ops electric — Operations Manual

Logging In Everyone

newton-ops.com is the front door for everything. One login covers every tool you're allowed to use.

1. Go to newton-ops.com on any phone, tablet, or computer
2. Enter your @example.com email address
3. Check your email for the 8-digit code and enter it
4. You stay signed in on that device for about 30 days

The Homepage Everyone

The homepage is the launcher — every tool is a card, grouped into sections: Start Here, Job Trackers, Operations, PM Tools, Service Department, Office, and the Master Dashboard at the foot of the page.

1. Tap the card for the tool you need
2. The Operations Manual is the first card on the page, under Start Here — this document
3. Cards with a red RESTRICTED badge are limited to specific people
4. You only see the sections your department uses, so your page is shorter than someone else’s

Presentations Everyone

Click-through training at newton-ops.com/present. Pick a position and press Next (or the right arrow key).

1. How to use Newton Ops, by position — pick Everyone, Foreman, Project Engineer, Project Manager, Superintendent & Operations, Accounting & Payroll, or Service. Each step opens the real page, switches to the right tab or job, and draws numbered red boxes on what that person uses; the notes on the right explain each box
2. Foremen are shown the sample tracker (DEMO90005), so nothing clicked there is real
3. A box that cannot be drawn is listed greyed out — the page may need data, or a permission you do not have
4. Esc goes back to the list. Each step has its own link (the address bar updates), so you can send someone straight to a step

My Ops — Your Hub Everyone

Your own page on the platform. Everything aimed at you personally lands here.

1. Where I’m Headed shows your job or your week’s service schedule, with your foreman. Tap the address to open it in Maps, or 📅 Add to my calendar
2. Timesheet — one button that opens the right timesheet for you, office or service, already filled in with your name
3. ✅ My Tasks lists what is assigned to you, overdue items first. ✓ Done — Mark Complete clears it and tells whoever assigned it
4. 📋 EAFs Pending Your Signature and ✍️ Approve Timesheets appear only if people report to you
5. Anything waiting on your decision — a timesheet, an EAF, an invoice, an expense report, an offer letter — shows in My Tasks automatically, and clears itself when you decide
6. 🚗 Submit expenses & mileage — says what is already in flight, so you can see a report waiting on a manager without opening it
7. 🌴 See who's off opens the time off calendar
8. Alerts from management sit at the top until you Dismiss them
9. Sign Out shows which account you are signed in as and lets you switch

Expense Reimbursement Everyone

The weekly expense form, replacing the spreadsheet. Photograph a receipt and the line fills itself in.

1. Open 🚗 Submit expenses & mileage on My Ops, or Expense Reimbursement on the homepage
2. Pick the week ending date; the report collects lines all week and goes to nobody until you send it
3. Photograph a receipt and it reads the date, the vendor, the amount and which column it belongs in — check it, correct anything wrong, and save the line
4. Or add other items for anything without a receipt. Mileage is a field on any line, not a separate kind of line: enter round trip miles and the amount is worked out at the company rate
5. Every line takes its own job and its own cost code, so one week can hit several jobs
6. Receipts that cover more than one line — a hotel folio, a stack photographed together — upload to the report itself
7. Press Send for approval. It goes to whoever approves your timesheet

Approving an Expense Report Supervisors

The same people who approve timesheets approve expenses — there is no second list to maintain.

1. It arrives by email and as a task on your My Ops list
2. The report shows every line, its job and cost code, and each receipt
3. Approving asks for your signature, as the timesheet does
4. Approve builds one PDF — the form, the activity trail, and every receipt bound behind it — and sends it to the employee, to you, and to payroll
5. Send back requires a reason; the employee gets it and can fix and resend without starting over

Who's Off Everyone

A calendar of approved time off, built from attendance EAFs. Nobody enters time off twice.

1. An attendance EAF puts the person on the calendar the moment it is approved — and takes them off again if it is sent back
2. Calendar shows the month, a chip per person, coloured by reason: purple vacation, red sick, teal other. Tap a day for who is out and why
3. Coming up lists everything still ahead; Off today answers the question people actually ask
4. View report totals days off by reason and by person, for the month on screen or a whole year

Alerts & Notifications Everyone

Three ways the platform reaches you, so nothing waits for you to go looking.

1. In the app — every alert is on My Ops. The homepage carries only the red count on your card, so the number tells you whether it is worth opening
2. Text message — assignments and approvals text you, provided your cell number is on your record at Access & Approvals
3. App icon badge — a red count on the Ops icon on your home screen, which clears when you open My Ops
4. On iPhone the badge and push notices need one tap to allow — press Enable on the homepage the first time

Tasks Everyone

The company task list. Anyone can be assigned work, and the person who assigned it finds out when it is done.

1. Open Tasks from the homepage — My Tasks is what is on you, All Open and Everything are the wider views
2. Create Task — title, assignee, priority, due date and notes; attach files in the same modal
3. Assigning to someone other than yourself emails them straight away and puts the task on their My Ops
4. Comment on a task to keep the conversation with the work rather than in your inbox
5. Completing a task clears its announcement from everyone’s home screen

Reporting a Problem Everyone

Every page carries a Report a Problem button. Use it rather than describing the fault later from memory.

1. Press it on the page where the trouble happened
2. Say what you were doing in one line and send
3. Your name, the page, and the build stamp go with it automatically
4. Errors the page catches on its own are reported the same way, whether or not you press anything
5. Reports are picked up automatically within a few minutes. Many are fixed on the spot — a dispatch board correction, page access, a man who worked but was never on the tracker, or a change of who approves your time — and you and the admin get an email saying what was done. Anything else goes to the admin with a diagnosis

Home & Back Buttons Everyone

Every page in the portal now has a way out: a Home button back to the home page and Back to the page you came from.

1. Look for the buttons in the top corner of any page that had no way home before
2. Home always lands on your own home page, with the sections your role sees

Connection Notices vs. Error Banners Everyone

The app now tells the difference between losing signal and a real problem.

1. An amber connection notice means your phone lost signal or you navigated away mid-load — wait a moment or move to better signal; nothing is broken
2. A red banner is a real fault — use Report a Problem so it reaches the admin with the page and build stamp attached

SOP & Training Everyone

Interactive training by division: work through your division’s SOPs, mark each one done once you have walked it with your lead, then pass the knowledge check.

1. Open SOP & Training — the first tile under Start Here, right after the Operations Manual
2. Pick your division: Getting Started, Field, Project Engineers, Project Managers, Service, Office or Finance
3. Each SOP lays out the steps in order. Walk it with your lead, then mark it done
4. When the division is done, take the knowledge check
5. PMs: the Project Life Cycle, change-order classes, Closeout and Budget Revision Request SOPs (PM-11 to PM-14) are here. Accounting: the monthly change-order cycle, closeout sign-off and cost code transfers (ACC-2 to ACC-4); Payroll and Accounts Payable have their own tabs. Ordering material is FLD-12, PE-8 and, for the buyer, OFC-9; saving drafts is GEN-5

Saving Drafts Everyone

Long forms can be saved part-way and finished later. The Save draft button follows you down the page.

1. Pages with Save draft: Create Project, New Project Set Up, Change Orders, Foreman Development, Manpower, Offer Letters, Office and Service Timesheets, the Service Tracker and the Monthly Performance Review
2. Once the form’s own Save draft button scrolls out of sight, a blue 💾 Save draft button stays pinned at the top of the screen
3. It presses the page’s own button, so it saves and confirms exactly the same way, and it disappears when the real button is back in view
4. Save before you leave the page — leaving without saving loses what you typed

Daily Sign-In (DSS) Foremen

The sign-in sheet is the authoritative record for paid hours. Two presses a day: one in the morning, one at day's end.

1. Open your job's tracker and go to Sign-In
2. AM: press Start — each crew member taps their name and signs on screen
3. PM: press the end-of-day button — the completed sheet files itself as a PDF to the archive
4. File with the explicit AM or Full Day button — the button names which sheet you are filing
5. Green dots on the dispatch board come from these signatures
6. Anyone on the sheet who is not a Ops employee is flagged automatically

Badge Scan Sign-In — TEST (Sample Job & JobK) Foremen / Crews

On the two test jobs, the sign-in sheet builds itself: workers scan their ID badge and the system does the rest.

1. Tap the blue 📷 Badge Scan — Sign In / Out button on the Sign-In tab
2. Each worker scans their badge with the plug-in scanner (or the camera as backup)
3. First scan of the day: their row is created, name and number filled, IN signature stamped, start time pre-set to the nearest quarter hour
4. Second scan: OUT signature and finish time
5. The foreman still adjusts any times and lunches from the dropdowns as usual

Phone Time Clock Crews (pilot jobs)

Crew punch in and out from their own phone and the punches flow onto the job’s sign-in sheet automatically.

1. Open My Ops and press Clock In — a jobsite geofence confirms you are on site
2. Meal start and Meal ended are one button; the meal warning shows on the clock itself, so crew without a portal login still see it
3. Clock out at the end of the day
4. Punches reach the DSS and the wallboard, marked with a blue dot so a phone punch is never confused with a badge scan
5. An EAF can be filed straight from the clock screen and routes to the foreman

Log Unit Crews / Foremen

The single entry point for production: who worked, on what cost code, how many hours, how much quantity installed.

