Complete User Guide

Master PlanFlow RailCAD Pro with comprehensive step-by-step instructions for every feature and workflow

Getting Started with PlanFlow RailCAD Pro

First Login and Platform Access

1Initial Login Process

  1. Open your web browser and navigate to your PlanFlow URL (provided by your administrator)
  2. Select your company from the dropdown menu - this loads your company-specific settings
  3. Choose your user profile from the available options
  4. Complete authentication using your email and password or SSO
  5. Complete first-time setup if this is your initial login
Login Screen

Company selection dropdown and user authentication interface

Platform Overview

Once logged in, you'll see the main PlanFlow interface with these key components:

🗂️ Left Sidebar Navigation

Access all 9 platform modules: Dashboard, Reports, Scheduling, FRA Compliance, Inspections, Plan Viewer, Plan Builder, Form Builder, and Administration.

📊 Top Header Bar

Company information, notifications center, user profile menu, and help access.

📱 Main Content Area

Module-specific content with breadcrumb navigation and quick action buttons.

Role-Based Interface

Your interface will display different options based on your assigned role:

Role Primary Focus Key Features Available
Field Technician Mobile inspections Inspections, Mobile sync, Basic reports
Inspector Comprehensive inspections Full inspection tools, Quality assurance, Documentation
Inspection Foreman Team management Scheduling, Team performance, Quality review
Chief Engineer Technical oversight Plan design, Technical specs, Engineering review
FRA Compliance Director Regulatory management Compliance tools, Audit prep, Training management
Quick Start Tip

Start by exploring the Dashboard to get an overview of your current assignments and company performance. This gives you context before diving into specific modules.

Dashboard Module - Your Command Center

The Dashboard provides real-time operational intelligence and serves as your central hub for monitoring railway operations.

Accessing the Dashboard

1Dashboard Navigation

  1. Click "Dashboard" in the left sidebar (usually the first option)
  2. Dashboard loads with role-appropriate widgets and metrics
  3. Default time period is typically "Last 30 Days" but can be changed
Dashboard Overview

Real-time KPIs, active inspections, team performance, and quick actions

Key Performance Indicators (KPIs)

Inspection Metrics Widget

  • Total Active Inspections: Color-coded by priority (red: urgent, yellow: standard, green: routine)
  • Completion Rate: Daily, weekly, and monthly performance with trend analysis
  • FRA Compliance Status: Overall compliance percentage with violation tracking
  • Technician Utilization: Individual and team capacity usage metrics

Quick Actions Panel

🚀 One-Click Operations

Create new inspections, schedule technicians, view pending reports, and access recent plans directly from the dashboard.

Customizing Your Dashboard

2Widget Configuration

  1. Click "Customize Dashboard" (gear icon in top right)
  2. Toggle widgets on/off based on your needs
  3. Resize widgets by dragging corners
  4. Reorder widgets using drag-and-drop
  5. Set refresh intervals for real-time data
  6. Save configuration to preserve your layout
Dashboard Best Practice

Customize your dashboard based on your daily workflow. Field supervisors should prioritize team performance widgets, while compliance directors should focus on regulatory status indicators.

Real-Time Activity Feed

Monitor live operations with:

  • Field Technician Status: GPS locations, current activities, completion updates
  • System Notifications: Inspection completions, quality reviews, compliance reminders
  • Performance Alerts: Schedule conflicts, resource shortages, urgent issues

Inspections Module - Field Operations Management

The Inspections module manages your entire inspection workflow from creation to approval and archival.

Understanding Inspection Lifecycle

📋 Inspection States

Assigned → In Progress → Completed → Under Review → Approved → Archived

Creating New Inspections

1Manual Inspection Creation

  1. Navigate to Inspections module from sidebar
  2. Click "New Inspection" button (+ icon)
  3. Fill Location Information: Site name, address, GPS coordinates, access instructions
  4. Set Inspection Details: Type (routine, compliance, emergency), equipment, priority level
  5. Choose Form Template: Select appropriate inspection form
  6. Assign Technician: Use auto-assignment or manual selection
  7. Save and Schedule: Set dates and confirm assignment
New Inspection Form

Location details, inspection specifications, and technician assignment interface

Auto-Assignment Features

The AI-powered assignment system considers:

  • Skills Matching: Technician qualifications vs. inspection requirements
  • Geographic Optimization: Travel distances and routing efficiency
  • Workload Balancing: Current capacity and availability
  • Historical Performance: Past performance on similar inspections

