General
Tookan is a complete suite for your field force management.
With Tookan you get the following interfaces: Customer App, Agent App, Admin Dashboard and App
Few of the features of Tookan are:
Please click on this link to start your free trial: https://app.tookanapp.com/#/page/register
We do not have any capping on the number of agents you can add.
Sure! You can integrate your Tookan account with multiple other platforms. Efficient integration of Tookan with GloriaFood, makes your business operations buttery smooth. Your customers can easily place orders from online menu, created as ready-to-assign tasks on Tookan.
To help you further with your question, please click on : https://jungleworks.com/tookan-partners-with-gloriafood/
Sure! Expand your workforce, by adding more drivers and delivery men to your fleet, and assign them to the desired teams.
Please click on the below link to help you further: https://jungleworks.com/tookan/supportv1/add-an-agent
With Tookan’s on demand delivery app & tracking system, you can automate dispatch deliveries and use features like tracking and route optimisations to reduce delivery time and cost, boosting profits & efficiency.
Please click on the below link to help you further: https://jungleworks.com/services/pickup-and-delivery/
Yes, we currently support more then 20 languages.
To help you further please click on : https://jungleworks.com/tookan/supportv1/languages-supported/
In Dashboard
When a task is created from Tookan Dashboard the local time zone from where the task is being created is considered.
Example: Let’s say a task is created in Singapore, the time zone considered is GMT +8hrs.
In Bulk Upload
In the case of bulk upload of tasks, the time zone of the admin account is taken into consideration while tasks are created.
Example: Let’s say an admin in the US(say A for convenience) has created a manager(say M) in India. When this manager(M) creates tasks using the bulk upload the timezone of Admin(A) and tasks are created in US TimeZone.
Using Tookan API
Tookan API accepts a request body parameter named “timezone” which is the Timezone difference with UTC in minutes. When a task is created with local time(say X), and timezone(+Y). Y minutes are added to X to make it UTC time.
How to get the Timezone difference with UTC in minutes?
Let’s say I am creating a task in India’s time which is five and half hours ahead of UTC time (+05:30), convert five and half hours into minutes i.e 330 minutes. Since India’s time is ahead of UTC time to convert it into UTC time 330 minutes has to be subtracted from it. So, timezone is -330.
Extensions
Sure! You can integrate your Tookan account with Gloria food. Efficient integration of Tookan with GloriaFood, makes your business operations buttery smooth. Your customers can easily place orders from online menu, created as ready-to-assign tasks on Tookan.
To help you further with your question, please click on: https://jungleworks.com/tookan-partners-with-gloriafood/
Route optimization rescues you from hours of manual planning and provides you the most efficient routes as per your business needs. Advance routes settings gives you full control over your routes.
To help you further with your question, please click on: https://marketplace.tookanapp.com/app/overview/Tookan-Route-Optimization/1
Tookan forms can be used to create tasks over the dashboard from your desired URL name. Your customers can place orders through these forms. Once you activate this App, you will get an option of ‘Form Editor’ under settings.
To help you further with your question, please click on: https://marketplace.tookanapp.com/app/overview/tookan-booking-forms/5
Task ETA Add-on allows you to view the Expected Time of Arrival of your agent at the location of your task. You can check a task’s ETA directly on the dashboard map by just clicking on the task’s marker. ETA shows you the time in minutes and seconds the agent will take to reach task’s location. This add-on also works well with Route Optimization where the ETA is calculated on the basis of the route.
To help you further with your question, please click on: https://marketplace.tookanapp.com/app/overview/Task-ETA/182
Tookan Taxi is an on-demand SaaS taxi app solution that can be used to take your taxi business mobile without the hassles of long development time and complexities. It is a ready-to-use system, which can be launched in just few days for your customers as a taxi booking app.
To help you further with your question, please click on: https://jungleworks.com/services/taxi-dispatch-software/
‘Custom CSV Support’ allows you to easily upload multiple tasks in one go. You can also dynamically update custom field value using the bulk import feature.
To help you further with your question, please click on: https://marketplace.tookanapp.com/#/app/overview/6
‘Work Time’ is a simple integrated field force management solution that enables time-keeping, agent attendance and location tracking of your agents using real time face recognition.
To help you further with your question, please click on: https://jungleworks.com/services/fieldforce
Zapier is an online automation tool that connects your favorite apps, such as Gmail, Slack, MailChimp, and over 750 more. You can use ‘Integrate with Zapier’ and connect Tookan with any number of apps to automate repetitive tasks without coding or relying on developers to build the integration.