1. Tap Log Unit
2. Pick the worker, cost code, hours, and quantity (boxes/feet/units)
3. Add a short description of the work
4. Save — it appears on the Whiteboard instantly and flows into the Daily Report

Whiteboard Everyone on the job

A live view of the whole crew's day — every logged unit, updating in real time.

1. Open the Whiteboard tab to see today's activity
2. Entries show worker, code, hours, quantity, and description
3. Totals run along the bottom

Daily Job Report (DJR) Foremen

The end-of-day report. Hours and weather auto-fill; you answer a short questionnaire and sign.

1. Open Daily Report — hours from the whiteboard are already in
2. The workforce table fills itself from the crew’s field logs when you open the tab
3. Answer the safety and progress questions (injuries, delays, visitors)
4. Add a subcontractor by typing the name straight into the workforce table — any name is accepted, employee or not
5. Sign and press Save

Safety / Toolbox Talks Foremen

The TBT library — pick a talk, run it, collect crew sign-offs on screen.

1. Open the Safety tab and choose a talk from the library
2. Run the talk with the crew
3. Each member signs on the device; the signed record files automatically
4. The Pre-Task Plan crew list and the toolbox-talk sign-off fill themselves from today’s sign-in sheet. + Add crew from sign-in sheet picks up anyone who signed in later, and every name has a Remove

EAF — Employee Action Form Foremen / Supervisors

File an official Employee Action Form from the field: new hires, rate changes, transfers, separations, leaves.

1. Tap the 📋 EAF tab in the tracker — the job is pre-filled
2. Pick the crew member (your job's crew is listed first) — name and number auto-fill
3. Check the action type and fill only the section that applies
4. Employee signs the top pad; supervisor prints name and signs the bottom pad
5. Press Save — the official PDF files to the archive, downloads to your device, and emails the job inbox

Punch Lists Foremen / PM / Service

A GC punch list becomes a live check-off list instead of a PDF that gets printed and lost.

1. Open Punch Lists — every list is there with its progress
2. ➕ Upload / Create New Punch List — name it anything, then upload the GC’s PDF or spreadsheet and the items are read out of it for you
3. 📄 Import PDF/Excel pulls more items into a list you already have open
4. Crews check items off as they go and sign off on the work
5. 📷 Photo and 📎 Upload attach evidence to a single item — camera capture works straight from the phone
6. ⬇ Word doc exports the list as a formal report on Ops letterhead; 📎 Original keeps the GC’s file with the list

Schedule Impact PM / PE / Foremen

Compares two GC schedules, shows what moved for the electrical scope, and writes the Notice of Schedule Impact to the GC. Lives under Operations; it replaced the Schedule tab that used to be in every job tracker (removed 10/3/26).

1. Open Schedule Impact (Operations) and pick the job
2. Drop the schedule you are measuring against on the left (usually the contract baseline) and the GC’s new schedule on the right — PDF from P6, Microsoft Project, Outbuild or Planera, or the native export (.xer, Excel, CSV)
3. A PDF with no readable table (scanned, flattened, Bluebeam Stapler) is read by AI automatically and marked read by AI — check rows. Open See the rows and spot-check dates before sending
4. Press Compare schedules. Activities are paired by Activity ID, then by name, then by a similar name in the same level, building and area — so a renumbered re-baseline still compares
5. Overview: work fronts per month, the completion curve, finish shift by scope and how far activities moved. Schedule drift: baseline against current bars. Logic concerns: sequences that no longer work (trim before rough, power after TCO, material after install). Cost exposure: internal only
6. On Activities, click a row to pair it by hand, unpair it, leave it out of the letter, mark it not electrical, or add a dated photo or note
7. Fill in the letter on the left; the preview on the right updates as you type. The stored notice paragraphs print word for word. Download Word letter, Print / PDF letter and Excel enclosure (Exhibit A)
8. Email PM & PE sends the job’s PM and PE the interactive PM report; Mark sent to GC locks the comparison as the record of what was sent
9. Automatic from Drive: every job’s 009 SCHEDULES folder is checked every 15 minutes. A new schedule dropped there is read and compared against the job’s baseline and against the schedule before it, and the PM and PE are emailed a link. Every report — automatic or by hand — stays in the Reports list at the top, newest first, so any earlier report can be reopened
10. Schedules in the job’s Drive folder shows every file found, how it was read, and which one is the baseline (★). Use as baseline changes it and re-runs the comparisons; Include brings in a file that was skipped (look-aheads, notes, markups and older revisions are skipped automatically); Check Drive now doesn’t wait for the next 15 minutes

Sign-In vs Whiteboard Foremen / PMs

Day by day, your signed sign-in sheet against your daily whiteboard, for your jobs only — this week and the two before it. It replaces waiting for someone to send you the discrepancies.

1. Open Sign-In vs Whiteboard (Accounting section, after Last Week’s Payroll) and pick the job and week
2. Any day where a man’s signed hours and whiteboard hours differ is flagged
3. Click the row that does not match and fix it right there — the sign-in time or the whiteboard line. You can also add a whiteboard line that was never filed, with its cost code
4. If a man was not on this job that day, tick the box instead of leaving it flagged. It only speaks for this job — he may have worked elsewhere
5. For a man who was off: one-click EAF submitted, Vacation or Sick (needs an approved EAF); vacation and sick go to payroll as VAC and SICK
6. When the day is clean, certify it
7. Tap a man’s name to open his row. A row with no hours starts as Not on this job

Last Week’s Payroll — Sign-Off Foremen / PMs

The official payroll record for each job: the foreman signs, the PM approves, and that is what payroll pays from.

1. Each morning the foreman gets a link covering the days not yet certified, through yesterday
2. Review the week’s hours per man — the sign-in sheet against the whiteboard — and fix any day still open on Sign-In vs Whiteboard
3. Sign and send to PM appears once no day is still open
4. The PM signs next; payroll, the admin and Operations are emailed at each signature, and the approved CSV is what the payroll download uses
5. Last Week’s Payroll shows every job for the week just ended and who a job is still waiting on

Manpower Call Foremen

The six-week look-ahead each foreman files before the Wednesday manpower call.

1. Open Manpower Call and pick your job — it comes from the dispatch board
2. Enter activity rows and the headcount per day, six weeks out
3. Add tools the job needs that are not on it; type-ahead shows where they are and how many
4. Submit — it emails the general superintendent, the field ops director, Operations and the admin
5. The page shows who has filed and who has not, and whether your plan is over or under the men assigned

Tool Inventory Everyone / Foremen

Where every tool is, which jobs have confirmed their tools this week, and the move history. It replaced the old tool Google Sheet.

1. Weekly check: pick your job, scan tags with your phone camera or tick counted items
2. Scanning a tool recorded at another job records the move — it does not refuse
3. The grid shows every item by location; tools unseen for 30+ days surface on their own
4. Tag minting, printable QR labels and writing a tool off as lost or retired are limited to tool admins

Safety Package Foremen / PMs

Every safety document filed on a job in one PDF: the WJSI, JHA and PTP forms rendered, with every signed toolbox talk sheet appended.

1. Open Safety Package and pick the job
2. Build the package — it pulls everything filed from the tracker, for any date range on file
3. Download or send it; built packages are kept for the job

Feeder Request Foremen / PEs

Feeder runs checked for ampacity, overcurrent, voltage drop, ground size, conduit fill and supports, with the material takeoff from the same numbers.

1. Enter each run: system (volts and phasing), load, conductor, raceway and length
2. Each check shows its result and the code table it came from
3. The ordering side lists one line per phase, neutral and ground with colour, cut length (run plus termination slack), and reel type, rolled up across feeders

Packing Slips Foremen

Log a delivery at the gate: photograph the packing slip, let it read the items, check off what actually arrived, and it is filed under the job.

1. Open Packing Slips (Operations) and pick the job
2. Photograph the slip — the items are read off it in about 15 seconds
3. Check off what arrived and uncheck anything on the slip that did not come
4. Save — the slip is filed under that job on the same page, with the photos
5. Every slip that is filed, edited or voided is emailed to a team member with the photos attached

Plans — drawings, markups, pins & photos Foremen, PEs, PMs

The current electrical drawings for your job, on your phone. Mark them up, pin a task or punch item with photos to the exact spot, and send the marked-up sheet to an RFI or change order.

1. Open Plans (Operations) and pick the job. Sheets are grouped by discipline; search by sheet number or title. Current drawings and As-builts are kept separately
2. Tap a sheet to open it. Pinch or scroll to zoom — it sharpens as you zoom. ‹ › moves to the next sheet; the dropdown shows older revisions
3. Mark up with the toolbar: pen, highlighter, cloud, box, circle, arrow, line, text, five colors. Select then the trash button deletes a markup; Undo takes back your last one. Markups are shared with everyone on the job
4. To measure, set the scale once with 📐 Scale (pick the printed scale, or draw over a known dimension), then use 📏 Measure
5. Tap 📍 Task or ✔ Punch, then tap the spot on the drawing. Give it a title and add photos right under the title with 📷 Take photo or Add from library — before or after you press Create
6. Assign it, set a due date and press Create. The person assigned gets an email and a My Ops task; comments on the pin email the assignee and whoever created it. Mark it Done when finished
7. To send a sheet to an RFI or change order, press 📎 Attach to RFI or 📎 Attach to COR at the top of the sheet, pick the item or New, and press Attach. The sheet goes as a PDF with your markups printed on it; tick the pins box to include pins, and every pin with photos gets its own page with a plan crop and the photos

Plans — keeping as-builts current Foremen, PEs, PMs

Redline what was actually built as you go, file the as-built update every Friday, and the as-built set builds itself. The Friday update is graded and management is alerted when a job falls behind the work.