Managing Active Inspections

Inspection Views

2Viewing Options

  1. List View: Tabular display with sortable columns
  2. Card View: Visual cards showing key information
  3. Map View: Geographic display of inspection locations
  4. Calendar View: Timeline-based scheduling view

Filtering and Search

Find inspections quickly using:

  • Status Filters: Show only specific inspection states
  • Date Ranges: Filter by creation, due, or completion dates
  • Technician Filters: View work for specific team members
  • Priority Levels: Focus on urgent or high-priority items
  • Text Search: Search across all inspection fields

Quality Review Process

3Supervisor Review Workflow

  1. Access Pending Reviews: Click "Pending Review" filter
  2. Open Inspection Details: Review all data and evidence
  3. Check Completeness: Verify all required fields are completed
  4. Assess Quality: Ensure work meets standards
  5. Review Photos: Check evidence quality and relevance
  6. Make Decision: Approve, request revision, or escalate
Quality Standards

Always verify GPS location accuracy, photo clarity, and completion of all required fields before approving inspections. Incomplete inspections can cause compliance issues.

Batch Operations

Handle multiple inspections efficiently:

  • Select Multiple: Use checkboxes to select inspection groups
  • Bulk Approve: Approve similar inspections together
  • Mass Reassign: Transfer inspections between technicians
  • Batch Export: Generate reports for multiple inspections

Scheduling Module - AI-Powered Resource Management

The Scheduling module optimizes technician assignments and manages resource allocation across your railway operations.

Accessing the Scheduling Interface

1Navigation and Setup

  1. Click "Scheduling" in the left sidebar
  2. Calendar interface loads with current week view
  3. View technician assignments color-coded by priority
  4. Access quick actions for common scheduling tasks
Scheduling Calendar

Weekly technician schedule with drag-and-drop assignment management

Calendar Views

Daily View

Detailed day-by-day scheduling with:

  • Hour-by-hour breakdown: Precise time allocation for each technician
  • Travel time calculations: Automatic routing between locations
  • Buffer time management: Built-in delays for unexpected issues
  • Real-time updates: Live status changes from field teams

Weekly View

📅 Team Schedule Overview

See all technicians in a grid format with color-coded assignments, capacity utilization, and overtime tracking.

AI-Powered Assignment

2Automatic Assignment Process

  1. Click "Auto-Assign" for any unscheduled inspection
  2. AI analyzes requirements: Skills, location, equipment needs
  3. System calculates options: Best-match technicians with travel optimization
  4. Review recommendations: System presents top 3 options with reasoning
  5. Confirm assignment: Accept recommendation or choose alternative
  6. Automatic notifications: Technician receives assignment details

Manual Assignment Override

When you need specific control:

  • Drag-and-drop: Move inspections between technicians visually
  • Conflict warnings: System alerts to scheduling conflicts
  • Impact analysis: See effects of changes on travel time and capacity
  • Bulk rescheduling: Move multiple assignments together

Technician Management

Capacity Planning

3Setting Technician Capacity

  1. Access Technician Profiles: Click technician name in schedule
  2. Set Daily Limits: Maximum inspection hours per day
  3. Configure Travel Time: Allocate time for travel between sites
  4. Schedule Breaks: Lunch periods and rest breaks
  5. Set Availability: Working hours and days off
  6. Save Settings: Apply to scheduling algorithm
Capacity Optimization

Set realistic capacity limits that include travel time, equipment setup, and documentation. Overloading technicians leads to quality issues and safety concerns.

Skills and Certifications

Manage technician qualifications:

  • Technical Skills: Equipment expertise levels and specializations
  • Certifications: Professional licenses with expiration tracking
  • Training Records: Completed courses and continuing education
  • Performance History: Quality scores and efficiency metrics

Conflict Resolution

Scheduling Conflicts

The system automatically detects double-bookings, insufficient travel time, and skill mismatches. Address conflicts immediately to maintain schedule integrity.

Common Conflict Types

  • Double-booking: Technician assigned to multiple inspections at same time
  • Travel time insufficient: Not enough time to travel between locations
  • Skill mismatch: Technician lacks required qualifications
  • Equipment conflicts: Required tools not available

FRA Compliance - Regulatory Management

The FRA Compliance module ensures your railway operations meet all Federal Railroad Administration requirements with built-in templates and automated tracking.

