Welcome to Terake

Terake is a work and working time system. Workers start and finish work in the mobile app, the manager sees in real time who is doing what, and working hours, machines, materials and costs reach the reports without retyping. The same system is used by very different companies: in construction, transport, maintenance, production, service work and agriculture.

Getting started is simple: first you describe the company, then add workers, machines and places of work, and invite the workers to use the app. The steps below are in the recommended order; steps 1 to 6 are required, the rest you do when you need them.

All the setup requires the “Administrator” role.

1. Check the company settings

Open Company settings in the Admin menu and click the company row. On the “Main data” tab check the company name, the country (public holidays are counted by it), the currency and the company type. Also tick “Send log in instruction e-mail” and choose the “Communication language”: new workers then automatically receive an e-mail with the app download links when they are added.

On the “Working day settings” tab enter “Norm work hours per day” and “Overtime hours per day”. They are used in working time accounting, and Terake uses them to finish a work that the worker forgot to finish. If you wish, add the rules for automatic pauses there, see Automated processes.

2. Add worktypes

A worktype says what work is done (for example “Installation”, “Driving”, “Maintenance” or “Meeting”). The worker chooses it when starting work, so make the list one that every worker can use without help. Terake already contains a few common worktypes; add the rest yourself on the Worktypes page. You can add the hourly rate now or later.

3. Add workers

A worker is anyone who does work in Terake or looks at its data. Workers are added on the Worker settings page:

• One by one: press “Add new worker”, enter the name, a password (at least 6 characters) and the e-mail address.
• From a file: if there are many workers, press “Add from file” and choose an Excel or csv file. Terake shows a preview and marks problem cells with colours before anything is saved.

Every new worker automatically gets the “User” role, with which they can work in the mobile app and see their own works. For managers and others, add the roles they need on the “Roles” tab of the worker form, for example “Approver” for approving works, “Personnel” for managing workers or “Dispatcher”. The meaning of the roles is described in the Glossary. If a worker’s boss is set, the boss sees and approves their works.

You do not need professions, divisions or worker groups at the start: add them later when you begin to split the reports by them (Professions, Departments).

4. Add machines and equipment

If machines, vehicles or equipment are used in the works, add them on the Machines and equipment page, one by one or from a file. At least the name and the equipment type are needed; the registration number helps to link the machine to refuelings and telemetry later. Mark whether the machine is a main machine, an implement or a maintenance unit. Describe the equipment types on the Types of equipment page. If machines are not used, skip this step.

5. Add workobjects and customers

A workobject is a place where, or an item on which, work is done: a construction site, a building, a warehouse, an address or a serviced device. Add them on the Workobjects page, one by one or from a file. When you enter an address, Terake sets the coordinates and the object appears on the map; this is later used, among other things, to check the location of a work and to link a work to the object automatically. If work is done for customers, also add Customers and partners. Both are optional: work can be started without an object and a customer.

For an agricultural company type the Field module menu is added, where fields and field work data are described; it is not part of the basic start-up steps.

6. Invite the workers to use the app

Workers start and finish work in the Terake Worker mobile app.

1. If “Send log in instruction e-mail” was ticked when the worker was added and the worker has an e-mail address, they receive an e-mail with the app download links and can create a password for themselves. You can send it again later from the worker form with the button of the same name.
2. If there is no e-mail address, give the worker the username and password yourself.
3. The worker downloads the app, logs in and chooses a worktype (and, if needed, a workobject, a machine and so on) to start work. The principle is the same as on the Start work page, which can be used on a computer on the web.

In the first days ask the workers to use the latest version of the app and to allow location services on the phone if the company wants to register the location of the work. Workers whose phone is out of coverage for a while send their data when the coverage returns.

7. See how work reaches the system

When the first worker has started work, you see it right away on the Realtime info page. A finished work appears on the Approval page, where the manager reviews and approves it. After approval the work goes into working time accounting: the Worktime table, Statistics and the reports. All works, also unapproved ones, are on the Detail view page.

A worker who forgets to finish a work does not disturb the accounting: Terake finishes a work left running by itself, see Automatic processes that affect work duration.

What to do next

• Planning: tasks in a calendar, work schedules and vacations in the Planning menu.
• Cost centers and projects, if you want to split costs: Cost centers and Projects.
• Reports: material usage, transport, refueling and other summaries in the Reports menu.
• Maintenance and faults: planning the maintenance of machines and following faults in the Maintenance menu.
• Integrations: telemetry, loading refuelings, accounting and the Estonian Tax and Customs Board TTKI on the Integrations page.
• Glossary: explanations of Terake’s terms are in the Glossary.

Help for each page is also available with the “Help” button, which opens the guide of that page. If you get stuck, write to info@terake.com.

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