Manual contents

Heart of Gold — user manual

Every page covers one screen or one task. Start with Getting around if the system is new to you; otherwise jump straight to the job you are doing.

Getting around

• 01 — Getting around — signing in, the left menu, switching between Sacramento and Fresno, the search box, and the bell.
• 19 — Searching for anything — what search finds, how phone numbers match, and how to tell whether a client is on the schedule.

Booking

• 02 — Booking a ride — the booking form from top to bottom, including round trips, wait-and-return, notes, and price.
• 03 — Repeating schedules — dialysis and school runs: setting up a series, the duplicate warning, and changing or cancelling one trip versus all of them.
• 04 — Logging a call — when a caller can't finish booking: holding a spot, follow-up dates, and the callback list.

Dispatch board

• 05 — The dispatch board — driver columns, the time grid, assigning by dragging, colours, printing run sheets.
• 07 — Breaks, tasks and time off — lunches, off-duty splits, vehicle tasks, and how time off shows on the board.

Trips

• 06 — Trip details — opening a trip and changing anything on it: time, addresses, price, driver, status, cancelling.

People & fleet

• 08 — Customers — the client list and the full client record, including merging duplicates.
• 09 — Facilities and brokers — the places you pick up from and the companies that pay.
• 10 — Drivers — the roster, days off, time off, covering the other location, archiving.
• 11 — Vehicles — the vans: equipment, where each one is kept, maintenance, archiving.

Money

• 12 — Receivables — what you are owed, who pays, which facility or broker is billed (Bill to), sorting by date or A–Z, aging, and the follow-up notes thread.
• 13 — Recording payments — marking an invoice paid, one payment covering several trips, and the payment record.

Reports

• 14 — Reports — the daily trip tracker and the referral sources report.
• 15 — Executive dashboard — what each card on the owner's overview actually counts.

Drivers' app

• 16 — My schedule (the driver's view) — what a driver sees on their phone and the three buttons they use.

Settings & data

• 17 — Users, roles and permissions — inviting people, account types, location access, and the permissions grid.
• 18 — Backup and downloading your data — the spreadsheet download and the complete backup file.

Common questions

• 20 — Common questions from the office — turning a permission on or off, and quick answers with a pointer to the full steps for the questions the office asks most.