To help you further with your question, please click on: https://marketplace.tookanapp.com/#/app/overview/46
Introducing email parsing app to help you automate your business processes and increase your operational efficiency by connecting your online ordering accounts with Tookan which allows you to create tasks automatically. Now connected with Grubhub, Eat24, Takeaway, Eat Now, Hungry House, E_Order Start, Eat Street, Delivery.com, Blizzfull, Shin Ramen and make your processes seamlessly connected.To help you further with your question, please click on: https://marketplace.tookanapp.com/app/overview/Tookan-Email-Parsing/7
Pricing
We will be happy to have you onboard on Tookan with our 14-day free trial! No credit card required!
Please click on the below link to check our pricing plans: https://jungleworks.com/tookan/pricing/
When your trial expires, upgrade to any one of our plans from the Billing section of your Tookan account.
Sure! You can get in touch with us anytime using chat support. We are flexible with our pricing plans and want to help you with pricing plans that fit your business scale. Also please click on the below link for free sign up and paid plan details:https://jungleworks.com/tookan/pricing/
Dashboard overview
1. Tookan’s powerful dashboard helps you stay on top of business operations, giving you an in-depth view of what’s happening at all times. View tasks and agents on the live tracking map, and gain insights from the wealth of data to drive efficient decisions. By default, tasks for the current day appear on the dashboard. You can view tasks of any other day by changing the date in the top header section.
2. Header Ribbon – The top right corner features the “Create Task” button. On clicking the Drop Down icon you can choose to Bulk Import tasks. Following which there is a Grid Icon showing the add-ons in the Tookan extensions that can be integrated with Tookan. To the extreme right, you can see the Refresh icon that reloads and updates dashboard with real-time information.
3. Header ribbon (Top left) – Clicking on the menu icon on the extreme left opens a complete menu bar. A simple click on the Tookan logo takes you straight to the homepage from any page. Choose Map view or List view to display tasks and agents on the dashboard homepage. Use date drop-down to display tasks from a specific date. Use the team drop-down to quickly glance at all teams, or focus on the data of a particular team at one time.
4. Task Bar on left – View all your task details in this bar which are categorized as Unassigned, Assigned and Completed. Task tiles comprise of the customer name, address, time, and the task status that automatically updates in real-time.
5. Agent Bar on right – View the agent details on the right that are categorized as Free, Busy and Inactive. Agent pane comprises of the agent name, contact number and the total number of tasks assigned. To view more details of any particular agent, you could click on the right arrow on the agent’s pane. From here you can also choose to mark agent on duty or off duty. The three dots on the right side let you edit, reassign, block or delete agent. More info buttons display details like Device, Battery, Version, Rating and Tags.
Dashboard status
Tookan’s task and agents’ status are displayed throughout the dashboard using simple symbols and colors.
Task Status
They are displayed in the task bar on the left and as pins on the map.
Unassigned: The task has not been assigned to any agent and will be reflected in grey color.
Assigned: The task has been assigned to an agent and will be reflected in orange color.
Accepted/Acknowledged: The task has been accepted/acknowledged by an agent and will be reflected in purple color.
Started: The task has been started and the agent is on the way and this will be reflected in light-blue color.
InProgress: The task is being performed and the agent has reached the destination and this will be reflected in dark-blue color.
Successful: The task has been completed successfully and this will be reflected in green color.
Failed/Cancelled: The task has been completed unsuccessfully and this will be reflected in red color.
Agent Status
They are displayed as dots on the map and in the agent bar as:
Idle: Agent is on-duty but is not performing a task. The location is tracked and shown as last-known location under the agent name. The status will appear as a green dot on the map and next to the image in the agent bar.
InTransit: Agent is on the way and has started the task. The location is tracked and shown as last-known location under the agent name. The status will appear as a light-blue dot on the map and next to the image in the agent bar.
Offline: Agent is off-duty and not executing a task. The location is tracked and shown as last-known location under the agent name. The status will appear as a grey dot on the map and next to the image in the agent bar.
Agent Mobile Status
They are displayed below the name of the agent in the agent bar as:
GPS Turned Off: If the agent turns off the GPS in mobile.
Poor Connectivity: If the agent turns off the internet in mobile.
Connection Lost: If the agent switches off the mobile or turns off the internet for more than 8 minutes or uninstalls the app without going off-duty.
Creating an account
Creating an account on Tookan is quick and simple. To begin, click on ‘Free Sign Up’ button on the Tookan Website.
Fill in the required details, select the appropriate workflow and click on ‘Proceed to Dashboard’.
Languages supported
Tookan is widely used by a large number of businesses that are spread over 500 cities across the globe. Therefore it supports multiple local and foreign languages across all components of the product, i.e. Admin Dashboard, Android Agent App & iOS Agent App to enable its easy use.