1. Open the sheet you worked on and press 🟣 As-built in the top bar. Everything you draw is now an as-built redline in purple — reroutes, added boxes, panel moves, dimensions
2. Every Friday open the As-builts tab. Sheets you redlined this week are already ticked; tick any others, add a note if useful, and press File update (or tick No changes this week)
3. Each ticked sheet is filed into As-builts as a PDF of the drawing with the redlines printed on and tagged AS-BUILT with the date. The sheet is marked Current through today
4. The Friday update is a weekly deliverable on the Foreman Dashboard, graded the same way as the safety package and the look-ahead
5. Mondays at 7 AM, any job whose as-builts are behind the work actually done (crew days and units logged since the last update) gets an email to its foreman and PM, and one summary goes to the admin, the field ops director, the general superintendent and Operations
6. At the end of the job the PM or PE marks each sheet Final; Export PDF with markups on the As-builts collection is the handover package
7. When an RFI is answered or a COR approved, the foreman gets an As-built task (in Tasks & Punch and My Ops, due in a week) on each sheet it names, to redline the change once built. A bulletin uploaded in Plans that revises sheets creates one task listing them
8. The Job Challenge gives 5 points a week for the as-built update (daily parts count for 95), from the week ending Oct 18, 2026
9. The PM Dashboard has an As-builts column (sheets current / total, open as-built tasks) and puts jobs that are behind on its action list; the weekly review has an As-builts section with the numbers filled in
10. Monthly Billing asks for a reason before submitting an application at 90% billed or more while the as-builts are behind, or a final application before every sheet is Final — the reason goes to accounting. A closeout cannot clear until every sheet is Final

Plans — marking up any document Everyone with Plans

Specs, submittals, letters, reports: any PDF can go into Plans as a document, stay in one piece, and be marked up page by page with the same tools as the drawings.

1. Open Plans, pick the job, and choose Documents above the sheets
2. ＋ Upload a document, pick the PDF (up to 50 MB) and name it. It opens straight away
3. ‹ › turn the pages; the top bar shows the page you are on
4. Mark up with pen, highlighter, cloud, box, circle, arrow, line and text. Drop a 📍 Task or ✔ Punch pin with photos on any page
5. 📎 Attach to RFI or 📎 Attach to COR sends it with your markups printed on — choose All pages or Only pages I marked up
6. Rename or Remove under a document; Remove asks once and takes it off the job (it is kept in the archive)

Crew Dispatch Board the admin, the field ops director, Operations, the general superintendent

The source of truth for who is on which job. Drag workers between jobs; everything else reads from this board.

1. Open Crew Dispatch from the homepage and log in with your admin name
2. Drag a worker's card to a job column to move them
3. Click the calendar button on a card to set their Date of Availability — click the field and pick from the calendar
4. Use the Next job… dropdown on a card to plan where they go next (all projects + Unassigned)
5. Green dots mean the worker signed in today
6. Red cards mean a worker badge-scanned in at a job they weren't planned for — the board moved them automatically; review and press Clear to accept

Worker Profiles, Fit & Evaluations the admin, the field ops director, Operations, the general superintendent

What the dispatch board knows about each person beyond their name.

1. Click a worker’s card to open their profile — skills, experience, certifications and working style
2. A fit badge scores that person against the job they are sitting on, using the job’s target average rate
3. A star badge on the card means a 2026 performance evaluation is on file — click it for the category breakdown and the signed PDF
4. Base rate lives in the profile, visible in admin mode only, never on the open board
5. Every move anyone makes is written to a permanent audit log that all admins can read

Jobsite Fences Management

The geofence that lets crew punch in from a phone is set in the office, not in the field.

1. Open Access & Approvals and go to the jobsite fence setup
2. The lookup prefills from the job’s address on file — widen the radius if the site is large
3. Save; the clock picks it up on the next punch

Compliance Board Masters

One screen showing every job's daily status: sign-in done, whiteboard active, DJR saved.

1. Open the Compliance Board from the Master Dashboard
2. Green = complete, red = missing, per job per item
3. Use it mid-afternoon to catch gaps before the 4 PM email does

Live Board Managers / Office

The live board of who is on the clock right now, coloured by meal compliance.

1. Cards start clear, turn amber as the meal deadline approaches, and turn red once it passes
2. A blue dot marks a phone punch; badge sign-ins are marked separately
3. The legend at the top of the board explains every colour and marker
4. A Live Board ticker runs along the bottom of the home page. ✕ or a tap hides it and ▲ Live Board brings it back; each browser remembers your choice

Crew Board on the TV Office

Every job on one screen, for the office wall.

1. The board lives at its own address and fills the screen in landscape — on a phone it stacks into a scrollable list
2. Each job column lists the crew assigned to it from the dispatch board
3. A green dot means that worker has signed in today; grey means they have not
4. The job footer carries the average burdened rate for the crew on that job
5. It refreshes itself — leave it up all day

The Job Challenge Everyone

A scoreboard for how well each job keeps its labor data — foreman and PM share one score out of 100, with a best score for the week, month, quarter and year.

1. Scoring: hours coded 30 · board filed the same day 20 · PM review inside a day 20 · units entered 20 · nothing escalated 10
2. Open The Job Challenge to see the board for any period
3. A job with almost no units to enter can be excused from the units part for a date range; its column reads “units (excused)” and it is scored out of the other 80 points

Foreman Development & Leads in Training Managers

The F1/F2/F3 foreman career ladder: assessments signed by the assessor and acknowledged by the foreman, goals that carry into the next cycle, and a Leads in Training program.

1. The Ladder tab is open to everyone: what each level expects
2. Assessments: the general superintendent assesses, the field ops director approves before the one-on-one, the foreman acknowledges
3. Leads in Training: pick a lead, assign a sponsor, set the plan, expectations and goals, then log check-ins
4. Close a plan as promoted, or close it with a reason

Foreman Dashboard Foremen / PMs / Managers

The PM Dashboard for foremen: every foreman graded on his deliverables and job health since August 1, 2026. It is the first tile under Operations.

1. The grade table shows each foreman and job with a grade, the last four weeks, and dots for sign-in, whiteboard, daily report, units, same-day whiteboard, weekly hours match and sign-in complete
2. Weekly deliverables are the safety package, toolbox talk, look-ahead and payroll certification on finished weeks — each is graded only from the week it went live
3. Needs Attention lists what went wrong in the last finished week
4. Tap a grade for the foreman’s report card and week-by-week grades
5. Generate Report builds the Foreman Performance Report in the same slide format as the Project Performance Report

Monthly Foreman Review the admin / Operations → Foreman

A frozen report card released to the foreman just before his monthly review, which he follows live on his phone.

1. From the Foreman Dashboard press Monthly Reviews and release the foreman’s review — he gets a My Ops task and an email
2. In the meeting, present it: your arrow keys move everyone’s screen to the same slide
3. The foreman follows along on his own phone
4. Hide takes it back and closes his task; it can be released again

DWB Sign-Off PMs

Every job’s daily whiteboards in one queue. A day has to be signed off before it can go to payroll.

1. A day appears once there are hours on the board, whether or not the foreman pressed Send for review
2. Approve the day, or return it to the foreman with a reason
3. The counters show what is waiting, escalated, returned but not resubmitted, and decided today
4. Approving files the whiteboard PDF into the payroll export folder
5. The nightly Whiteboards to approve email lists only days already waiting in the queue (through yesterday), and its button opens the queue filtered to your own jobs, even on a phone that has never been set up

Who Worked Where Managers / Office

Look up where someone worked and for how many hours, across every source that records time.

1. Pick the employee and a date range, and a job if you want to narrow it
2. Search — results cover the whiteboard, signed sign-in sheets, service tickets, office timesheets and service timesheets
3. Download the result as CSV

Service Tracker Service team

Tickets from call to cash: Open → In Progress → Completed → Invoiced → Paid.

1. Create a ticket with customer, address, type, tech, and NTE
2. Techs log labor rows (time in/out from the dropdowns) and materials
3. Collect the technician and customer signatures to close the work
4. Invoice from the ticket — the email goes out with the total
5. Bill To sits directly under Customer and prints on the invoice with Customer and Service At
6. Once a ticket is Paid it only appears under Paid — the dashboard and All views leave it out. The Paid count opens that view

Master Projects & Sub-Tickets Service team

One project ticket with the real address tickets sitting underneath it — Dana Point is set up this way.

1. Open the ticket that should be the master and press ➕ Add Sub-Ticket for each address
2. Sub-tickets render indented under their master in the list
3. Turn on Sub-tickets share this project’s number if every address should carry the master’s ticket number
4. Each sub-ticket keeps its own invoice number, editable inline from the list
5. Any ticket can become a master — pick a parent project from the dropdown in the editor

Ticket Activity Log, Documents & Photos Service team

A running record on every ticket, and somewhere to keep the paperwork that isn’t a site photo.