Understanding FRA Requirements

📋 49 CFR 236.589 - Signal Inspection Requirements

Built-in templates for visual inspections, functional testing, documentation requirements, and corrective action procedures.

Accessing Compliance Tools

1Compliance Dashboard

  1. Click "FRA Compliance" in the sidebar navigation
  2. View compliance overview: Current status and upcoming deadlines
  3. Check violation status: Any outstanding non-compliance issues
  4. Access templates: Pre-built FRA-compliant inspection forms
FRA Compliance Dashboard

Regulatory status overview, upcoming deadlines, and violation tracking

Built-in Compliance Templates

Signal System Inspections

  • Signal Apparatus: Complete visual and functional inspection checklists
  • Interlocking Systems: Logic verification and safety system validation
  • Grade Crossings: Highway-rail crossing protection system inspections
  • Communication Systems: Signal communication and control systems

Cable Continuity Testing

212-Conductor Cable Testing

  1. Select Cable Test Template: Choose "12-Conductor Continuity" form
  2. Enter Cable Information: Cable ID, location, and specifications
  3. Use Testing Grid: Built-in A-L conductor pattern for systematic testing
  4. Record Measurements: Resistance values for each conductor
  5. Document Results: Pass/fail status with detailed notes
  6. Generate Report: Automatic FRA-compliant documentation
Testing Grid Example: Conductor A: 2.3 ohms - PASS Conductor B: 2.1 ohms - PASS Conductor C: ∞ ohms - FAIL (Open circuit) Conductor D: 2.4 ohms - PASS ...continue through L

Automatic Compliance Scheduling

🗓️ Regulatory Calendar

System automatically schedules inspections based on FRA frequency requirements, tracks deadlines, and sends notifications before due dates.

Scheduling Rules

  • Equipment-based frequency: Different schedules for different signal types
  • Usage-based adjustments: Higher frequency for heavily used equipment
  • Seasonal considerations: Weather-dependent scheduling adjustments
  • Holiday management: Automatic rescheduling around holidays

Violation Tracking

3Managing Non-Compliance

  1. Automatic Detection: System identifies potential violations during inspections
  2. Severity Classification: Critical, major, or minor violation categories
  3. Create Action Plan: Structured corrective action procedures
  4. Assign Responsibility: Designate who will resolve the issue
  5. Set Deadlines: Compliance deadline tracking
  6. Monitor Progress: Track resolution status and completion
Critical Violations

Critical safety violations require immediate attention and may require shutting down affected systems until resolved. Always escalate critical issues immediately.

FRA Report Generation

One-Click Reporting

Generate complete FRA-compliant reports with a single click. All required documentation, evidence, and audit trails are automatically compiled.

Report Components

  • Executive Summary: Overall compliance status and key findings
  • Detailed Findings: Individual inspection results and evidence
  • Equipment Status: Complete equipment condition assessments
  • Corrective Actions: Outstanding issues and resolution plans
  • Supporting Documentation: Photos, measurements, and technician notes

Form Builder - Dynamic Form Creation

The Form Builder allows you to create custom inspection forms tailored to your specific railway operations and equipment requirements.

Accessing Form Builder

1Getting Started

  1. Navigate to Form Builder: Click "Form Builder" in the sidebar
  2. View Form Library: See existing forms and templates
  3. Choose Creation Method: Start from scratch, use template, or import PDF
Form Builder Interface

Drag-and-drop form designer with component palette and properties panel

Form Builder Interface

Key Interface Components

  • Form Canvas: Central design area where forms are built
  • Component Palette: Left sidebar with draggable form elements
  • Properties Panel: Right sidebar for configuring selected elements
  • Toolbar: Save, preview, and publish options
  • Form Outline: Hierarchical view of form structure

Available Form Components

Basic Input Components

📝 Text Inputs

Single-line text, multi-line text areas, rich text with formatting, masked inputs for phone numbers, and secure password fields.