The table below displays all the languages currently supported by Tookan. More languages are added and streamlined across various components on a continuous basis.
Wish to request for a new language? Please feel free to reach us at [email protected]
For the dashboard –
Go to Menu > Settings > Preferences > Set Language.
For the agent’s app –
Go to Menu (top right) > Settings > Languages.
Billing overview
Go to Menu > Settings > Select the Billing tab to have a Billing overview.
Tookan’s Billing page gives a view of all the billing related details that include:
View current plans
The billing details under the Billing page gives a view of the current plan.
Go to Menu > Settings > Billing > Click on Change Plan
Payment information
You can have the desired Payment Information from the Payment History under the Billing page that includes:
Update credit card
To update the credit card details:
Go to Menu > Settings > Billing > Change Card
Enter the card details and click on Change Card to save the changes.
Parameters and metrics
Tookan’s analytics will provide you all the information that you need to run your business efficiently and take data driven decisions. Apart from the graphical representation of the data, you can access detailed reports and export them to use the information at your ease.
You can access the analytics page from Menu > Analytics.
Selecting Parameters:
Time – Select predefined or custom time range to view your data.
Team – Select a specific team or leave it to the default i.e. All Teams.
Agent – By default, this is All Agents and you may select a specific agent to view the associated data.
There are several key metrics that are available to provide you a closer look at your business:
Real Time – Task status and Agent Status along with Total Tasks, Task Efficiency, Distance-Based Productivity, Time Based Productivity
Task Performance – Successful vs Failed and On-Time vs Delayed Tasks
Agent Effectiveness – Time and Distance spent In-Transit vs Idle
Task Efficiency – Percentage of successful and On-Time Tasks
Real Time
Real Time enables you to monitor the Task Status as completed, unassigned and assigned and the Agent Status as free, busy or inactive by a graphical illustration. It also shows graphical reports about Total Tasks, Task Efficiency, Distance Based Productivity & Time Based Productivity for today, 7 days ago and 30 days ago based on real-time data which could be exported and used as per the needs of the business.
Task performance
There are two key metrics that provide a closer look to understand Task Performance.
Task Completion – This metric shows Successful vs Failed Tasks.
Task Punctuality – This metric shows On-Time vs Delayed Tasks.
Agent effectiveness
There are two key metrics that provide a closer look to understand Agent Effectiveness.
Time Based Activity – This metric shows the Total Time spent In-Transit vs Idle.
Distance Based Activity – This metric shows the total distance traveled during tasks vs Idle.
Time Based Productivity – This metrics shows the productivity of the agent based on the time taken by him to complete the task.
Task efficiency
There are two key metrics that provide a closer look to understand Task Efficiency.
Successful Tasks – Percentage of Successful Tasks
On-Time Task – Percentage of tasks completed On-Time
Custom Analytics using Kato
Kato is a powerful analytics platform that lets you visualize your data in many different formats. Tookan is integrated with Kato and gives you the ability to see your Tookan data in Kato itself.
You can request a custom report from our support team and we can set it up for you. A custom report will let you have your own data in a number of different formats like a table, Pie Chart, Line Graph, Bar Chart, Heat Map, etc. A more complete list of available visualizations is provided further down this document.
Once you have a custom report, you can see your report’s data anytime from the analytics panel in your Tookan Dashboard. You can also download/export the data in CSV, JSON or an API call. There’s also the ability to get a report sent to you on your email at regular intervals. The reports are also capable of showing data in real time (though this may vary for different use cases).
Create a team
You could now create different teams using Tookan and classify drivers based on parameters like location, zones, distance, etc. It’s easy!
Steps to Create a Team
Add a manager
Click on three bar menu option on the top left corner of Tookan dashboard. Select Settings from the expanded menu bar on the left.
Steps to Add a Manager
Edit or delete a manager
Click on three bar menu option on top left corner of Tookan dashboard. Select Settings from the expanded menu bar on the left.
Click on Manager in the left menu bar.
Steps to Edit a Manager
Steps to Delete a Manager
Edit team/member
Edit the details of existing teams in simple steps.
Steps to Edit Team Member Details
Delete a team
Delete any of the existing teams in simple steps.
Add an agent
Expand your workforce, by adding more drivers and delivery men to your fleet, and assign them to the desired teams.
Steps to Add an Agent
Note: Under Agent details under Assign Role you can assign a set of permission to the Agent. If you haven’t created any role, you can do it from Access Control in Settings.
Once added to the dashboard, the agent would automatically receive an SMS and email with the link to download the app, along with a temporary password to log-in.