1. Activity Log on the ticket editor takes append-only entries, each stamped with your name and the time — nothing in it can be edited away afterwards
2. Documents takes PDFs, Word and Excel; Install Photos stays separate for site pictures
3. On the crew schedule, one person can now be assigned several tickets on the same day

Crew Schedule Service team

Who is going where, three weeks out, shared live with the office wall and with each tech’s phone.

1. Open the Crew Schedule tab — a weekly grid on a rolling three-week view
2. Pick open tickets from the dropdown for each tech on each day; several tickets on one day is fine
3. Saving alerts every tech you scheduled, in their My Ops app
4. Techs see their own week read-only and tap a ticket to open it

Tech View Techs

The technician’s own screen: today’s tickets, the detail behind each, and nothing else.

1. Techs open Tech View rather than the full tracker
2. Reassigned work arrives with an ALERTED badge and an Accept button — accepting tells the office you have it
3. Tap a ticket to open the work, log labor and materials, and collect signatures

Proposals Service team

Build, price and send a service proposal from inside the ticket system.

1. Open Proposals and press ＋ New Proposal — enter the customer and the proposal number yourself
2. Add labor lines and material lines; totals compute from the database
3. Attach scope documents with 📄 Documents
4. Print / PDF produces the finished proposal; ⬇ Backup spreadsheet gives you the working numbers

Customer Contract Signing Service team

Customers sign service contracts from a link — no login, no email code.

1. Send the contract link from the ticket
2. The customer opens it on any device and signs on screen
3. Ops countersigns and the executed contract files itself

Invoicing Service team

The invoice is generated from the ticket, on Ops letterhead, with the field documentation attached.

1. Labor lines bill from the rate sheet or manually; materials carry their own markup
2. Bid Price work bills at the bid, and NTE is respected where no labor or materials are entered
3. Installation photos uploaded on the ticket print into the invoice as documentation
4. 📧 Email Invoice sends it to the customer address on the ticket
5. A deposit already taken shows on the face of the invoice with the balance due beneath it

Service Timesheets Techs

Weekly timesheets, signed on the form and submitted in one press. You only see your own.

1. Open the timesheet button on My Ops — it opens your service timesheet
2. Your week is laid out Mon–Sun with the time dropdowns
3. Sign on the pad and press Sign & Submit
4. Open, In Progress, Non-Billable and Master tickets can all be picked (non-billable ones are labelled), sorted by ticket number so each master sits right above its sub-tickets

Service Request (public form) Anyone / the service manager

The public request form behind the flyer QR code — no login needed.

1. A customer fills in the request at /request
2. The ticket gets the next free SP number automatically and lands in the Service Tracker
3. the service manager is emailed every submission

Service Calendar Service Team

Week at a glance: every tech, every day.

1. Pick the week
2. Each tech’s scheduled tickets show by day

Client Accounts Service / Sales

The account book: clients, contacts, how often you are in touch, and the pipeline.

1. Open an account to see its contacts and history
2. Contact cadence flags accounts that have gone quiet

Sales Calendar Service / Sales

Client visits and follow-ups for the week ahead.

1. Plan visits and follow-ups by day
2. Completed visits roll into the account’s history

Client Service Program the service manager / Management

The co-branded board for Client’s Los Angeles properties at the $60/hr program rate, and the links Client staff use to request work.

1. Client Service Program shows every Client ticket on a building board with live status
2. Issue a personal link to each Client contact — no Newton Ops account needed; revoke it at any time
3. Client requests carry a property, a site contact, an optional PO number, photos, and product requests from the Affiliate line or typed in

Project Estimator Service

Price a service job from the unit price list, with the customer’s own labor rate and O&P applied.

1. Start a New estimate: project, customer, property, address and PO #
2. Pick the customer pricing — Standard is $124.97/hr with 20% O&P; Client is $60/hr with 15% O&P. Rates can be changed for one estimate, which is flagged, and Reset puts them back
3. Tap price-list items to add them, then set the quantities. Add Custom lines and Labor hours (T&M) as needed
4. Tick after-hours / weekend to price the labor at 1.5×. Show build-up shows the hours and material behind every unit price
5. Save — it is numbered EST-YY-NNNN — and set the status: Draft, Sent, Won or Lost
6. Print / PDF gives the customer copy, with that program’s terms and an acceptance line

Relationship Management (CRM) Management

the service manager’s customer relationship manager, built on the service account book.

1. Overview, Company Accounts, Contacts, Opportunities, Follow-ups, Reports and Intake run down the sidebar
2. Each company carries a relationship status separately from where its work stands; each contact carries a role
3. Link an account to its Newton Ops service tickets and proposals, and attach files that go through document review and approval
4. Follow-ups open on all open items, listed first
5. Reports cover the pipeline, forecast, alerts and win/loss. Save a view or search to come back to it
6. Import a contact list in one go — an import can be undone

Office Timesheets All office staff

Your weekly hours by job and 9200 cost code, signed and routed to your supervisor — the whole thing works from a phone.

1. Open Office Timesheets — your name is already selected and locked
2. Mon–Fri rows are pre-loaded; each row takes a Day, Job, Cost Code (92xx), Time In, Time Out, and Lunch
3. Pick a job cost code and the budget hint appears right under the row you're editing — remaining hours in green, over-budget in red
4. Hours and the week total compute live; add rows for split days or weekends
5. Sign the pad and press Sign & Submit — your assigned supervisor gets it by email

Drafts, Attestation & Signed PDFs Office & Service Staff

How a timesheet is filled in through the week and what you get once it is approved.

1. Save Draft lets you fill in time as the week goes rather than all at once on Friday — drafts reload when you come back and stay private until you submit
2. The signing page carries the attestation approved by counsel; your signature is stamped with the time you signed
3. Approval stamps the approver’s signature onto the same document
4. You receive a link to the signed PDF when it is approved — that is your proof, not the email
5. Office cost codes include 9260 Preconstruction and 9625 R&D

Approving Timesheets Supervisors (the admin, a team member, a team member, Operations)

The Review / Approve tab shows only the people you're responsible for. Approval is one press and payroll is automatic.

1. Tap the link in the submission email — it opens directly on the Review / Approve tab for the right week
2. Each card shows the full week, total, notes, and the employee's signature
3. ✓ Approve — the signed PDF files into the payroll export's OFFICE-STAFF folder for that week and payroll is emailed the link; the employee gets a confirmation
4. ↩ Reject / Send Back — type why; the employee gets your note by email and a banner on their entry screen

The Approval Inbox Supervisors

Service and office timesheets are approved in one place.

1. Open ✍️ Approve Timesheets on My Ops, or go to the Review tab of Office Timesheets
2. Both office and service submissions from your people are listed together, pending first
3. ✓ Approve & Sign notifies payroll and the employee; ↩ Send Back with Note returns it with your reason
4. If the list is empty it tells you why, rather than simply showing nothing

Resending Approval Copies Supervisors

When an approval email doesn’t land, the approved card can send it again.

1. Approved timesheet cards carry a 📧 Resend copies button
2. It re-sends all three copies: payroll, the employee, and you
3. If a copy fails to send, the screen tells you — nothing fails quietly

Invoice Approval Office & Managers

Send a vendor invoice to a manager for approval and on to accounting, without printing anything.

1. Open Invoice Approval on the homepage — it is an office tool, so it is not on My Ops. Invoices only reach My Ops as a task, when one is waiting on your approval
2. Attach the invoice — a PDF or a photo. It is read on arrival: vendor, invoice number, date, amount, and any job it names come back filled in for you to check
3. Add the job and cost code if you know them — a starting point, not the final coding
4. Choose the manager and press Send for approval
5. It comes back to you once they approve, with their coding on it, to enter into Foundation

Approving an Invoice Managers

Approval is a decision with a record behind it, not a signature on a page.

1. The email links straight to the invoice — no login screen — and it also appears as a task on your My Ops list
2. Code it, and split it across jobs or cost codes if it spans more than one — by dollar amount or by percentage. Percentages must make 100 and amounts must make the invoice total, or it will not save. This is your call: you know which job the cost belongs to
3. Approve emails the sender, you, and accounting, with an approved copy: a cover sheet carrying the approval, the coding, the allocation, the activity trail, and the original invoice behind it
4. Send back requires a reason. The sender can fix and resend on the same record
5. Replies to any of these emails go to user@example.com
6. Approving hands it back to whoever sent it, as a task, to key into Foundation using your coding

Entering an Approved Invoice Whoever sent it

Approval settles the coding. Somebody still has to key it into Foundation, and that is the person who sent it.

1. When it is approved it comes back as a task on your My Ops list
2. Open it: the coding is on the record, and a split shows every job, cost code, percentage and amount
3. Key it into Foundation, then press Mark entered in Foundation. You can note the batch or voucher number
4. That closes the task. Until then it shows on your list and on the invoice as "not yet in Foundation"

Badge Clock Office staff

The office clock-in screen at /badge — badge scan or name tap, one Break/Lunch button, cost code at clock-out.

PM Dashboard PM / PE / Management

The central command view for all active jobs. Loads live data from every module simultaneously and shows health indicators, financial totals, and a needs-attention list across the entire portfolio.

