductions are applied. Book-On/Off Deduction Exempt No deductions for missing book-on or book-off actions. Missing book-on/off deductions are applied. Important: If both toggles are enabled and the exemption is saved, no time pricing deductions or book-on/off deductions will be applied for workers associated with the selected site. ## Article 52: How to Generate an Invoice for a Specific Site URL: https://help.arez.io/docs/how-to-generate-an-invoice-for-a-specific-site/ Slug: how-to-generate-an-invoice-for-a-specific-site Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-07-07T08:12:56.353Z Updated: 2026-08-03T13:01:37.667Z Tags: None Summary: Generate invoices for a specific site in Arez by selecting the required site, reviewing invoice details, and creating accurate invoices for completed work. Content: How to Generate an Invoice for a Specific Site Overview This guide explains how to generate an invoice for a specific site within a client. Instead of invoicing all sites, you can select only the required site(s) for the chosen billing period. Step 1: Navigate to Invoices & Billing From the left-hand menu, navigate to: Reports & Finance → Finance & Payroll → Invoices & Billing On the Invoices & Billing page, click + Invoice in the top-right corner. Step 2: Select the Client The Create Draft Invoice window will open. Select the required Client . Leave the Invoice Grouping option as required (default is One invoice per client ). Step 3: Select the Site Under the Sites section: Select Selected sites only . Click the Choose sites field. Select the site(s) you want to include in the invoice. Only the selected site(s) will be included in the invoice. Step 4: Enter the Billing Period Complete the Billing Period section by entering: From – Start date of the billing period. To – End date of the billing period. Issue Date – Date the invoice is issued. Due Date – Payment due date. Step 5: Complete the Invoice Details In the Invoice Details section: Invoice Number – Automatically generated by the system. Amounts Are – Select either: Tax Exclusive , or Tax Inclusive VAT Rate – Select the applicable VAT percentage. Step 6: Create the Invoice Once all the required information has been entered: Review the invoice details. Click Create Draft Invoice . The invoice will be created and saved in Draft status, where it can be reviewed, edited, submitted for approval, or posted when ready. Notes Only approved and arbitration-confirmed timesheets are included in the invoice. Selecting Selected sites only ensures that only the chosen site(s) are included in the invoice. Clicking Create Draft Invoice creates the invoice in Draft status. It is not posted or emailed until further action is taken. ## Article 53: How to Generate a Combined Invoice Report in Arez URL: https://help.arez.io/docs/how-to-generate-a-combined-invoice-report-in-arez/ Slug: how-to-generate-a-combined-invoice-report-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-06-02T14:08:29.200Z Updated: 2026-07-21T14:00:18.731Z Tags: None Summary: Learn how to create a combined invoice report in Arez by merging invoice summaries, detailed reports, worker views, site reports, and role summaries into one document. Content: How to Generate a Combined Invoice Report in Arez Overview The Combined PDF feature allows you to merge multiple invoice reports into a single PDF document. You can choose which reports to include, making it easy to share a complete invoice package with your clients. Step 1: Navigate to Invoices & Billing From the left-hand menu: Reports & Finance → Finance & Payroll → Invoices & Billing You will see a list of all created invoices. Step 2: Open an Existing Invoice Locate the invoice you wish to export. Click on the invoice to open it. Once opened, you will see the invoice details along with the available invoice views: Invoice Summary Detailed Invoice Worker View Site View Role Summary Step 3: Open the Actions Menu In the top-right corner, click the Actions button. Select Combined PDF from the dropdown menu. A Combine PDF Reports window will appear. Step 4: Select Reports to Include The Available Reports list will display: ✔ Invoice Summary ✔ Detailed Invoice ✔ Worker Wise Report ✔ Site Wise Report ✔ Role Summary You can: Select all reports to create a complete invoice pack. Select only specific reports if required. Combine one, two, or multiple reports into a single PDF document. The selected reports will be merged in the order shown. Step 5: Generate the Combined PDF Review your selected reports. Click Combine & Download PDF . Arez will generate and download a single PDF containing all selected reports. Included Report Types Invoice Summary Provides a high-level overview of the invoice, including: Client details Invoice period Site/Contract information Hours billed Charge rates Total invoice value Detailed Invoice Displays a line-by-line breakdown including: Dates worked Site Worker/Role Shift times Hours worked Rates VAT Amounts charged Worker Wise Report Groups invoice data by worker and includes: Worker name Role Shift details Hours worked Gross totals VAT calculations Site Wise Report Groups invoice data by site and includes: Site information Officers assigned Hours worked Charge rates Site totals Role Summary Provides a summary by role, including: Role names Total hours Net amount VAT amount Gross amount Result After downloading, the Combined PDF can contain any combination of: Invoice Summary Detailed Invoice Worker Wise Report Site Wise Report Role Summary This provides a complete invoice pack that can be shared with clients or retained for audit and reporting purposes. ## Article 54: How to Generate Payroll in Arez URL: https://help.arez.io/docs/how-to-generate-payroll-in-arez/ Slug: how-to-generate-payroll-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-25T14:51:28.377Z Updated: 2026-07-21T13:59:32.337Z Tags: None Summary: Learn how to generate, review, and export payroll reports in Arez, including worked hours, deductions, holiday pay, gross earnings, and net pay calculations. Content: How to Generate Payroll in Arez Introduction The Payroll module allows payroll teams to generate payroll reports for selected periods, review employee pay details, verify deductions and holiday pay, and export payroll data for processing. Navigate to: Reports & Finance → Finance & Payroll → Payroll You will see the Payroll Reports Overview page displaying: Scheduled Hours Worked Hours Holiday Hours Gross Amount Deduction Amount Net Amount Previously generated payroll reports Step 1: Open Payroll Module From the left menu click: Reports & Finance → Finance & Payroll → Payroll The Payroll Reports Overview page displays all generated payroll reports and payroll summaries. Step 2: Generate a New Payroll Report Click: Generate Payroll Report (top right) The Generate Payroll Report popup opens. Fill in: Service Partner Select: All service partners or Specific service partner Report Title Enter a payroll report name. Example: Payroll Management Report Date Range Select: From Date → Payroll start date To Date → Payroll end date Example: 01 May 2026 → 31 May 2026 After entering details click: Generate The system generates the payroll report. Step 3: Open Generated Payroll Report After generation, the report appears in: Payroll Reports Overview Each report displays: Scheduled hours Worked hours Holiday hours Gross amount Deductions Net amount Detail View Default tab: Detail Shows: Employee name NI number PIN Date Shift type Schedule Worked hours Pay rate Gross amount Deductions Final payable amount This gives a shift-by-shift payroll breakdown. Overall Deductions Section Scroll down to view: Overall Deductions This section lists: Worker Date Site Deduction note Deduction amount Examples: Missing book-on deduction Missing book-off deduction Weekly insurance deduction Review deductions before payroll export. Worker-wise View Click: Worker-wise Payroll information groups by employee. Displays: For each worker: Dates worked Shift schedule Hours Pay rate Gross amount Deductions Final amount Summary totals appear at bottom: Total shift hours Holiday hours Gross amount Deductions Final payable amount Use this view to review employee-specific payroll. Site-wise View Click: Site-wise Payroll groups shift by site. Displays: Site name Employees working on site Hours Pay rates Deductions Amounts Site totals shown: Total shifts Holiday hours Gross amount Deductions Total payable amount Useful for site-level payroll analysis. Export Payroll Report Click: Export (top right) Export payroll data for further processing. Use exported reports for: Payroll submission Finance records Auditing External payroll systems Payroll Review Checklist Before exporting payroll ensure: ✅ Payroll dates are correct ✅ Worked hours reviewed ✅ Deductions verified ✅ Holiday pay checked ✅ Gross amount validated ✅ Final net pay confirmed Notes Payroll reports are generated based on approved shift data and arbitration decisions. Deductions applied in arbitration are reflected in payroll calculations. Always review deductions before payroll processing. Outcome Once reviewed and exported, the payroll report can be used to process worker payments accurately. ## Article 55: How to Use Invoicing in Arez URL: https://help.arez.io/docs/how-to-use-invoicing-in-arez/ Slug: how-to-use-invoicing-in-arez Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-25T12:17:41.837Z Updated: 2026-07-21T13:59:20.696Z Tags: None Summary: Learn how to generate invoices from approved timesheets in Arez, manage billing periods, group invoices by client or role, add charges, and track invoice statuses. Content: How to Use Invoicing in Arez Introduction The Invoices & Billing module allows users to generate invoices from approved timesheets, organise billing by