SMS Sample:
Hi Jane, you have been added as an agent by David. Download iOS App.
https://app.tookanapp.com/ios Download Android App
https://app.tookanapp.com/android Username: [email protected] & Pass: tookan#5555
Add a freelancer
Freelancers module enables you to hire and monitor freelancers on Tookan. You can share all your day’s job with the freelancers in a single click. These freelancers would be able to see the unassigned tasks on the agent app and they can accept them if they want. This feature is also helpful in peak hours so that admin can hire some part-time workers and they can work during the need.You can also categorize your agent by segregating them into “Captive Agent” or “Freelancers”
Steps to add freelancer
Note: While adding a freelancer you have an option to enable subscription for your freelancer. You can easily set your subscription plans by
Edit/Block/Delete Agent
Edit Agent
Steps to Edit an Agent
Steps to Block an Agent
Steps to Delete an Agent
Import/Export Agent
To Import Agents manually you can do so by clicking add agent or by importing CSV file in which you can add their details under the given templates. Sample file download is also available from where you can download the CSV file and edit it.
Steps to Import an Agent:
Steps to Export An Agent:
Multiple agents can be added to a task. This can be done by mentioning the number of agents in the ‘assignment tab’ of new task window or manually multi-select agents.
This is used when you want to see only some of the details of Agents, for example, only name and id.
Steps to Filter:
Merchant
Merchant is the seller or service provider on Tookan extensions. This add-on helps you onboard and manage merchants from the admin account. Once onboard, merchants can log in to their own dashboard from where they can manage their agents, tasks and other functionalities. The admin has full access to all of the details and activities of the merchant, including, but not limited to tasks and agents.
Go to Extensions > Activate Multi Merchant Extension
Adding Merchants:
Go to Menu > Merchants > Click on Add Merchant > Submit
Access Control List (ACL)
ACL in Tookan helps you define roles with permissions as per your requirement. For a manager’s role, these permissions can be related to tasks, agents, customers, teams, and settings. So one can give permissions to his manager to add or delete a task/agent/customer/team depending on his requirement. Similarly in Agent ACL, one can give access to his agents to add/edit a task or edit his work schedule.
Admin can create a number of roles with a set of permissions in ACL. Further, while adding a manager/agent, he can simply assign a role to that particular manager/agent.
To define roles with permissions go to Menu > Settings > Access Control
Task Permissions
Profile Permissions
Agent Schedule Permissions
Task Permissions
Agent Permissions
Customer Permissions
Teams Permissions
Settings Permissions
Select a workflow
Tookan is a flexible solution that supports three types of workflows to best suit your business requirements.
Upon selecting a workflow, corresponding changes take place in both dashboard and agent mobile apps. It is recommended that you select appropriate workflow complimenting your business. You can change the workflow by going to Menu > Settings > Preferences.
This workflow is best suited for businesses that provide on-demand pickups or deliveries. For example:
This workflow is best suited for businesses that provide at-home/ office services. For example:
This workflow is best suited for businesses that manage on-street customer acquisition teams. For example:
Auto assignment
Based on your business requirement, you can set the push notification which is sent to the agents, in one of the following ways:
(Request goes to one agent (nearest & available) first and if the timer runs out or if the agent declines the task, it goes to the second best option. You can set the timer in the workflows)
(Request is sent to all the available agents and whosoever accepts/ acknowledges the task first will receive it)
Batch wise auto assignment works in the form of push notification. After enabling this feature, the tasks are assigned automatically and the manager can focus on key focus areas of the business like marketing and sales.
This feature is available on the Workflow settings page, (Menu > Settings > Auto Allocation). Select Batch Wise for setting the Batch Configuration.
The details about each and every parameter for Batch configuration is below:
If Auto Assignment fails, then the Dashboard gets a notification and tasks shows the option to Retry Auto Assignment, and send a round of notifications back to the available agents. We also send an email to the account owner notifying about the event.
Some other miscellaneous features regarding the feature are as follows:
This new auto assign configuration allows for force assigning the tasks to your agents based on following two params:
The system searches for all the available agents within the radius limit around the task location. It sorts the agents based on the number of tasks assigned to the agent and distance from the task location (in 40-60 ratio respectively), filters out all those agents whose tasks’ count is greater than the maximum number of tasks for that day (for which the task is being scheduled). The agent on top of this list is assigned the task.
If the system is not able to find any person in the given radius limit, then it searches the nearest agent outside the radius limit and assigns the task to that agent, however still maintaining the maximum number of tasks limit for each agent.
The task will be left unassigned, only if no agent with lesser number of tasks is available.
This new auto assign configuration allows to assign task to the nearest available agent. You could define the maximum radius here.