Selection Components

  • Radio Buttons: Single selection from multiple options
  • Checkboxes: Multiple selection capability
  • Dropdown Lists: Compact selection menus
  • Multi-Select: Choose multiple options from a list
  • Toggle Switches: Boolean on/off selections

Specialized Railway Components

  • Equipment ID Scanner: Barcode/QR code input for equipment identification
  • GPS Coordinates: Automatic location capture
  • Photo Capture: Integrated camera functionality
  • Digital Signature: Technician and supervisor signatures
  • Cable Testing Grid: Pre-built 12-conductor testing matrix

Creating Your First Form

2Step-by-Step Form Creation

  1. Click "New Form": Start with blank form or choose template
  2. Set Form Properties: Name, description, category, and permissions
  3. Add Form Header: Instructions, safety notes, and form identification
  4. Drag Components: Add fields from component palette to canvas
  5. Configure Properties: Set labels, validation, and behavior for each field
  6. Test Form Logic: Preview form and test conditional logic
  7. Save and Publish: Make form available for use

Advanced Features

Repeatable Sections

🔄 Dynamic Repetition

Perfect for relay testing (A-L patterns) or variable equipment inspections. Users can add/remove sections as needed during inspections.

3Creating Repeatable Sections

  1. Drag "Repeatable Section": Add from advanced components
  2. Configure Pattern: Choose alphabetic (A-L), numeric (1-12), or custom
  3. Design Section Template: Add fields that will repeat
  4. Set Limits: Minimum and maximum repetitions
  5. Test Functionality: Verify add/remove buttons work correctly

Conditional Logic

Make forms intelligent with conditional behavior:

  • Show/Hide Fields: Display fields based on previous answers
  • Skip Logic: Jump to different sections based on responses
  • Required Field Logic: Make fields mandatory based on conditions
  • Calculated Fields: Automatic calculations between form fields

PDF Import Feature

4Converting Existing Forms

  1. Click "Import PDF": Upload existing paper form
  2. AI Analysis: System identifies form fields and structure
  3. Review Detection: Verify detected fields are correct
  4. Map Field Types: Assign appropriate input types to detected fields
  5. Optimize Layout: Reorganize for mobile and efficiency
  6. Test Conversion: Verify form works as expected
PDF Import Best Practices

Clean, high-contrast PDF forms work best for automated conversion. Consider reorganizing the form structure for better mobile usability after import.

Form Management

Version Control

  • Automatic Versioning: System tracks all form changes
  • Version Comparison: Compare different versions side-by-side
  • Rollback Capability: Restore previous versions if needed
  • Change Documentation: Record reasons for modifications

Form Deployment

5Publishing Forms

  1. Final Testing: Complete form testing with sample data
  2. Set Permissions: Define who can use the form
  3. Configure Distribution: Assign to specific users or roles
  4. Mobile Sync: Deploy to mobile devices
  5. Training Materials: Create usage instructions
  6. Go Live: Activate form for production use

Plan Viewer - Signal Plan Management

The Plan Viewer provides comprehensive tools for viewing, annotating, and collaborating on railway signal plans and technical drawings.

Accessing Plans

1Plan Library Navigation

  1. Click "Plan Viewer" in the sidebar navigation
  2. Browse Plan Library: Organized by projects, locations, and categories
  3. Use Search and Filters: Find specific plans by name, date, or project
  4. Access Recent Plans: Quick access to frequently used documents
Plan Library Interface

Hierarchical plan organization with search, filters, and preview thumbnails

Plan Display and Navigation

Viewing Controls

  • Zoom Controls: Zoom in/out, fit to page, fit to width, actual size
  • Pan Tool: Navigate around large plans with mouse drag
  • Page Navigation: Thumbnails, previous/next, jump to page
  • Rotation: Rotate plans for optimal viewing angle

Layer Management

🗂️ Advanced Layer Control

Show/hide different plan layers, adjust opacity for overlays, and reorder layers for optimal viewing.

2Working with Layers

  1. Open Layer Panel: Click layers icon in toolbar
  2. Toggle Visibility: Click eye icon to show/hide layers
  3. Adjust Opacity: Use sliders for transparency control
  4. Reorder Layers: Drag layers to change display order
  5. Lock Layers: Prevent accidental modifications

Measurement and Analysis Tools

Measurement Tools

  • Distance Measurement: Click and drag to measure distances
  • Area Calculation: Calculate areas of polygons and circles
  • Angle Measurement: Measure angles between plan elements
  • Coordinate Display: Show X,Y coordinates at cursor location

Scale and Calibration

3Setting Plan Scale

  1. Access Scale Tool: Click scale icon in measurement toolbar
  2. Find Known Distance: Locate a dimension on the plan
  3. Draw Scale Line: Draw line along known distance
  4. Enter Actual Distance: Input real-world measurement
  5. Apply Scale: Calibrate all measurements to this scale

Plan Markup and Annotation

Annotation Tools

✏️ Professional Markup

Add text, shapes, callouts, and freehand drawings to plans. Organize annotations by layers and user for easy management.

