Services Gate — Complete User Manual

Services Gate is a comprehensive Field Service Management (FSM) platform designed to help service-oriented businesses streamline operations from customer acquisition through job completion and payment collection.

Core Capabilities

Customer Relationship Management: Real-time balance tracking and service history.
Service Catalog Management: Define offerings with precise pricing and duration.
Dynamic Job Scheduling: Intuitive calendar-based dashboard for workload management.
Financial Tracking: Monitor receivables and generate invoices instantly.
Workforce Management: Optimize resource allocation and monitor staff status.
Role-Based Access Control: Granular permissions for diverse team structures.

Getting Started

Logging In

Navigate here. Enter your credentials to access the Home Dashboard, your business command center.

Dashboard Navigation

Module	Purpose
Home	Main dashboard, KPIs, and interactive calendar.
Customers	Manage client profiles and financial balances.
Services	Define service offerings and pricing catalog.
Job History	Review completed work and manage invoices.
Employee Setup	Manage staff roster and track job assignments.
Settings	Configure company details and role-based access.

Customers Module

Your digital customer database. Track contact info, addresses, and real-time financial balances in a sleek card-based layout.

Adding a New Customer

Field	Required	Description
First/Last Name	Yes	Primary identifying information.
Business Name	No	For B2B or corporate clients.
Phone & Email	Yes	Critical for communication and invoicing.
Address (1 & 2)	Yes	Primary service location and optional unit details.

Balance & Work Orders

The system maintains a running Balance for each customer. Completed jobs increase this balance, while recorded payments reduce it. Each customer is also assigned a Work Order sequence for internal tracking.

Services Module

Maintain your catalog of offerings with granular duration and pricing controls.

Best Practice

Keep service names clear (e.g., "Deep Cleaning" vs "Cleaning") to ensure accurate scheduling and reduce errors during job posting.

Job Management & History

Beyond simple archival, the Job History and Home Dashboard provide deep visibility into the lifecycle of every work order.

Job Statuses

Status	Meaning
Pending	Job is scheduled but work has not yet started.
In Progress	Team is currently on-site or working on the task.
Completed	Work is finished and all items are checked off.
Cancelled	Job was aborted; records are preserved for audit.

Advanced Tracking

Checklists & Job Items

Complex jobs can be broken down into Job Items. Each item has its own name, description, duration, and price. Progress is automatically calculated as a percentage based on completed items.

Financial Reconcilliation

The system tracks Paid Amount vs Total Price, allowing you to manage partial payments and deposits. Every job is assigned a unique Work Order number for easy reference.

Invoicing Actions

Print Invoice: Generate professional PDFs for clients.
Email Invoice: Send directly to the customer's registered email.
Job Attachments: Upload site photos or documents (PDF, Images) directly to a work order. Files can be marked as Private if they are only for internal staff use.
Customer Portal: Jobs include a secure token for customer access to their specific work details.

Employee Setup

Manage your workforce effectively by tracking their history, workload, and availability.

Field/Column	Description
Hire Date	Historical record of when the staff member joined your team.
Jobs Today	Real-time workload monitoring for daily scheduling.
Total Assigned	Cumulative career assignments for performance review.
Contact Info	Phone and email are used for system notifications and login.
Status	Toggle "Active" to show employee in job assignment dropdowns.

System Settings

Company Profile

Keep your legal and contact information up to date. This data appears on your generated invoices.

License Number: Your official business registration code.

Currency Settings: Set your local currency (e.g., EGP, USD) for all financial calculations.

SMTP Configuration: Connect your own email server (Host, Port, Password) to send invoices from your own domain.

Role-Based Access (RBAC)

Security is paramount. Create specific roles and assign granular permissions to ensure staff only access what they need.

Permissions & Users

Users are linked to Roles. Each role contains a collection of Permissions that dictate system access. You can monitor user status (Active/Inactive) and manage their security tokens directly.

Plan & Quotas

Your subscription plan dictates the Max Users and Max Employees allowed. The system also monitors a Monthly Token Quota for automated features.

Localization

Services Gate fully supports English and Arabic (RTL). Switch themes and languages from the top-right menu.

Common Workflows

1

Customer Onboarding

Create the customer profile in the Customers module.

2

Job Posting

From the Home Dashboard, click "New Job", select customer/service, and assign staff.

3

Completion & Payment

Mark job as complete, send invoice via email, and record payment.

Troubleshooting & FAQ

Q: Why don't I see any jobs in History?

A: Check the date range filter. It defaults to the current month.

Q: Can I undo a deletion?

A: No. Deletions are permanent. We recommend deactivating records instead.

Glossary

Term	Definition
Active Record	A customer/employee available for job assignments.
Balance	Total money owed by a customer for completed services.
FSM	Field Service Management; software for coordinating remote teams.
RTL	Right-to-Left; layout orientation for languages like Arabic.
Work Order	A specific task or job assigned to an employee.