Note: If you have enabled Auto Allocation in Account Setup, you can still choose to manually assign a task by deselecting Assign Automatically option in the Create Task pop-up. If your task is in unassigned category and says ‘unable to Auto Assign’, it means that the task request went to every available agent, but no one was available or accepted it. Now human intervention is required i.e. admin manually needs to assign the task to an agent.
First In First Out
Pooling
An agent is now capable to perform another task while doing the first in one go with Pooling when using the Batch Wise auto allocation method. Currently, the pooling feature works for the tasks created on the dashboard or from API.
To Enabling Pooling:
Go to MENU > Settings > Auto Allocation > Select Batch Wise Allocation > Enable Pooling toggle.
Pooling Parameters:
NOTE: If ETA or SLA are defined 0, then that condition will not be taken for consideration in pooling.
Missions
A Mission consists of multiple tasks belonging to multiple workflows (Pickup & Delivery/ Appointments/ Field Workforce), spanning across multiple days and each task could be assigned to multiple agents.
Features of Missions
Let’s take the case of a construction project where there might be a requirement of multiple pick-up and delivery agents, laborers and engineers at the same time. If one has to create individual tasks for each one of them, this might turn into a very tedious job!
So, if a business has such a diverse need, then instead of creating multiple individual tasks it can create just one ‘Mission’.
Geo fencing
Tookan offers yet another amazing feature that will simplify your task assignment process and help you categorize your fleet in a more geo- efficient way.
To enable geo-fencing go to Menu > Settings > Geo Fence. Geo fencing allows for categorizing your agents based on regions/zones. Draw your own area over the map and assign agent(s) to that region.
When creating a task, (if you have auto-assign active and you have also created at least one region), then a Geo Fence check box is visible, that allows for dispatching the task with the geo-fence-filter as ON. Tookan automatically detects which region(s) the task lies in, and filters the available agents for auto assignment who are authorized for those regions.
This feature solves the zoning, licensing issues that many service providers face when their agents are not authorized outside a defined zone. It also helps if you want to limit the tasks that are being sent to the agents’ limited zone wise.
Route optimization
Routing Optimization add-on allows you to efficiently optimize the routes, saving you both time and money.
Go to Menu > Extensions > Activate Route Optimization
This is an add-on feature which is charged separately on top of your current plan.
Using Routing Optimization is very easy. Below are the two ways to optimize your routes:
Complete Route Optimization flow:
Now add Fleet end location:
Adding ‘Fleet end location’ allows solving the use cases where you want to optimize route in such a way that your agent should return to a particular location after performing the tasks.
Task attributes
You can select from the list of attributes you would like to have in your Agent’s mobile app. Based on your selection, your agents will see the selected attributes in the task details page in their mobile apps.
Go to Menu > Settings > Agent App
Accept/Decline Task- Based on your business requirement you can provide your agent with decline a task option as well. If you don’t enable it by default agent has to acknowledge a task or you can choose none if you want nothing to appear.
Based on your business requirement you can enable marking Agents auto arrived when they are within a certain distance from the stop location.
Enable this configuration to optimize your Task workflow for on-demand business. This auto-starts the Task at acceptance by Agent and allows only one Task at a time.
Custom field templates
Go to Menu > Settings > Templates
Custom fields allow you to capture the information in a form that is specific to your business.
You can create multiple templates based on your requirement and you can add as many custom fields in a template as required.
Once the template is created, you can add the template while creating a new task, thus providing you additional fields.
These custom fields are shared with your agents/ drivers in the app, providing them the additional info as required.
App Side Display: In the app side display drop down you can either select Read Only/Allow Agent Input. If you choose to Allow agent Input as per your needs, you can also make the particular field mandatory, agents will need to fill the field it in order to complete a task.
Input Type: Each field has it’s own input type, you can select it to number, text, image, date or dropdown.
You can also edit, duplicate or delete a custom template by clicking on the symbol present at the right side of a custom field.
Task Pricing and Agent Earning
This add-on allows you to track your agent’s earnings & task pricing with configurable rule settings. You can pay compensation to your agents or calculate pricing for the customer on any value in the custom fields of the template. Once activated the Earning & Pricing data is displayed in the Analytics section on Dashboard as well as Earning & Pricing tab in Agent App.
Steps for activating Task Pricing and Agent Earning:
Note: You can have more than one rule for a template. The latest rule will be active.
Order tracking web-link
When the agent taps “Start a Task” on the mobile app, a notification in the form of SMS and email (if captured) is sent to the customer associated with the task. The message also contains a tracking link which allows the customer to view the real-time location on the map and the ETA of the agent.
Below is the sample message. Modify the content and use tags (variables) to create the message unique to your business.
Feedback from Customer
Once the task is complete, the same tracking link converts into a feedback page. The customer also receives an SMS and email with a link, asking for the feedback. The customer can rate their experience with a star rating and also leave a comment.