Available Markup Tools

  • Text Annotations: Add notes with formatting options
  • Shapes: Rectangles, circles, arrows, and polygons
  • Freehand Drawing: Sketch directly on plans
  • Callout Boxes: Professional annotation containers
  • Symbols: Standard markup symbols and stamps

Collaborative Review Process

4Multi-User Collaboration

  1. Share Plan: Invite reviewers to collaborate
  2. Real-Time Editing: Multiple users can markup simultaneously
  3. Comment Threads: Start discussions on specific plan areas
  4. Review Status: Track review progress and approvals
  5. Resolve Comments: Mark issues as resolved when addressed

Review Workflow

  • Sequential Review: Plans move through review stages
  • Parallel Review: Multiple reviewers work simultaneously
  • Approval Tracking: Digital signatures and approval history
  • Change Requests: Formal process for plan modifications

Version Control

Version Management

All plan changes are automatically versioned. Compare versions side-by-side to see exactly what changed between revisions.

Version Features

  • Automatic Versioning: New version created on each save
  • Version Comparison: Side-by-side and overlay comparison modes
  • Change Highlighting: Visual indicators of modifications
  • Rollback Options: Restore previous versions when needed
  • Branch Management: Handle parallel development branches

Export and Sharing

5Plan Export Options

  1. Choose Export Format: PDF, image formats, or CAD files
  2. Select Layers: Choose which layers to include
  3. Include Markup: Option to include or exclude annotations
  4. Set Resolution: Control image quality and file size
  5. Add Watermarks: Company logos or confidentiality marks
  6. Export and Share: Save locally or share via email/link

Plan Builder - Custom Plan Creation

The Plan Builder enables creation of professional railway signal plans with AI assistance, comprehensive component libraries, and collaborative design tools.

Starting a New Plan

1Plan Creation Options

  1. Navigate to Plan Builder: Click "Plan Builder" in sidebar
  2. Choose Creation Method: Template, AI-assisted, or blank plan
  3. Set Plan Properties: Name, scale, units, and project information
  4. Configure Drawing Area: Page size, orientation, and margins
Plan Builder Interface

CAD-style drawing environment with component library and precision tools

AI-Assisted Plan Generation

🤖 Intelligent Design Assistant

Input project requirements and let AI generate initial plan layouts with standards compliance and optimization suggestions.

2Using AI Plan Generation

  1. Click "AI Assistant": Open the intelligent design tool
  2. Input Requirements: Location, traffic volume, signal types needed
  3. Specify Constraints: Budget, timeline, and regulatory requirements
  4. Review AI Proposal: Examine generated plan layout
  5. Refine and Modify: Adjust AI suggestions to meet specific needs
  6. Finalize Design: Accept AI layout as starting point

Design Tools and Components

Component Library

  • Signal Equipment: Signal heads, masts, foundations, cabinets
  • Track Components: Rails, turnouts, crossings, platforms
  • Infrastructure: Bridges, buildings, utilities, roadways
  • Symbols: Standard railway symbols and notation

Drawing Tools

3Precision Drawing

  1. Select Drawing Tool: Line, arc, rectangle, circle, or polygon
  2. Set Snap Settings: Snap to grid, objects, or intersections
  3. Use Coordinate Input: Enter precise coordinates when needed
  4. Apply Constraints: Parallel, perpendicular, or tangent constraints
  5. Add Dimensions: Annotate with measurements and specifications

Standards Compliance

Automatic Standards Checking

The system continuously checks your design against AREMA and FRA standards, alerting you to potential compliance issues in real-time.

Built-in Standards

  • AREMA Standards: Signal spacing, clearances, and equipment specifications
  • FRA Regulations: Safety requirements and operational standards
  • Company Standards: Custom standards specific to your railway
  • Design Rules: Automatic validation of design conflicts

Collaborative Design

4Multi-User Design Environment

  1. Share Plan: Invite team members to collaborate
  2. Real-Time Editing: Multiple designers work simultaneously
  3. Layer Assignment: Assign different layers to different users
  4. Comment and Review: Add comments and suggestions
  5. Version Control: Track changes and manage revisions

Review and Approval Workflow

  • Design Reviews: Structured review process with checkpoints
  • Approval Stages: Technical, safety, and management approvals
  • Change Management: Controlled process for design modifications
  • Digital Signatures: Secure approval documentation

3D Visualization

🎯 3D Model Generation

Automatically generate 3D models from 2D plans for realistic visualization and virtual site tours.