1. Open PM Dashboard from the home page (PM Tools section)
2. The top strip shows portfolio totals: total contract, total billed, total AR, CORs in flight, overdue RFIs/submittals, critical risks
3. The health table shows every job with color-coded dots for Finance, CORs, RFIs, Submittals, Procurement, and Risk — green = on track, amber = needs attention, red = critical
4. The Needs Attention list surfaces every flag across all jobs with a direct link to the relevant module
5. Click ↻ Refresh to reload all live data at any time

Action Items PM / PE / Management

A cross-job to-do list for PMs and PEs. Items can be created manually or generated automatically by scanning all modules for flags.

1. Open Action Items from the home page — items from all jobs appear in one list
2. Filter by job, assignee (PM or PE), source module, or search by keyword
3. To add manually: click + New Item — set the job, title, assignee, priority (Critical / High / Medium / Low), due date, and notes
4. To auto-generate: click ⚡ Auto-Generate — the system scans every module across all jobs and surfaces candidates: overdue RFIs, stalled submittals, aging CORs, late deliveries, unordered items due soon, and critical/high risks without mitigation. Review the list, check the ones you want, and click Create Selected
5. Each card has one-click ✓ Done and Start buttons to update status without opening the edit modal
6. Auto-generated items get smart default due dates: Critical = 7 days, High = 14, Medium = 21

RFI Tracker PM / PE / Masters

The RFI log as software: every request tracked from submission through response, with both the formatted transmittal to the GC and the exportable log generated for you.

1. Select a job from the dropdown — all RFIs for that job load automatically
2. Use the Ops / GC / All toggle to filter between Ops-submitted and GC-submitted RFIs. GC rows show an amber background in All view
3. To add one, click + New RFI — the number auto-suggests the next in sequence, and you can override it
4. Fill in the title, drawing reference, spec section, dates and response text. Statuses include Voided, and entering a response date closes the item out
5. Save & Email RFI saves it, prompts for the GC address, sends the transmittal and downloads the PDF in one step
6. Send Reminder on any open Ops RFI emails a follow-up to the GC and copies user@example.com
7. Import the GC’s responses straight from their spreadsheet rather than keying them in
8. Export Log (Excel) produces the styled OPS RFI LOG with overdue items in red, ready to send to the GC
9. When the GC is late answering, press GC informed — answer is late (on My Ops or Action Items). It records that the GC was told and takes the RFI off your overdue count
10. The RFI PDF now carries the RFI’s attachments behind the cover sheet

Submittal Tracker PM / PE

Tracks all submittals by spec section, status, vendor, and ball-in-court. Includes a package generator that builds a formatted transmittal PDF.

1. Select a job — all submittals for that job load with their current status and BIC
2. Filter by ball-in-court (Ops / GC / Engineer / Owner / Closed), status, or search by title, spec section, or vendor
3. Status colors: Approved (green), Approved as Noted (blue), Pending (amber), Revise & Resubmit (red), Rejected (purple)
4. Each row shows its attached documents — click to open the PDF in the viewer without leaving the page

Submittal Documents & Library PM / PE

The document side of the submittal tracker. Every document is held in the portal, so nothing depends on a Google Drive link.

1. ⬆ PDF uploads a document straight onto a submittal row, from the New/Edit form or from the row itself
2. The Library browses by submittal type across every job, with counts per type, so an approved product from another job can be reused
3. ✂ Pages opens the page editor — strip another project’s summary pages and review stamps, then save a cleaned copy
4. Scan searches the text inside a document and can drop pages by phrase when building a package
5. 📦 Create Package merges the actual data sheets into one transmittal, generating a Ops cover page branded to the receiving job and stripping every trace of where the document came from

Procurement Tracker PM / PE

Tracks all purchase orders and material deliveries by job. Flags overdue deliveries and unordered items with upcoming required dates.

1. Select a job — all POs and material items for that job load with delivery status
2. Filter by category (Conduit, Wire & Cable, Gear, Fixtures, Equipment, Low Voltage) or status
3. Status flow: Not Ordered → Ordered → In Transit → Delivered → Complete
4. Items past their required date show an overdue flag in red. Items not yet ordered with required dates within 21 days show as upcoming
5. Click ✓ Rcvd on any delivered item to mark it complete instantly
6. These flags feed into the PM Dashboard health dots and the Auto-Generate feature in Action Items
7. Delivered lines show green on every log — on screen, in Excel and in the PDF

Order Material PM / PE / Foremen → Buyer

Order material for a job from the Procurement Tracker. It goes to the buyer to place in Remarcable, and once placed it tracks on the log with every Remarcable shipping update.

1. On the Procurement Tracker press 🛒 Order Material
2. Pick the job, category and the date it is needed on site; add a delivery location, a preferred vendor and notes if you have them
3. Add each item with its quantity, unit, description, catalog # and cost code — the cost codes are the job’s own
4. Send order to the buyer — a team member is emailed and gets a My Ops task
5. The buyer places it in Remarcable, then presses Mark placed with the PO #. That puts the PO on this job’s procurement log and emails you
6. From then on Remarcable’s PO and shipping emails update that same line — no second entry
7. This job’s orders shows every order and where it stands; the buyer works from To place. An order not yet placed can be canceled with a reason

Back-Orders, Aging & Remarcable Sync PM / PE

Knowing where material actually is, without chasing it by email.

1. A back-order flag carries the supplier’s own detail, so the reason travels with the row
2. Every item shows how many days since anyone last heard anything — stale rows surface themselves
3. Remarcable’s PO Submitted and Shipping Status emails are read automatically and written into the log
4. Between that and the vendor portal, most status now arrives without a phone call

Procurement — Excel Export PM / PE

The procurement log downloads as a formatted Excel workbook that mirrors exactly what is on screen.

1. Filter the log on screen first — the export follows whatever filters are active
2. Press ⬇ Excel
3. The file arrives with the Ops logo, a frozen header, autofilter, and material status grouped worst-first
4. Back-ordered, overdue and stale rows are highlighted, and a total runs along the bottom

Vendor Portal PM / PE

Vendors update their own material status without a login, and see nothing but their own lines.

1. Procurement → Vendor links → Create link for a vendor. A portfolio-wide link covers every job at once
2. Copy link and email it — the page carries no login and no keys
3. The vendor sees only the lines matched to their name, edits status and ETA, and presses Send to Ops
4. Their changes land under Vendor updates as a staged submission — Accept or Reject each one; nothing writes to the log until you accept it
5. Revoke a link at any time

PO Documents & Multi-Line POs PM / PE

The paperwork lives on the item, and one PO can carry more than one line.

1. ⬆ Upload PO / packing slip attaches the document to the item
2. Vendors can upload a PO or packing slip through their own link, and it fills in their update for them
3. A single PO can carry several lines, each with its own ship date

Risk Register PM / PE

Tracks project risks with probability × impact scoring, mitigation plans, and residual risk after mitigation. Covers schedule, cost, scope, safety, labor, and procurement risks.

1. Select a job — all open risks for that job load with their score and status
2. Inherent score = Probability × Impact (Low/Med/High mapped to 1/2/3). Score 1–3 = Low, 4–5 = Medium, 6–8 = High, 9 = Critical
3. Once a mitigation plan is in place, fill in Residual Probability and Residual Impact in the edit modal — the residual score shows the expected risk level after mitigation with a ▼ reduction indicator
4. Status flow: Open → Mitigated → Closed
5. Critical and High risks with no mitigation plan automatically appear in the PM Dashboard and trigger Auto-Generate Action Items

CO Log & Financials PM / PE / Management

Change orders per job and the monthly financial position — contract value, billed to date, retainage and AR outstanding. This is the data the Monthly Performance Review reads from.

1. Portfolio tab: every job at a glance — contract, pending CO dollars, red counts for CORs past 30 days, cash position and AR. Management only
2. CO Log: pick a job and its CORs load with status, amount and date submitted. Add rows, edit inline, or paste an existing log straight in; rows highlight red past 30 days
3. COR status flow: Draft → Submitted → Under Review → Approved → In CCO → Rejected
4. Monthly Financials: six numbers off the WIP per job per month, about two minutes each. The history computes cash position and billings-against-cost
5. The financial summary shows contract original, approved change orders, billed to date, retainage withheld, previous paid and current AR
6. Jobs where cost exceeds billed show as “underwater” in the PM Dashboard with a red health indicator
7. COR value pending GC approval feeds the dashboard’s CORs In Flight figure and raises alerts once it ages past 30 days

Generate Report (Meeting PDF) PM / PE / Management

The purple 📊 Generate Report button on the PM Dashboard now opens the executive Project Performance Report instead of downloading the older one-file PDF. See Generate Report — Project Performance Report below for how it works.

Create Project PM / Estimating

Sets up a new job and builds its cost-code budget from the Accubid estimate.

1. Enter the job number, name and GC
2. Import the Accubid report — lines are priced at each cost code’s own historical labor rate
3. Review the Margin section: contract less every cost class — it warns when material, gear or subs are still empty
4. Load or paste the schedule of values
5. Open an existing job’s budget from the Existing job budgets picker to review or revise it
6. Accubid quantities count only the lines a code is measured in — pipe, wire, cable and fixtures — not fittings, straps, staples, pull string or NECA labor rows

New Project Set Up PM → Accounting

The Ops New Project Setup Form (v1.0) on screen. Once accounting accepts it, one click sets the job up across Newton Ops.