Below is the sample SMS:
Hi Susan. Your order was successfully delivered at 11 am. Please help us improve our service by rating your delivery experience https://jungleworks.com/tookan/
Connect your account to an SMS Gateway
Go to Menu > Extensions > Select one of the following SMS gateways > Click on Get it now
SMS & email notifications
Tookan completely automates the communication process by sending customized notifications in the form of email and SMS, to the customers associated with each task.
Go to Menu > Settings > Notifications to enable, disable or edit the content for each trigger.
Below are the five triggers associated with the Pick Up & Delivery workflow:
Below are the five triggers associated with the Appointment workflow:
Below are the five triggers associated with the Field Workforce workflow:
Task Update Webhook: Sends webhook for any status updates other than already mentioned or any edit updates.
Notification can be Enabled by a single click on the blue toggle button.
Notification can be disabled by a single click on the blue toggle button.
Edit a notification
You can edit the content of notification by clicking on the three dots under actions of every notification.
Once selected you can edit the content and click on update to save the changes. You are free to do it for SMS, email and webhook notification.
Create task
The ‘Create Task’ button is located right on the top bar for easy accessibility from all pages. Click on the button and enter the required details, based on the workflow selected.
Pickup and Delivery Workflow
Pickup: When you click on the pickup button, it expands with pick-up detail fields. Add details like Name, Contact Number, Email Address, Order ID, Pickup Address, Pickup Before and Description. You could also upload a reference image and select a suitable template. You could also add multiple pickup points by clicking on Add another pickup point.
Delivery: To add delivery details for any task, click on delivery option and then add delivery details. Add details like Name, Contact Number, Email Address, Order ID, Delivery Address, Delivery Before and Description. You could also upload a reference image and select a suitable template. You could also add multiple delivery points by clicking on Add another delivery point.
Appointment
For Appointment workflow, when you click on Create Task, you have to enter details like Name, Contact Number, Email Address, Order ID, Address, Start Time, End Time and Description. You could also upload an image for reference of your agent.
Field Workforce
For Field Workforce workflow, when you click on Create Task, you have to enter details like Name, Contact Number, Email Address, Order ID, Address, Start Time, End Time and Description. You could also upload an image for reference of your agent.
While entering or selecting the location in any workflow, view the map on the right and locate the pointer on it. You could move the pointer to a precise location if required.
Please note that the location must be written in a Google friendly manner, enabling the Maps to read it correctly. Apartment numbers usually confuse Google Maps, so add the building/apartment numbers in the ‘Description’ field instead.
You could choose to assign agents manually or automatically to the task that you are creating.
When you choose Assign Agents Manually, you have to input details like Select team and Select Agents. Also, you could turn on/off geo-fencing feature in this section. Once you have filled all the details, click on Create button and your task will be successfully created.
Note: Workflow can now also be selected from the drop-down list as shown below:
Bulk import tasks
Tookan’s ‘Bulk Import Tasks’ feature allows you to upload multiple tasks in one go.
The ‘Create Task’ button is broken into two parts. All you need to do is click on the drop-down at the right of the button and select ‘Bulk Import’, as shown below.
Next, download the CSV file template with sample values and make sure the data is in correct format as per the template.
Follow the simple three-step process:
1. Select a team (optional)
2. Select the custom field template (optional)
3. Upload the CSV file
You could download the sample file to know the format of CSV file that you need to upload.
Bulk Import with Dynamic Custom Fields — Pickup & Delivery Workflow
Custom field value can also be updated dynamically, using the ‘bulk import’ feature.
Download the CSV sample file and add the same after the last column. To add multiple fields, you could also add multiple P and D tags.
For pickup custom field:
P_fieldname Eg: Label: P_price Value: 200
For delivery custom field:
D_fieldname Eg: Label: D_cod Value: 300
Bulk Import with Dynamic Custom Fields — Appointment/ FOS Workflow
Custom field value can also be updated dynamically, using the ‘bulk import’ feature.
Download the CSV sample file and add it after the last column. Feel free to add multiple fields:
Template_ID Eg: Label: Template_ID Value: cash
Fieldname Eg: Label: price Value: 200
Fieldname Eg: Label: cod Value: 300
Assign task
Assigning a task to an agent can be done in three different ways:
Create a new task, by selecting any one of the following –
Create Task OR Bulk Import Tasks
You could assign a task to an agent from the top left side panel of the Dashboard also. Select the Unassigned tab to directly assign the task to the agent.
Task details
Tookan enables you to check the task’s status and details in simple steps:
You can see the following information:
View task history details such as date of task creation.