3D Features

  • Automatic 3D: Convert 2D plans to 3D models instantly
  • Walkthrough Mode: Virtual site inspection capabilities
  • Lighting Simulation: Test signal visibility under different conditions
  • Animation: Show train movements and signal operations

Documentation and Output

5Generating Documentation

  1. Auto-Generate Lists: Parts lists, specifications, and schedules
  2. Create Details: Enlarged detail drawings of complex areas
  3. Add Title Blocks: Professional drawing headers with company info
  4. Include Notes: Standard notes and specifications
  5. Export Plans: PDF, CAD files, or images for distribution

Reports Module - Analytics & Documentation

The Reports module provides comprehensive analytics and generates professional documentation for all aspects of your railway operations.

Accessing Reports

1Reports Dashboard

  1. Click "Reports" in the sidebar navigation
  2. View Report Categories: Inspections, Performance, Compliance, Financial
  3. Access Recent Reports: Quick access to frequently generated reports
  4. Browse Templates: Pre-built report templates for common needs
Reports Dashboard

Report categories, recent reports, and template library with preview options

Report Types and Categories

Inspection Reports

📋 Individual and Batch Reports

Generate detailed reports for single inspections or analyze multiple inspections together for trends and patterns.

2Creating Inspection Reports

  1. Select Report Type: Individual inspection or batch analysis
  2. Choose Inspections: Select specific inspections or date ranges
  3. Configure Sections: Include findings, photos, recommendations
  4. Set Format Options: Professional layouts and company branding
  5. Generate Report: Create PDF or other formats
  6. Review and Distribute: Approve and send to stakeholders

Performance Analytics

  • Technician Performance: Individual productivity and quality metrics
  • Team Comparisons: Performance across teams and regions
  • Efficiency Analysis: Time utilization and cost per inspection
  • Quality Trends: Quality scores and improvement tracking

Compliance Reports

FRA-Ready Reports

Generate reports that meet FRA documentation requirements with one click. All necessary supporting evidence and audit trails are automatically included.

Custom Report Builder

3Building Custom Reports

  1. Start Report Builder: Click "Create Custom Report"
  2. Select Data Sources: Choose which data to include
  3. Configure Filters: Date ranges, locations, personnel
  4. Choose Visualizations: Charts, graphs, and tables
  5. Design Layout: Professional report formatting
  6. Save Template: Reuse configuration for future reports

Visualization Options

  • Charts: Bar charts, line graphs, pie charts, trend analysis
  • Tables: Detailed data tables with sorting and filtering
  • Maps: Geographic visualization of inspection locations
  • Dashboards: Multi-metric overview displays

Automated Report Scheduling

⏰ Schedule and Forget

Set up reports to generate and distribute automatically on your schedule - daily, weekly, monthly, or custom intervals.

4Setting Up Automated Reports

  1. Choose Report Template: Select existing report to automate
  2. Set Schedule: Daily, weekly, monthly, or custom frequency
  3. Configure Recipients: Email distribution lists
  4. Set Parameters: Dynamic date ranges and filters
  5. Test Automation: Verify report generates correctly
  6. Activate Schedule: Turn on automated generation

Export and Distribution

Export Formats

  • PDF: Professional presentation format with charts and images
  • Excel: Spreadsheet format for further analysis
  • CSV: Raw data for database import or external analysis
  • PowerPoint: Presentation slides for meetings

Distribution Methods

  • Email: Direct email delivery to stakeholders
  • Shared Links: Secure links for web viewing
  • API Integration: Automatic delivery to other systems
  • Document Management: Save to SharePoint, Box, or other systems

Mobile Application - Field Operations Guide

The PlanFlow mobile app provides complete offline functionality for field technicians, ensuring uninterrupted operations regardless of connectivity.

