Mobile App - Settings & Permissions
💡This page explains the staff settings on the desktop app that control what each user can see and do on the mobile app.
Overview
The mobile app opens in a browser on a mobile device or desktop computer. It links to the same database as BOS Professional.
If you are linked to more than one database, you select one when you sign in.
Your access to the mobile app is controlled by your staff settings in BOS Professional. An administrator sets them for you on the desktop app – you cannot change them in the mobile app. Each setting either:
- Allows or blocks your access to a whole module. Every tile stays visible on the Home screen, but if you open a blocked module, you return to the Home screen and an Access Restricted popup appears. Only Customers, Service Manager, Inventory and Delivery have a setting like this.
- Narrows what you see or can do inside a module you can open (for example, only your own customers).
How to Change a User's Mobile App Access
Note
The mobile app reads a user's settings once, when they sign in. A changed setting takes effect the next time the user signs in to the mobile app (or reloads it in the browser).
- On the desktop app, navigate to Main Menu > Office > My Organisation > Staff (tab).
- Right-click the name of the applicable staff member and select Edit (or double-click the name).
- Click Settings (tab).
- Enter part of the setting's name in the search block (e.g. Access Allowed).
- Click the Value column next to the setting and select or enter the new value.
- Click Save (button).
- Click Close (button).
Settings Explained
The brackets show the group each setting belongs to on the desktop app's Settings (tab).
| Setting | Options | What it controls |
|---|---|---|
| Customers - Access Allowed (Setup) | None / All / Own (Rep) |
|
| Customers Accounting - Access Allowed (Setup) | Yes / No | Whether the Accounting tab appears on a customer's detail screen. You can have access to Customers without access to the Accounting tab. |
| View all Customers (Service Manager) | Yes / No |
|
| Service Manager - Access Allowed (Service Manager) | Yes / No | Whether you can open Service Manager (the SM tile). No displays Access Restricted. |
| Edit Responses created by other Users (Service Manager) | Yes / No |
|
| Inventory - Access Allowed (Materials & Inventory) | None / Read-only / Full Access |
|
| Digital Delivery Notes - Access Allowed (Tracker) | Yes / No | Whether you can open Delivery. No displays Access Restricted. |
| Timekeeping: Enabled Non-Conformance Reports (NCR) (Tracker) | Yes / No | Whether the NCR field appears when starting timekeeping on a task in Tracker. When shown, it must be filled in (Not linked to NCR and NCR Pending are available as options). |
| Dashboard - Reports (ReportID eg. 1,2,3) (Reports & Dashboard) | Report IDs, separated by commas | The charts shown on the mobile app's Dashboard, one per report ID. If no IDs are entered, the Dashboard displays "No charts configured". This setting does not control access – every signed-in user can open the Dashboard. |
| Tracker Login (PIN) (Tracker) | A numeric PIN | The PIN the staff member uses to check in to Tracker's Share Device Mode. Set it on the staff member's Settings tab (see How to Allocate Pin Numbers). The PIN field in the Time and Attendance section of the staff member's details is a separate field, which the mobile app does not use. Each staff member's PIN must be unique: if two staff members share a PIN, checking in displays "PIN not unique - contact admin" and an administrator must change one of the PINs. |
- Only Customers, Service Manager, Inventory and Delivery have an access setting. Approvals, Dashboard and Tracker have none – every signed-in user can open them.
- The mobile app does not read the Dashboard - Rows, Dashboard - Columns or Dashboard - Automatic Refresh settings – these apply to the desktop dashboard only.
- Settings belong to each individual staff member. To give several users the same access, see How to Copy a Staff Member's Access Settings.
Troubleshooting: Mobile App
| Problem | What to check |
|---|---|
| Please Input Email or Incorrect format appears when you sign in | The Email field is blank or the email address is invalid. Enter a valid email address. |
| Please Input Password appears when you sign in | The Password field is blank. Enter your password. |
| Too many attempts have been made. Please wait a few minutes before trying again. | There are too many sign-in attempts. Wait a few minutes before trying again. |
| Something went wrong. Please try again. | An unexpected problem occurred on the server. Try again. |
| Unable to connect to the server. Please check your internet connection and try again. | The app cannot reach the server. Check your internet connection. |
| A tile is missing from the Home screen | A missing tile is never caused by a setting – you see every tile. The tile is hidden in your own layout on that device. Press and hold the tiles and restore it from Hidden Menus (Tap + to restore) – see Home Screen. |
| Access Restricted appears | The module's access setting is off (only Customers, Service Manager, Inventory and Delivery have one). Change the setting on the desktop app and sign in again. |
| You only see some customers | Check Customers - Access Allowed: All shows every customer, Own (Rep) only your own. |
| You only see some Service Manager tickets | Check View all Customers – a separate setting from Customers - Access Allowed. |
| You cannot edit a colleague's response | Check Edit Responses created by other Users (off by default). |
| The Accounting tab is missing | Check Customers Accounting - Access Allowed. |
| The Dashboard is empty (No charts configured) | Check Dashboard - Reports (ReportID eg. 1,2,3). |
| No data available for the selected period. appears on a chart | The chart's report returns no data. |
| This chart has no category field configured. Please contact the helpdesk to update the report settings. | The chart's report is not set up correctly. Contact the helpdesk. |
| An error occurred while processing the chart data. Please ensure the dataset is valid or contact helpdesk for assistance. | The chart's data cannot be processed. Contact the helpdesk. |
| Who can change these settings? | Only an administrator, on the desktop app. They cannot be changed from the mobile app. |
Troubleshooting: Tracker
| Problem | What to check |
|---|---|
| The NCR field is missing | Check Timekeeping: Enabled Non-Conformance Reports (NCR). |
| PIN not unique - contact admin appears | Two staff members have the same Tracker Login (PIN). Change one of them so that each PIN is unique. |
| Invalid PIN appears | The PIN does not match a staff member. Enter the PIN again, or ask an administrator to look it up. |
| Please select a Workstation. appears | Select a Workstation before you start timekeeping or downtime. |
| Please select an Item. appears | Select an Item before you start timekeeping on a task or change a job. |
| Please select an NCR. appears | Select an NCR before you start timekeeping. The field appears because Timekeeping: Enabled Non-Conformance Reports (NCR) is on. |
| Please select a Status. appears | Select a Status before you stop a job. |