See if a task is connected to another task (Pickup and Delivery tasks):
Select List View > Turn on toggle “Merge Connected Tasks”
With this option Pickup and Delivery tasks appear together.
Click on three dots icon to perform any of the following:
Edit task
A task can be edited at any point of time, using any of the following two ways:
Delete task
In case the task is not yet started by the agent, it can be deleted quite easily. However, please note that once deleted, the task will be permanently removed from the dashboard and the agent’s mobile app. There are two ways of deleting a task:
Bulk delete tasks
Go to the Tasks panel on the Tookan dashboard. Click on Tasks and complete list of tasks will open. You can delete a task/tasks anytime depending upon your requirement. Once deleted it will be removed from the dashboard and the agent’s mobile app. To delete tasks in bulk you can either select the checkbox present at the left side of the Task ID and it will select all the tasks on the current page.
Else you can simply select multiple tasks that you want to delete through the check boxes present at the left of their Task IDs.
Approve Action by clicking on Confirm.
Duplicate task
Tookan helps you save time and effort, by allowing you to create duplicate tasks. This can be done in two easy ways:
Recurring tasks
A Simple Guide For Recurring Tasks
Recurring Tasks – Create tasks once without any hassles of entering details again and again.
Recurring Task is a feature under Tookan Extensions which lets you create task once, allowing you to enter the frequency i.e. how often you want the task to be repeated. This feature makes it easier for the customer to enter the data without having to enter the details again and again.
The Repeat options include:
You can choose the frequency as per your requirement. Once you have logged in to your Tookan account, you will be able to create a New Recurring Task by Activating Recurring Task option in ADD-ONs Section.
Go to Menu > Extensions > Activate Recurring Tasks
After the Recurring Task option is activated, you can create a new task by clicking Create Task on the top right corner of the screen.
There will be a REPEAT option for repeating a task. Click on and you will get the frequency options for repeating a task. The following options are available under Repeat options.
Download and install agent mobile apps
Tookan comes with both iOS and Android apps for the field workforce. The apps are compatible with Apple iOS 8+ and Android 4.0+ phones.
Once the Agents are added to the dashboard they will receive an SMS and email with the links to download the mobile Apps, along with a temporary password to login. Upon login, they will be prompted to change the password.
Download and Install the iOS App: https://app.tookanapp.com/ios
Click on the install Tookan button.
You will get a pop-up with cancel and install options, click Install.
The installation will begin automatically.
It takes a few minutes (depending on the internet connectivity) for the app to install.
Once done, you will see the Tookan app icon as below.
Download and Install the Android App: https://app.tookanapp.com/android
Open the Android link and it will take you directly to the Play Store. Click on the Install button, the app will start downloading and you will see the progress in the notification bar.
Once the download is complete, click on the notification or find the Tookan icon as below.
Acknowledge a task – accept/decline
The option to acknowledge a task appears if Accept/Decline Tasks is not selected by the user from the back end (i.e. at the workflow page of the dashboard).
The acknowledge button will appear in the middle of the screen. Clicking on the “Acknowledge” button will notify the user that you have seen the task.
If you have selected “Accept/Decline a Task” on the workflow page, it will directly take you to the option to Accept or Decline a task. Both these options will appear on the bottom of your screen.
Start a Task
When you click on the task title on the home page you get all the task details. At the bottom there will be an Acknowledge/Accept button (depending upon what the user has selected) Once you Acknowledge/Accept the task, it will automatically redirect you to the next step.
It is only after accepting a task, that you get the option to either call or send a SMS to the customer in front of the person’s name. At the bottom of this screen you get the option to Start/Cancel a task.
Arriving at destination
Once you reach the destination, swipe the “Arrived” button at the bottom of the active task. This will send a notification to the customer as well as the owner about your arrival at the destination.
Clicking on the arrived button will also give you the access to add notes, images and signature. These can be taken as proof of delivery. However, these options will only appear if they have been selected from the back end (dashboard).
Complete a Task
Once you collect all the necessary and mandatory information required as a proof of delivery, swipe on “Successful” button at the bottom of the screen to complete the task.
If you are unable to get the required information for the field, swipe on “Failed“.
When you swipe successful/failed, you cannot add any note, image or signature. However, you’ll be able to view them anytime later.
Proof of delivery
Delivery proof can be updated in 3 different ways:
These fields appear on screen only if the user has selected them from the back end (dashboard), after you click on the “Arrived” button. It is entirely the users choice to keep one field as a proof of delivery or more. User can also make these fields mandatory (anyone or all) depending upon the business requirement.
Add Notes
Click on add notes and you switch to another screen, write the note and it automatically gets saved. You can add multiple notes and even you can edit or delete them till the time you have not clicked the successful button.