Mobile App Installation

1Getting Started

  1. Download App: iOS App Store or Google Play Store
  2. Company Setup: Enter your company-specific server URL
  3. User Login: Authenticate with your platform credentials
  4. Device Registration: Pair device with your user account
  5. Permission Setup: Grant camera, GPS, and storage access
  6. Initial Sync: Download forms and assignments for offline use
Mobile App Interface

Touch-optimized interface with offline capabilities and real-time sync

Mobile App Interface

Main Navigation Tabs

  • Dashboard: Today's assignments, weather, sync status
  • Assignments: Current and scheduled inspections
  • Forms: Available forms, in-progress, and completed
  • Photos: Captured images organized by inspection
  • Settings: Sync preferences, notifications, help

Daily Field Workflow

2Morning Startup Routine

  1. Open PlanFlow App: Launch app and check sync status
  2. Review Assignments: Check today's scheduled inspections
  3. Plan Route: Optimize travel between inspection sites
  4. Download Updates: Sync latest forms and assignments
  5. Check Equipment: Verify all required tools available

Conducting Field Inspections

Pre-Inspection Process

📍 GPS Check-In

Automatic location verification when you arrive at inspection sites, with safety assessment and equipment verification.

3Inspection Execution

  1. GPS Check-In: Automatic location verification on arrival
  2. Safety Assessment: Review site conditions and hazards
  3. Open Inspection Form: Select appropriate form for the task
  4. Complete Systematically: Work through form sections in order
  5. Capture Evidence: Take photos and document findings
  6. Self-Review: Check completeness before submission

Advanced Mobile Features

  • Repeatable Sections: Tap "Add Another" for variable inspections
  • Photo Annotation: Add text and markup directly to images
  • Voice Notes: Record audio observations and explanations
  • Barcode Scanning: Equipment identification and tracking
  • Digital Signatures: Secure approval and verification

Offline Capabilities

Complete Offline Functionality

The mobile app works completely offline. All forms, photos, and data are stored securely on your device and sync automatically when connection is restored.

Offline Features

  • Form Completion: Complete inspections without internet
  • Photo Capture: Take photos with automatic GPS tagging
  • Data Storage: Secure local storage with encryption
  • Progress Saving: Automatic save every few minutes
  • Smart Sync: Intelligent synchronization when online

Photo Management

4Professional Photo Capture

  1. Integrated Camera: Use built-in camera with professional features
  2. Auto-Organization: Photos automatically linked to form sections
  3. Quality Optimization: Automatic compression for efficient storage
  4. Annotation Tools: Add text, arrows, and highlights
  5. Metadata Capture: GPS location, timestamp, technician info

Synchronization Management

Sync Process

🔄 Intelligent Sync

Automatic background synchronization with conflict detection and resolution. Manual sync control available when needed.

Sync Features

  • Background Sync: Automatic sync when connection available
  • Priority Sync: Critical data synced first
  • Conflict Resolution: Smart handling of data conflicts
  • Manual Control: Force sync when needed
  • Status Monitoring: Clear sync status indicators

Troubleshooting Mobile Issues

Common Issues

Sync problems, battery drain, and storage issues are the most common mobile app challenges. Follow these troubleshooting steps for quick resolution.

Quick Fixes

  • Sync Issues: Check connection, retry sync, clear cache
  • App Performance: Close background apps, restart device
  • Storage Problems: Clear temporary files, archive old data
  • Battery Optimization: Adjust GPS settings, enable power mode

Administration - User & System Management

The Administration module provides comprehensive tools for managing users, configuring system settings, and maintaining organizational structure.

User Management

1Adding New Users

  1. Navigate to Administration: Click "Administration" in sidebar
  2. Select User Management: Choose "User Management" tab
  3. Click "Add New User": Start user creation process
  4. Enter Basic Information: Name, email, phone, employee ID
  5. Assign Role: Select appropriate role and permissions
  6. Configure Settings: Company association, skills, certifications
  7. Activate Account: Send welcome email and setup instructions
User Management Interface

User directory with role assignment, permissions, and profile management

Role-Based Access Control

Available Roles

Role Access Level Key Permissions
MAINTAINER Basic Field Access Equipment inspection, mobile app, basic reports
INSPECTOR Comprehensive Field Full inspection tools, quality assurance, documentation
INSPECTION_FOREMAN Supervisory Team management, scheduling, quality review
CHIEF_ENGINEER Technical Leadership Plan design, technical specs, engineering oversight
DIRECTOR_FRA_COMPLIANCE Regulatory Authority Compliance management, audit prep, training oversight

Technician Profile Management

2Configuring Technician Profiles

  1. Access Technician Profile: Click technician name in user list
  2. Update Skills Matrix: Set technical expertise levels
  3. Manage Certifications: Add licenses with expiration tracking
  4. Set Geographic Coverage: Define service territories
  5. Configure Capacity: Daily/weekly hour limits and availability
  6. Update Performance Metrics: Quality standards and targets

Skills and Certifications Tracking

🎓 Comprehensive Qualification Management

Track technical skills, professional certifications, training completion, and performance metrics for optimal assignment matching.