client or role, review invoice summaries, add manual charges, and manage invoice statuses before sending to clients. Only approved and arbitration-confirmed timesheets are included in invoice generation. Unapproved shifts will be excluded automatically. Accessing Invoices & Billing Navigate to: Reports & Finance → Finance & Payroll → Invoices & Billing The dashboard displays: Total invoice values Draft invoices Posted invoices Credit notes Cancelled invoices Existing invoice records and statuses Creating a Draft Invoice Click: + Invoice to begin creating a new invoice. The invoice setup contains four sections: Clients Sites Billing Period Invoice Details A summary panel appears on the right showing: Number of clients Sites included Draft invoices to be created Billing dates Invoice number VAT Grouping type Draft invoices are created only and will not be posted or emailed until reviewed. Step 1: Select Client Choose the client(s) for whom invoices should be generated. Under Invoice Grouping , select: One invoice per client (Default) Creates one invoice combining all approved records for the selected client. Role Wise Creates separate invoices grouped by worker roles. Examples: SG Grade A SG Grade B Shift Lead Contract Manager SIA Events Use Role Wise when different billing rates apply to different positions. Step 2: Configure Site Selection Choose which sites to include: All active sites Includes all active sites under the selected client. Selected sites only Generate invoices for specific sites only. Exclude selected sites Exclude chosen sites from invoicing. The summary updates automatically. Step 3: Define Billing Period Specify: From date To date Issue date Due date These dates determine: Included shifts Invoice issue date Payment due date Ensure billing dates match approved payroll periods. Step 4: Configure Invoice Details The Invoice Details section allows users to review invoice settings before creating the draft invoice. Invoice Number The Invoice Number is automatically generated by the system and assigned to the invoice. Example: INV-000034 Invoice numbers are generated sequentially and cannot be edited manually. Amount Type Select how tax should be applied to the invoice: Tax Exclusive VAT is added separately to the invoice total. Tax Inclusive VAT is already included within the invoice total. No Tax No VAT will be applied. VAT Rate Select the applicable VAT percentage for the invoice. Example: 20% Ensure the VAT setting matches the client’s billing requirements. Create Draft Invoice Review all selections and click: Create Draft Invoice The invoice appears in the dashboard with status: Draft Step 6: Review the Invoice Summary Open the created invoice to review all invoice details before approval or sending. Select the Invoice Summary tab to view an overview of the invoice, including: Client and site/contract information Invoice issue date and payment due date Invoice period VAT percentage applied Total hours worked Total payment amount Site breakdown and contracted locations Charge rates applied Quantity (hours) billed Subtotals and invoice totals Terms & Conditions Payment information (bank details and payment instructions) Review these details carefully to ensure invoice accuracy before progressing to approval or sending. Invoice Views Multiple views are available: Detailed Invoice Shows full billing breakdown. Worker View Displays charges grouped by worker. Site View Displays charges grouped by site. Role Summary Displays charges grouped by role. Use these views to validate calculations before sending. Add Manual Line Items (Optional) Additional charges can be added manually. Examples: Overtime Equipment Travel Radios Uniform costs Miscellaneous charges Enter: Description Quantity (Hours) Rate VAT Then select: Add Line Item The invoice total updates automatically. Payment Information Invoice payment details display: Currency Account Name Account Number Bank Name Sort Code IBAN Bank Address Verify information before posting invoices. Managing Invoice Status Invoices can move between different statuses depending on their stage: Draft – Invoice is editable and not finalised. Posted – Invoice has been finalised/posted. Credit – Used for credit notes or adjustments. Cancelled – Invoice has been cancelled. To update the invoice status: Open the Status dropdown (top right). Select the required status: Draft Posted Credit Cancelled Additional actions available from the Actions menu: Delete invoice Export to Xero Download as: PDF CSV Excel Troubleshooting Missing shifts in invoice Check: Timesheets approved Arbitration completed Billing dates correct Incorrect totals Verify: Rates VAT Added line items Invoice grouping Invoice not generating Ensure: Client selected Sites included Approved shifts exist within chosen period Summary The Invoices & Billing module converts approved timesheets into structured invoices, allowing