1. Open New Project Set Up (Start Here, right under SOP & Training) and start a New form
2. Fill in sections 1 to 7 — the project name you enter becomes the job’s name everywhere in Newton Ops and on its tracker
3. Enter the date the contract was fully executed by both parties; that starts the job’s setup clock
4. Save a draft at any time, upload the attachments, then sign and submit. Accounting is emailed and gets a My Ops task
5. Accounting enters the Foundations job # and presses Set up job in Newton Ops, or sends it back to the PM with a reason
6. Set-up creates the job in every job list, its field tracker, the crew board column, the PM seat, the foreman, the contract value and a Create Project draft

Project Life Cycle PM / Accounting / Controller

Finance’s Project Life Cycle SOP and Close-Out Policy (effective 10/1/26), run in Newton Ops. Six tabs:

1. This month — PMs log every pending change order and budget change by the 25th; accounting enters and classifies them in Foundations by the 30th. A weekend date moves to the business day before
2. Change orders — each is class A (scope and price approved), B (scope approved, price not agreed: revenue only up to cost) or C (neither approved: no revenue, needs a narrative supporting recovery). The class follows what has actually been approved, not how likely payment is
3. Budget revisions — after the final budget, every change is a revision, so the original, the revisions and the current budget stay separate
4. Setup clock — from full execution of the contract: job opened and setup form on day 0, estimating budget within a week, turnover meeting within two weeks, final budget within a month. Each step is a My Ops task for its owner, and red once late
5. Closeout — every change order resolved, an unconditional final release from every vendor, every PO and subcontract at zero, and the closeout package delivered. The PM, accounting and the Controller sign in that order; an exception needs the VP, Finance & Operations
6. Reconciliation — approved change orders on the Newton Ops log against contract changes in the latest Foundations WIP

Request a Change Order Field / PMs

Write up out-of-scope work so it can be priced — attach plans and photos, and it goes to a team member to price.

1. Describe the scope, where, and who directed it
2. Attach plans, sketches and photos
3. Submit — it lands in the change order queue

Change Orders — Pricing Management

Build the proposed change request: enter it by hand, or read a scope from the field and let it price itself. Requests from Request a Change Order wait here.

1. Open a waiting request, or start one with the job, COR number, date, client and title
2. Read scope takes a priced COR PDF, a signed T&M tag PDF, or an Accubid change-order export saved as text. Material, hours and the crew split come across, and every figure stays editable
3. A T&M tag carries no prices: the hours price themselves off the job’s labor rates and the material is listed for you to price. Credits keep their negative sign
4. Check the cost breakdown
5. Draft the scope from the document writes all four narrative sections from what was read — nothing invented, but read it before it goes out
6. Produce the cover sheet and the CO log entry

Monthly Billing PM

Schedule of values, the pay application, the 30-day cash position and the pencil-draft Excel for each job. All monthly billing goes through Newton Ops.

1. Pick the job and month, and enter this period’s progress against the schedule of values
2. Import the GC’s pencil draft to compare, or Read & reconcile one to load it
3. Export Excel produces the job’s own pencil-draft format
4. To correct the last application, open it from Applications on file and change any line. Click Save revision; the button sits beside Cancel revision at the top as well as under the schedule. The previous version is archived
5. Submit to Accounting emails the pencil draft, Excel attached and a download link, to Accounting, user@example.com, the admin and Operations. If a revision is still open, Submit offers to save it first so accounting gets the numbers you see
6. The cash view shows what is due in the next 30 days

Procurement — Upload Excel or PDF PM / PE

Bring a vendor’s Excel report or a PO/packing-slip PDF into the log without retyping it.

1. Press ⬆ Upload Excel / PDF
2. Excel is read in the browser; a PDF is read by the server
3. Every line is shown beside the source text before anything is written — review, then apply

Log PDFs — RFI, Procurement & CO Log PM / PE

Every log downloads as a PDF in the same format: Ops logo, the job and week-ending date, a one-line summary, overdue rows in red, and page numbers.

1. RFI Tracker: ⚙ Actions → Export Log (PDF)
2. Procurement: ⬇ Log PDF — the fixture, gear and other logs, each on its own page, with the weekly-log yellow (fixture notes pending; gear rows once delivered). It always prints the whole log, whatever the search box shows
3. CO Log (Financials): Export Log (PDF) — void CORs listed in grey and left out of every total; Submitted CORs over 30 days shaded red with days out; unpriced CORs blank rather than $0.00; totals on the last page

Email a Log to the GC — Scheduled PM / PE

Send the RFI, procurement, CO or submittal log PDF to the GC and anyone else, now or on a date and time you pick — once or every week — with your own subject and message.

1. Select the job, then press ✉ Email log (on the RFI Tracker it is under ⚙ Actions)
2. To: the GC and others, separated by commas. Addresses used before on the job appear as buttons — tap to add
3. Add Cc, a subject and a message. {job}, {date}, {we} (week ending) and {job_num} fill in at send time
4. Pick the date and time (Pacific) and Once or Every week
5. Press Send me a test to see exactly what they will get, then Schedule
6. The list below shows what is scheduled, with Send now and Cancel, and every send
7. On the RFI, CO and Submittal pages, tick Include all three logs for this job to send the RFI, CO and submittal logs in one email. Those schedules are badged “All three logs” and show on all three pages

Generate Report — Project Performance Report PM / Management

The PM Dashboard’s Generate Report button opens the executive Project Performance Report: every job and how its PM, PE and foreman are doing.

1. Pick the “since” date the report measures from
2. Letter grades for every PM, PE and job, with the grading method shown on its own slide
3. Print gives a branded 13-slide presentation
4. the admin and Operations see the whole report. Everyone else gets it scoped to them: the jobs they are on, their own PM/PE scorecard and the foremen on those jobs

Plans — drawing sets, revisions, punch reports & as-builts PMs & PEs

Keep each job’s electrical drawings current in Plans, run punch lists from the plan, and hand over as-builts with every markup printed on.

1. Electrical sheets from each job’s 008 DRAWINGS / 01 PLANS / 01 CURRENT DRAWINGS Drive folder are already in Plans. Fire alarm and low voltage are left out on purpose
2. To add a bulletin or new set: Upload drawings, name the set, choose Current drawings or As-builts, pick the PDF. Newton Ops splits it into sheets and reads every title block
3. Check every sheet number in the review table — it is what ties a revision to the sheet it replaces. Untick cover letters and blank pages, then File
4. Upload is limited to the PM, PE and COR seated on the job in Assignments (Action Items), plus the admin and Operations
5. Tasks & Punch lists every pin, filtered by status, punch or task, person and sheet. 🖨 Report prints the list with a plan crop at each pin and its photos
6. ⬇ Export PDF with markups on the Sheets tab gives the whole set (or one discipline) with every markup, and optionally the pins, printed on — the as-built handover
7. A marked-up sheet attached to a priced COR shows under Backup on this COR on Change Orders and is listed on the cover sheet

Subcontracts & Purchase Agreements PMs & PEs

Fill in one form and Newton Ops writes the agreement in Word from Your Company’s own contract templates, numbers it, and keeps the signed copy with it.

1. Open Subcontracts & Purchase Agreements (Operations) and press New agreement
2. 1 · What are you writing? Subcontract Agreement (long form), Short Form Subcontract, Professional Service Agreement, Purchase Agreement (suppliers), or a modification to one already written
3. 2 · Job, 3 · Subcontractor (pick a vendor used before or enter a new one) and 4 · Agreement: scope, amount, dates and who signs for Ops
4. Press Build the agreement. The Word file is numbered by job and type (for example 90009-S001, 90009-PSA001, 90009-PO001) and any blank still missing is flagged
5. Download it, send it to the vendor, and mark it Sent. Until it is signed you can edit it and build a new version
6. When it comes back signed, upload the signed copy — the agreement is marked Executed and the copy is kept with it
7. Changes after it is executed are a modification: it carries the original amount, earlier mods, this mod and the revised total. A void needs a reason
8. The Agreements log lists every agreement and mod by job with its status

Industrial CRM Industrial sales, the admin, Operations, Jeff, a team member

The sales pipeline for larger industrial work: accounts, contacts, proposals and follow-ups, kept separate from the service CRM.

1. Open Industrial CRM (Operations). Dashboard, Accounts, Contacts, Proposals, Follow-ups and Reports run down the side
2. Add the company under Accounts and its people under Contacts, each with their role
3. Every bid is a Proposal on the account: scope, price, the bid due date and the files behind it. Proposals with bids due in the next 14 days show on the Dashboard
4. Log calls, meetings and notes as you go, and set a Follow-up with a date so nothing goes quiet
5. When the customer accepts, set the proposal to Accepted. It counts as won in Reports
6. Hand the won job to Operations through New Project Set Up — the CRM does not create service tickets
7. Reports cover the pipeline, wins and losses, and work by lead source

Plans — takeoff & revision compare PMs, PEs, estimators

Count devices, measure runs and areas right on the drawing and export the quantities to Excel; overlay two revisions of a sheet to see exactly what changed.