Company Settings

Basic Company Configuration

  • Company Information: Legal name, addresses, contact details
  • Branding: Logo upload, color schemes, document templates
  • Operational Settings: Working hours, holiday calendars, time zones
  • Notification Rules: Alert triggers, escalation procedures

System Configuration

3Configuring System Defaults

  1. Access System Settings: Navigate to "System Configuration"
  2. Set Inspection Defaults: Standard durations, quality requirements
  3. Configure Scheduling: Assignment rules, capacity limits
  4. Setup Notifications: Email templates, alert thresholds
  5. Define Security Policies: Password rules, session timeouts
  6. Save Configuration: Apply settings across the platform

Data Management

Backup and Recovery

Data Protection

PlanFlow automatically backs up your data multiple times daily. Recovery options are available for any data loss situations.

Data Export Options

  • Complete Data Export: All company data in standard formats
  • Selective Export: Choose specific data types or date ranges
  • Scheduled Exports: Automatic exports for backup purposes
  • API Access: Real-time data access for integrations

Security and Permissions

4Security Management

  1. Review User Access: Regular audit of user permissions
  2. Monitor Login Activity: Track user access patterns
  3. Update Security Settings: Password policies, session controls
  4. Manage API Keys: Control third-party system access
  5. Configure SSO: Single sign-on setup if available

Access Control Features

  • Role-Based Permissions: Granular control over feature access
  • Data Visibility: Control what users can see
  • Geographic Restrictions: Limit access by location
  • Time-Based Access: Restrict access to specific hours

Troubleshooting & Support

Quick solutions to common issues and guidance on when to contact support for additional assistance.

Common Issues and Solutions

Login and Access Problems

1Cannot Login to Platform

  1. Verify Company Selection: Ensure correct company is selected
  2. Check Credentials: Confirm email and password accuracy
  3. Clear Browser Cache: Remove cookies and cached data
  4. Try Different Browser: Test with Chrome, Firefox, or Edge
  5. Contact Administrator: Verify account status and permissions

Mobile App Issues

Mobile App Not Syncing

Check internet connectivity, force sync manually, restart the app, and ensure you have adequate device storage space.

2Mobile Sync Troubleshooting

  1. Check Connectivity: Verify cellular or WiFi connection
  2. Force Manual Sync: Use "Sync Now" button in settings
  3. Restart Application: Close and reopen mobile app
  4. Clear App Cache: Remove temporary files
  5. Update App: Install latest version from app store
  6. Contact Support: If issues persist after these steps

Performance Optimization

Slow System Response

  • Browser Optimization: Clear cache, disable extensions
  • Network Check: Test internet speed and stability
  • Reduce Data Load: Use filters to limit displayed data
  • Peak Hours: Avoid system usage during peak times

Form Loading Issues

Form Recovery

If forms don't load properly, check for auto-saved drafts, clear browser cache, and try reloading the page. Contact support if data appears to be lost.

Getting Additional Help

Support Channels

  • In-App Help: Click help button (?) for context-specific assistance
  • Live Chat: Real-time support during business hours
  • Email Support: support@planflow.com for detailed issues
  • Phone Support: 1-800-PLANFLOW for urgent problems
  • Emergency Line: 24/7 support for critical system issues

Before Contacting Support

3Information to Gather

  1. Error Messages: Copy exact error text or take screenshots
  2. Steps to Reproduce: Document what you were doing when issue occurred
  3. Browser Information: Browser type and version
  4. User Account: Your username and company name
  5. Time of Issue: When the problem occurred

Training and Resources

Learning Resources

  • Video Tutorials: Step-by-step visual guides
  • User Community: Forums and peer-to-peer help
  • Webinar Series: Regular training sessions
  • Best Practices: Industry tips and optimization guides

📚 Continuous Learning

Take advantage of our comprehensive training resources to master advanced features and optimize your railway operations workflow.