users to group billing by client or role, add adjustments, review calculations, and manage invoice approval before sending to clients. ## Article 56: How to Use Timesheet Arbitration in Arez for Area Managers (AM) URL: https://help.arez.io/docs/how-to-use-timesheet-arbitration-in-arez-for-area-managers-am/ Slug: how-to-use-timesheet-arbitration-in-arez-for-area-managers-am Category: Operate (People Mgt.) Author: umair@arez.io Created: 2026-05-25T13:42:04.518Z Updated: 2026-07-21T13:59:06.608Z Tags: None Summary: Learn how Area Managers use Timesheet Arbitration in Arez to review attendance discrepancies, apply pay decisions, approve shifts, and send timesheets to payroll. Content: How to Use Timesheet Arbitration in Arez for Area Managers (AM) Introduction The Timesheet Arbitration module in Arez enables Area Managers (AMs) to review shift discrepancies, assess attendance issues, apply payment decisions, and approve shifts for payroll processing. This guide explains how to: Review shift issues Assess recorded vs scheduled hours Decide payable time Apply deductions Mark shifts ready for payroll Send approved shifts to the worker pay sheet Step 1: Open Timesheet Arbitration Navigate to: Reports / Analytics → Timesheet Arbitration The dashboard provides an overview of: Total shifts No timing issues Needs review Auto adjusted Reviewed Ready to send Already sent to pay sheet You can also filter by: Week Site Worker or shift search Step 2: Review Shift Statuses Each shift displays: Worker Information: Worker name Site Shift reference Shift Details: Scheduled shift hours Actual recorded time Payable time Issues: Examples include: Late arrival Early finish Missing book-on Missing book-off Time Deductions: Shows automatic or applied deductions affecting payment. Status: Examples: Ready to Send Needs Review Auto Adjusted Already Sent to Pay Sheet Step 3: Review the Shift and Select a Pay Decision After clicking Review , a Review Shift window will open showing the worker’s scheduled shift, recorded time, detected issues, and payroll impact. Review the Scheduled and Recorded times. Check any detected issues (e.g., Missing book-on or Missing book-off ). Under Pay decision , choose how the worker should be paid: Pay scheduled shift – Pay the worker for the full scheduled shift. Apply manual payable time – Enter custom payable hours for payroll calculation. Review the Summary section to confirm payable time and deductions. Add an optional Manager note if required. Click Save as Reviewed to save changes, or Mark Ready for Pay Sheet to move the shift to the next stage for payroll processing. Step 4: Make a Payment Decision Area Managers can choose how the worker should be paid. Available options: Option 1: Pay Recorded Time Pay based on the worker’s actual clock-in and clock-out times. Example: Scheduled: 08:00 → 16:00 Recorded: 08:20 → 16:00 Worker paid: 7h 40m Option 2: Pay Scheduled Shift Pay for the full scheduled shift regardless of attendance discrepancies. Example: Scheduled: 08:00 → 16:00 Worker paid: 8h Step 5: Review Deductions Depending on the issue detected, deductions may apply. Examples: Late arrival Deduction: £4.00 Missing book-on Deduction: £5.00 Missing book-off Deduction: £5.00 The Summary section displays: Payable time Fixed deductions Review carefully before proceeding. Step 6: Add Manager Notes (Optional) Area Managers can enter notes explaining the decision. Examples: Late arrival approved Missing clock-in confirmed by site Shift paid in full due to exceptional circumstances Manager notes help maintain audit history. Step 7: Save or Approve the Shift After reviewing: Choose: Save as Reviewed Saves the decision without sending it to payroll. OR Mark Ready for Pay Sheet Approves the shift for payroll processing. The shift status changes to: Ready to Send Step 8: Send Ready Shifts to Pay Sheet After reviewing all shifts: Click: Send ready shift(s) to pay sheet located at the top right. A confirmation popup appears. Type the required confirmation text and click: Confirm Dashboard Status Definitions Status Meaning No Timing Issue No discrepancies detected Needs Review Manual review required Auto Adjusted System adjusted payable time automatically Reviewed Reviewed but not yet sent Ready to Send Approved for payroll Already Sent to Pay Sheet Shift transferred to payroll Timesheet Arbitration Workflow Summary Review shift issue ↓ Assess recorded vs scheduled hours ↓ Choose payment method ↓ Apply deductions if required ↓ Add manager notes ↓ Mark Ready for Pay Sheet ↓ Send ready shifts to pay sheet ↓ Shift moves to Worker Pay Sheet ↓ Payroll processing Final Notes Review all deductions before approving payment. Ensure exceptional attendance issues are documented in manager notes. Only mark shifts ready when payment decisions are final. Once shifts are sent to the pay sheet, they become available for payroll processing.