Add Images
Click on add images and you switch to another screen, where you can upload an image from the gallery or take a new picture. You can add multiple images, to delete an image press the particular image a confirmation pop up appears click yes to proceed or no to cancel.
Add Signature
Click on add signature and you can take the signature of the customer. You can reset it, if not correct or update. You can even delete it till the time you have not clicked the successful button.
Add Barcode
Click on add barcode and you switch to another screen, where you can upload an image from the gallery or take a new picture.
Add Image Caption
Click on add image caption, where you can give a caption to the image added.
When you get the required information click on “Successful” button. Your task will not be considered complete until you get all the mandatory data and if you are unable to do so click on “Failed” button.
Once you click on Successful/Failed button you are unable to add notes, images, signatures, barcodes and image captions, you can just view them.
Task history
Go to Menu in agent app > History > Select a task
Task history shows you the time at which you:
When you click successful/failed, you’ll be able to view the task history just below the action block. You can also tap on the calendar and select a particular date. All the tasks for the selected date appear as a scrollable list. Tap on the task to view the details.
List, calender and map view
List View
All the current days tasks appear in a scrollable list view at the homepage of the app. Scroll up and down to view the tasks, and to know their corresponding details, you can click on them.
Calendar View
You can view all the past and the future tasks in the calendar. The Red dot at the top of a particular date signifies the number of incomplete tasks, while the Blue dot at the bottom signifies the total number of tasks assigned to the agent on that particular date.
Map View
You can switch between the List view and the Map view with just a tap. All the current days task appear in a scrollable view at the bottom. Scroll left and right to view the tasks and their corresponding location on the map. Click on the task title to view the task details.
30 minute reminder
A pop up appears when 30 minutes are left to complete a task. It appears only when you have acknowledged/accepted a task but have not yet started.
Menu
The Tookan app menu includes the following:
Profile
You’ll be able to view your profile by clicking on this option. The information in your profile can be edited at any point of time.
To edit the information click on the edit button at the right top of the profile. You can edit the following:
Support
At any time, if you are stuck and need help with the product, click on support. It will take you to the support page of Tookan website.
http://support.tookanapp.com/hc/en-us
Tutorials
When you click on tutorials, it will take you to the on-boarding screens through which you can have quick learning on how the app works.
Settings
You will get the following options:
Log Out
When you click on log out, a confirmation pop up appears, click log out to proceed and no to cancel.
Multiple language support
Tookan’s Agent Mobile app offers you with multiple languages:
You can change the language by going to Menu > Settings > Language.
Select the language you want to use and restart the app for the new language setting to take effect.
iOS App:
The languages offered are:
Android App:
The languages offered are:
Note: If you do not see any of these languages supported on your mobile app, it might be that your app is not updated. In this case, we request you to update your app to the latest version.
Going off duty
There are two ways to go off duty. You can simply slide the green toggle switch which appears in the menu in On Duty section. Secondly, you can use the log out button. Once you go off duty or log out, you’ll no longer be active.
Agent mobile app – offline capability
Tookan’s agent mobile app offline capability gives the power to your field workforce to work anytime and anywhere — — totally unplugged.
The application lets you access and take action on all your tasks for the given day without the internet connection.
Easy Access
Easily access all the task details, customer name, address, notes, custom fields and all other task related information.
Offline Actions
You can take all the actions in the offline mode, that you can while connected. Call or message the customers, add notes, add images, add a signature or add/update custom fields.
Milestones
Easily update the task milestones during the offline mode. You can start the task, arrive (depending on your business type workflow) and complete the task.
The major milestone timestamps (like start time, successful time etc) will always show the actual times and not synchronization time.
Auto Synchronization
Once back online, any action in the app will automatically sync all your offline activity back to your manager’s dashboard. Depending on the number of tasks/actions taken, the sync might take a few minutes.
How to activate offline capability for your account?
Go to Menu > Extensions > Activate Offline Sync
Once you activate it from the admin dashboard, your agents would need to log out from the mobile app & login again (or kill/open the app).
Note: The geo-stamps (location) and the timestamps are captured on every action taken by the agent and are accurate in most of the scenarios, however, the accuracy might get hampered due to multiple reasons during the offline mode. If your business involves agent payment based on the distance traveled or similar activity, we recommend not to use the offline mode.
Payment invoice template
Payment Invoice Template allows creating a dynamic payment invoice template that will be shown to your agents within the app after the task is completed. You can also use arithmetic and if-else formulae while creating this template in order to generate the dynamic invoice.
To activate the App Invoicing Module add-on from Tookan Extensions:
Go to Menu > Extensions > Activate App Invoicing Module
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