1. Open the sheet and set the scale once with 📐 Scale — lengths and areas need it; counts do not
2. 🔢 Count: name what you are counting (e.g. Duplex receptacle), then tap each one. Pick Count again to start a new item; names used before on the job are offered by number
3. 〰 Length: tap each point along the run — the running total shows at the bottom — then ✓ Finish and name it (e.g. 3/4" EMT). ↶ Point takes back the last point
4. ⬠ Area: tap each corner, then ✓ Finish and name it. Square feet show in the middle of the area
5. 📊 Takeoff totals the sheet by item. Excel: this sheet or Excel: whole job downloads a workbook with a Summary tab and a By sheet tab
6. ⇄ Compare (top bar) overlays this revision with an older one: blue is new in the newer sheet, red is gone from the older one, grey is unchanged. ✕ Exit compare puts the sheet back
7. Takeoff marks print on the PDF export and on sheets attached to an RFI or COR, with their labels and quantities

Plans — text search, stamps & signatures PMs, PEs, foremen

Find any word on any drawing or document in the job, and stamp or sign a sheet the way you would in Bluebeam.

1. On the Sheets or Documents list, type in Search the words on the drawings (e.g. panel LA, EV charger) and press Search text. Every sheet and page that contains it is listed with the words around it
2. Tap a result: the sheet opens zoomed to the first match, with every match boxed in yellow
3. On an open sheet, 🔍 Find searches just that sheet or page. Enter the same words again to jump to the next match
4. Search covers each sheet once someone has opened it. Index them all now under the search box adds the rest (best on a computer — it downloads every sheet once)
5. ✍ Sign: the first time, sign in the box and save. After that, tap where to sign — your signature, name and date go on the sheet. Press Sign again to redraw it
6. 🔖 Stamp: tap where it goes, pick Approved, Approved as Noted, No Exceptions Taken, Reviewed, Revise & Resubmit, Rejected, For Construction or Void, add a note if you want, and choose whether to sign it
7. Stamps and signatures print on the PDF export and on everything attached to an RFI or COR

Plans — markups list & sheet links PMs, PEs, foremen

Every markup on the job in one list with a status and replies, and sheet numbers on the drawings that open the sheet they point to.

1. Markups tab (next to Tasks & Punch) lists every markup on the job. Filter by status, type, author or sheet; ⬇ Excel exports what is showing
2. Tap a markup to open its sheet zoomed to it, with its status and replies
3. On a sheet, pick ⬚ Select, tap a markup, then 💬 Status & replies. Set it to Open, Accepted, Rejected, Completed or Cancelled and reply — every change is kept in its thread
4. Sheet numbers printed on a drawing (detail callouts, “see E-201”, the sheet index) are outlined in light blue. Tap one to open that sheet; ↩ in the top bar takes you back
5. Links show while moving around or selecting, not while drawing. Turn them off under Layers (4)

Master Dashboard Masters

The company overview: nine tabs of live operations data.

1. Overview — company-wide snapshot
2. Job Costs / Labor / Inventory / Production / Prod Reports — the numbers room
3. Activity — the audit trail of everything happening
4. Tasks and Settings round it out

Budget vs. Actual Masters

Every job's estimate against reality, per cost code: hours, dollars, quantities, unit costs.

1. Open Budget vs. Actual and pick a job
2. Run Report — bars go amber past 85% of budget, red past 100%
3. NO BUDGET rows mean the field charged hours to a code the estimate doesn't cover — investigate
4. 📤 Upload Budget .xlsx takes the standard Ops budget file straight from your device — or paste CSV; re-importing overwrites
5. Jobs with a Foundation WIP loaded show accounting actuals plus live tracker hours combined

Labor Report Management, PMs & PEs

Every job’s labor in one report: hours, installed units and production against budget, and who is reviewing it. Management sees every job; a PM or PE sees their own.

1. Open Labor Report. Each job is one row: hours budget and used; job-to-date % complete, earned vs actual hours, production factor (PF) and projected hours at finish; last week and the last four weeks
2. Starting units shows how many countable cost codes have what was installed before Newton Ops began logging quantities (from Production Start). Until every code has one, that job’s % complete and PF read low. The pill links straight to Production Start
3. Codes: hours, no units counts cost codes with hours last week but no installed units entered. That is missing data, and the foreman needs to enter units daily
4. The last column shows when the PM, PE and foreman last opened the labor pages: green within a week, amber within two, red beyond or never
5. Click a job to see every cost code: budget hours vs used, budget quantity, starting units, logged since, installed, % installed, earned hours and PF. Codes with hours but no units are flagged
6. Export to Excel (CSV) and Print work on both views

Budget Revision Request PMs → Accounting

Move hours charged to the wrong cost code. A tab on Budget vs. Actual prices each move with its labor and burden from the job’s latest WIP, fills in accounting’s Cost Code Transfer Form, and emails it.

1. Open Budget vs. Actual, pick the job and open the 🔁 Budget Revision Request tab
2. For each move pick the From code (it shows that code’s WIP hours, labor and burden) and the To code, and enter the hours — All moves every hour on the code
3. The labor and burden are worked out at the From code’s own job-to-date rate per hour on the WIP; moving every hour moves its exact dollars
4. Say why the hours were on the wrong code
5. Email request to accounting sends it to the admin, Accounting and Operations with the filled-in transfer form attached, copying you. Download transfer form gives you the Excel on its own
6. Every request is listed under the form with its number (BR-YY-NNNN) and whether the email went

Payroll Export Masters + a team member

The weekly payroll package: DSS-verified hours, cross-checked against whiteboards, exported as styled Excel.

1. Pick the week — the sign-in sheets are the authoritative source for paid hours
2. Review the flags (whiteboard/DSS mismatches, missing sign-outs)
3. Download the Excel: Weekly Detail, Worker Totals with Reg/OT, Cost Code Production, and Exceptions
4. The docs browser and weekly email package live here too
5. The documents browser's OFFICE-STAFF folder holds every approved office timesheet PDF, organized by payroll week

Monthly Performance Review Masters / PMs

The CTC meeting, automated: pick a job and the scorecard, budget table, and risk exposure build themselves — then 36 questions across nine sections.

1. Open Monthly Performance Review and pick a job
2. The scorecard, over-budget phases, manpower (live from dispatch), labor rates, contract/billing, and change-order questions auto-fill from platform data
3. Answer the judgment questions — every answer, date, and initial saves per job and period
4. Last period's answer appears in gray above each question, so commitments carry forward
5. 💾 Save Draft anytime; 📧 Save & Email to PX sends the complete review to the admin and Operations

Monthly Performance Review — Grading & Past Reviews the admin / Operations

Updates to the Monthly Performance Review.

1. Every budget line from Create Project now appears, not just lines with actual cost, and cost codes match with or without leading zeros
2. A period picker and deep links open any past review
3. Grade checks each PM answer against live Newton Ops data and drafts private follow-up questions
4. Follow-ups stay private until shared with the PM one at a time; Email PM sends them

Monthly Review Meeting the admin / Operations → PM, PE & Foreman

Release a graded Monthly Performance Review to the job team just before the meeting, and walk through it together live.

1. On the review, press Release for meeting in the grader bar
2. The job’s PM, PE and foreman each get a My Ops task and an email with the link. Finance gets it on every release and follows along too
3. Present it: your arrows move everyone to the question being discussed — the PM’s answer, the grade verdict and the follow-ups. Anyone can also read ahead on their own
4. Hide from team takes it back and closes their tasks. Release again adds anyone who has joined the team since, and notifies only them

Monthly Performance Review — Reviews, Drafts & Email PMs / the admin / Operations

More updates to the Monthly Performance Review.

1. Reviews & Drafts tab: every review filed or drafted, every period, with status, who prepared it, how many questions are answered and when it was last saved. Filter by job and by filed/draft; Open loads that job and period
2. If the current period has nothing saved but an earlier period has an unfiled draft, the review opens that draft to continue it; saving files it under the current period
3. Email PM can include the grade, shows the PM’s original answer under each question, and copies the admin and Operations
4. a team member and Finance can read every review, grade and follow-up, but cannot grade, share, email, release or answer

New Vendor Setup Anyone → AP

Request a vendor be added before anything can be paid to them.

1. Enter the vendor and attach the W-9 (or W-8) — it cannot be submitted without one
2. An authorized signer reviews it and confirms four things about the tax form
3. The signer can never be the person who submitted it

Check Request Anyone → AP

A payment with no invoice.

1. Enter the payee, amount, job and reason, and attach backup
2. Up to $10,000: one approver. Over $10,000: two, and one must be an authorized signer
3. Approved requests go to AP

Wire Transfer Request Anyone → AP

High-dollar or time-critical payments.

1. Enter the wire and attach the wire instructions and backup
2. Two authorized signers approve, one of them the VP Finance
3. AP verifies the bank details by phone before release — the release step refuses until both approvals and the verification are on file

Company Card & Gas Card Request Employees

Request a company credit card or gas card.

1. Fill in the election form (sections 4 and 6)
2. Acknowledge the card agreement — it is attached to the request
3. Finance and Operations both approve, then it goes to Accounting

Card Sign-Offs Cardholders & supervisors

Sign the Company Card, Fuel Card and Toll Pass policies once, and review your fuel card statement every month.

1. When Accounting assigns you a policy you get an email. Open Card Sign-Offs, press Read and sign, read the policy, check that you agree, type your name and draw your signature
2. If a policy changes, Accounting publishes a new version and you are asked to sign again
3. Each month after the statement closes on the 23rd, you get an email when your fuel card statement is ready. Open it and press Open the statement
4. Check the four certifications, explain every flagged item (date, amount, flag, explanation, job #), attach receipts for approved exceptions, and sign. Due 5 business days after close
5. It goes to your supervisor, who compares it with your timesheets and job assignments, checks the three certifications, lists anything referred to Accounting and signs (due 8 business days after close), or sends it back to you with a note
6. Accounting closes it out by day 10. You can print any statement or acknowledgement

Card Sign-Offs — Accounting AP / Accounting

Assign the policy acknowledgements, send out the monthly fuel card statements, and close them out. Everything is on the Accounting tab of Card Sign-Offs.

1. Upload many statements at once: pick the closing date and drop in every statement, as separate files or one combined statement covering every card. Press Read and sort
2. Newton Ops reads each PDF, finds the cardholder by name (“DOE, JANE”, “roe LAWRENCE”) or by a card number seen on an earlier statement, splits a combined statement into one PDF per person, and labels each fuel, toll or company card. Summary pages with no cardholder are left out
3. Check every row. Unmatched rows are red: pick the person. Then press Send the checked statements. Each cardholder gets their own statement and email; a second statement for the same person, card and period is refused
4. Only fuel card statements have a monthly sign-off; toll and company card statements are recognized and set aside. Use Upload one fuel card statement for a single file
5. The Statements list shows every statement’s step and due date, late ones in red. Open one to Remind, Change supervisor, send it back, or close it out with your initials once the supervisor has signed
6. Policy acknowledgements: tick what each person must sign and press Save and email. The grid shows who has signed which version
7. Policies: to change a policy, upload the new Word file under Publish a new version. Everyone assigned it is asked to sign again

Card Receipt Card holders

Photograph a credit or gas card receipt and code it.

1. Take a photo of the receipt — it is read automatically
2. Check the amount and vendor, and pick the job and cost code
3. Submit — it goes to user@example.com

Labor Costing Payroll & Finance

Hours costed at each person’s rate, for payroll and finance only.

1. Pick the period and job to see labor cost by cost code

Pay Rate Changes Six people

A ledger of every signed rate-of-pay EAF, its effective date, and whether payroll has entered it.

1. Waiting on payroll lists signed rate changes not yet keyed in
2. The effective date is whatever the signed EAF says; if blank, it shows undated until entered from the form
3. Entered into payroll asks who keyed it into the payroll software, then moves it to the Entered list

Exempt Employees the admin / the controller / Operations / Finance / IT

The salaried-exempt list that the payroll export prices from.

1. Add, edit or remove an exempt employee with their company and position
2. Turn on Also on the DSS for exempt staff who sign the sheet in the field — they are paid from the sheet, all regular time, at most 8 hours a day and their weekly cap
3. Payroll Export shows an Exempt employees panel and workbook tab, and flags anyone exempt who is on a sign-in sheet but not marked On DSS

Receive Payment Accounting, Finance, the controller, the admin

Record a customer check or wire against the job once, and it updates everywhere: the payments ledger, the job’s paid to date and AR, and the pay application it pays.

1. Open Receive Payment (Accounting) and pick the job. It shows billed, paid and AR, the job’s applications and its recent payments
2. Upload the photo of the check or the wire confirmation. The amount, date, payer and check number or wire reference are read from it — check every field before going on
3. Pick the method (check or wire / ACH) and which pay application it pays
4. For a Joint check, tick the box and list who is paid out of it: paid to, amount, and Ops’s check number or reference for each
5. Press Record payment. The job’s balance, the dashboards and the pay application all update at once
6. Press Email payment notice to send the “[job] – Payment Received” email to the usual list plus the job’s PM. Replies come back to you
7. A payment entered in error is Voided with a reason. The record is reversed but kept

Hiring Exams — Journeyman · Foreman · PE · PM PMs & Management

Proctored hiring exams that grade the candidate and recommend whether to hire and at what level.

1. Open the exam page and choose the tab: Journeyman, Foreman, Project Engineer or Project Manager
2. Enter the candidate, then either Start exam now on your own signed-in computer, or Create a link for the candidate so they can take it on their own device or any computer without a Ops login. The link lasts two days and has a Copy button; an unsubmitted session keeps showing its link. Journeyman and Foreman can allow the code book
3. The candidate works with a clock; leaving the window is recorded and flagged on the result
4. Multiple-choice and number questions grade themselves. Grade the written answers using the guide shown beside each
5. The result gives a total, section scores and a placement. Missing a must-pass question (lockout, energized work, written direction) means Not a fit, whatever the score
6. Preview on each tab opens that exam as the candidate sees it. The PE exam includes Section G, multifamily plan reading with drawing exhibits
7. Results land in Newton Ops whichever way the exam was taken. Written answers not yet graded show as ungraded, not wrong

New Hire Onboarding HR

Intake forms and the signing packet for new employees.

1. Assign the packet — it shows in the new hire’s My Ops
2. The employee signs each document on their phone
3. Paperwork missing shows who has not finished

New Hire IT Setup HR / IT

Phone, laptop, accounts and licenses ready before day one.

1. Starts automatically once an offer letter is signed
2. Work down the checklist for each new hire

Employee Files HR / Payroll

Timesheets, action forms and each person’s record, in one place per person.

1. Search for the employee
2. Open their timesheets, EAFs and documents

Employee Photos HR

One photo per person, used on the ID badge and the My Ops card.

1. Upload or replace a person’s photo

ID Badge Generator Office Admin

Print an employee’s ID badge on the PVC card printer.

1. Pick the division (Field, Service or Office), add the photo, full name, title and employee ID
2. Add their company email if they have one — it ties the badge to their login so the photo reaches their My Ops card. Left blank, the full name is used instead
3. Check the true-size live preview, press Print Card, pick the card printer at 100% scale, then Clear and do the next
4. Issued Badges lists every badge with when it was first and last printed

Badge Admin Office Admin

Timecards and staff management behind the badge clock.

1. Review badge-clock punches
2. Manage staff records used by the badge clock

Policies Everyone / Policy admins

Company policies, the current version of each, and who has read them.

1. Open a policy to read the current version
2. Where acknowledgement is turned on, read it and acknowledge
3. A new version clears the old acknowledgements so everyone reads the change

Setting Up an Employee Management

Add anyone — Ops email or outside — at the Access & Approvals page (homepage → Office → Access & Approvals) and the platform handles login, menus, and job limits automatically.

1. Open Access & Approvals and enter the person's name and email
2. Pick a department: Management (everything), Office Admin, Service, or Project
3. For Project people, check the specific jobs they belong to
4. Save — outside (user@example.com) emails are granted app login in the same press, and revoked if you remove them later
5. On the Timesheet Approvals tab, add the person and their approver — this powers EAF routing and the who-approves-who lookup
6. Tell them: go to newton-ops.com, enter your email, type the PIN that arrives — one login lasts a month per device

Where Approvals Show Up Managers

Anything waiting on a decision appears on the approver's My Ops task list, whatever it is.

1. Timesheets, EAFs, invoices, expense reports and offer letters all open a task when they start waiting on someone
2. The task closes itself when the decision is made — from the portal, from an emailed link, from anywhere
3. None of them offer a tick. Ticking would clear the task while the approval sat undone, so they can only be closed by doing the thing
4. An EAF waits on two people in turn — the employee's signature, then the supervisor's approval — so it is a task for each in sequence

What Each Person Sees Everyone

Everyone gets the My Ops strip under the homepage header: their schedule or assignment, an EAF that routes itself to their supervisor, their timesheet, and buttons for expenses and time off.

1. Beyond My Ops, the homepage shows only their department's section
2. Office Admin sees office tools; Service sees the service department; Project people see job trackers limited to their checked jobs
3. Project limits carry into the RFI, COR, and Budget job dropdowns automatically
4. Management sees everything; restricted pages (payroll, financials, dispatch) stay behind their own tighter gates regardless of department

Time Clock & Restricted Access Modes Management

Who has the clock, and who can see wages, are both managed from Access & Approvals.

1. Time clock access is granted per person on Access & Approvals
2. A crew member can be given clock-and-EAF-only access, which needs no portal login
3. Wage data lives on its own restricted costing page, separate from the Payroll Export

Pushing Info to Everyone's Screen Management

Alerts, schedules, and assignments flow to people automatically — post once and everyone sees it.

1. Alerts: Access & Approvals → Alerts & Questions → type the message, pick blue/gold/red urgency, Post — it appears at the top of everyone's home screen and My Ops until you clear it
2. Service schedules: fill the weekly crew schedule in the Service Tracker as usual — each tech sees their own week on My Ops and the Tech View
3. Field assignments: the Crew Dispatch board is the source — whoever is crewed on a job sees it as "Where I'm Headed" on My Ops, with their foreman
4. Questions come back through the Alerts & Questions tab keeps the record of anything already raised there

Audit — Who’s Logged In, What They’ve Done Management

The record of who is actually using the platform, and what they did with it.

1. Open Access & Approvals and go to the Audit tab
2. Who has logged in lists every session by person — anyone in the directory who has never opened the app is highlighted in gold
3. What they’ve done is the real activity trail: safety logs, punches, dispatch changes, timesheet approvals, directory edits, procurement, tasks, alerts, service proposals, scorecards, wage changes and vendor access