AireTrac

Technician Manual

Technician Mobile App Manual

A printable field guide for technicians using the AireTrac mobile app to receive jobs, update job status, share location, submit estimates, capture signatures, complete work, and request time off.

How the technician app fits the AireTrac workflow

Dispatchers create and assign service requests in the AireTrac web app. Assigned jobs appear in the technician mobile app. As the technician travels, arrives, works, submits estimates, captures signatures, and completes the job, those updates flow back to dispatch.

The app is built around a simple field rhythm: be available, receive work, keep dispatch updated, document the job, handle customer approval, and close the visit cleanly.

Main mobile areas

Today's queue
Job detail
Customer and address actions
Photos and work notes
Estimates and billing
Profile and My time off

What dispatch sees

Your job status updates
On-call/off-duty status
Live location while sharing
Field estimates awaiting pricing
Completed job notes, photos, signatures, and invoices

AireTrac

Install

Installing the AireTrac Tech App

The AireTrac Tech app is available on both Apple and Android phones. Your dispatcher can also open the AireTrac web app and show you a scannable QR code for either platform from People → Technicians.

Install on iPhone

1

Open the Camera app on your iPhone.

2

Point it at the AireTrac iOS QR code your dispatcher shows you. Tap the link that appears.

3

The App Store opens with AireTrac Tech. Tap Get and authenticate with Face ID or your Apple ID.

4

Open the app. Sign in with the email and password your company issued.

Install on Android

1

Open the Camera app (or any QR reader) on your Android phone.

2

Point it at the AireTrac Android QR code your dispatcher shows you. Tap the link.

3

The Google Play Store opens with AireTrac Tech. Tap Install.

4

Open the app and sign in with your company-issued credentials.

Permissions to allow on first launch

Permission	Why the app needs it
Notifications	So you hear about new job assignments and dispatch messages.
Location (while using app)	Live location during active jobs so dispatch can monitor ETA. Disabled when you are off duty.
Camera	Before/after photos uploaded to the job record.
Photos / Files	Picking existing photos when the camera is not the right tool.

Lost the app or got a new phone? Ask dispatch to open People → Technicians and re-scan the QR code. No account reset is needed — just install and sign in.

AireTrac

Getting Started

Sign In, Profile, and Availability

Sign in with the technician account provided by your company. After sign-in, the app shows your job queue, profile tools, and availability controls. Keep your availability current so dispatch knows whether you can receive work.

On-call and off-duty

On call

You are available for assignment. Dispatch can place jobs in your queue and expect you to respond.

Off duty

You are not currently available. Dispatch may still choose you in an exception, but the app helps prevent accidental assignment.

Live location

When location sharing is active, the app shows a small Live indicator. Dispatch can use that location to understand route progress and customer ETA. Location sharing is meant for active work coordination, not as a replacement for direct communication.

Profile area

Review your basic technician profile.
Open My time off to submit or review requests.
Refresh your information if something looks out of date.

Best practice: Toggle off duty when you are unavailable, but still submit formal time-off requests for planned absences so scheduling can block those dates.

AireTrac

Job Queue

Using Today's Queue

Today's queue shows jobs assigned to you that still need action. Completed jobs move out of the active queue and can be reviewed in history. Pull down to refresh if dispatch recently assigned or changed a job.

What appears on a job card

Customer name and job description.
Service address and navigation shortcut when available.
Current status such as assigned, on the way, in progress, completed, or cancelled.
Quick status action when the next step is available.
Upcoming blackout notice when the company has a future closure or outage day.

Opening a job

1

Tap the job card from today's queue.

2

Review the customer, phone number, address, reported issue, and any instructions.

3

Use the address link to open maps or use the phone link to call the customer when appropriate.

4

Advance the job status as the visit progresses so dispatch stays in sync.

If your queue is empty: Pull down to refresh. If a dispatcher says you have a job but it does not appear, confirm they assigned it to your technician account.

AireTrac

Job Status

Job Status Flow

Status updates are the main way the technician app communicates with dispatch and the customer workflow. Update status when the real-world job state changes.

Status	When to use it	What dispatch sees
Assigned	The job has been placed in your queue.	Dispatcher knows you have the job but have not started travel.
On the way	You are leaving for the service address.	Route progress and customer ETA can be monitored.
In progress	You have arrived and started work.	Dispatch knows the visit is active and field estimate tools are available.
Completed	Work is finished and required notes/photos are complete.	The job moves to completed review for billing and follow-up.
Cancelled	Usually handled by dispatch, not the field, unless instructed.	The request is closed without completion.

Your status drives the customer's live tracker. On newer iPhones, the customer app shows a lock-screen / Dynamic Island "live activity" that follows your job: Scheduled → On the way → Working → Complete. When you tap On the way, the customer even sees a live ETA. Update status promptly so what the customer sees matches reality.

Complete a job

1

Make sure the job is marked In progress.

2

Add work performed notes. Be specific: parts replaced, diagnosis, measurements, and what was verified.

3

Upload before/after photos if your company requires them.

4

Handle estimate, invoice, signature, or payment tasks if applicable.

5

Tap the complete action. The job leaves your active queue and returns to dispatch for review.

If the job is assigned to more than one technician

Dispatch can assign the same service request to multiple technicians for installs, two-person safety work, or jobs that need more than one trade. When you and a co-tech share a job:

You both see the same job card in Today's queue with the same customer, address, and notes.
Either tech can advance status (On the way, In progress, Completed). Status reflects the visit, not the individual.
Notes and photos from either tech land on the same job record.
If you both submit field estimates, the most recent submission becomes the active one and the older estimate is superseded automatically.
Coordinate on who advances status and who captures the customer signature so dispatch sees a clean trail.

AireTrac

Documentation

Photos, Notes, Customer, and Address Tools

Good field documentation reduces callbacks and helps the office invoice accurately. Use the job detail screen to keep all important field information on the job record.

Photos

Upload before and after photos when required by company policy or when they help explain the work.

Work notes

Summarize what you found, what you repaired, what parts were used, and what was verified before leaving.

Customer tools

Use the phone link to call the customer from the job detail screen when you need access or clarification.

Address tools

Use the address link to navigate. If the address is missing or wrong, contact dispatch before traveling.

Good work note examples

"Found failed run capacitor. Replaced 45/5 capacitor and verified compressor startup."
"Cleared condensate drain, flushed line, tested float switch, confirmed proper drainage."
"System low on refrigerant. Leak search recommended. Customer approved diagnostic only today."

Rule of thumb: Write notes so a dispatcher, manager, or the next technician can understand the visit without calling you.

AireTrac

Estimates and Billing

Field Estimates, Invoices, and Signatures

The technician app lets you submit what you found on site. Dispatch prices the estimate, then you can present the priced estimate or invoice to the customer and capture signatures.

Submit a field estimate

1

Open the job and mark it In progress.

2

Open Estimates and Billing.

3

Choose New field estimate.

4

Enter the diagnosis and suggested line items. Common examples include capacitor, relay, circuit board, compressor, fan motor, fan blade, housing, thermostat, and contactor.

5

Submit. Dispatch receives it in the estimate inbox for pricing.

Present customer documents

After dispatch prices the estimate, the mobile app can present the priced estimate full screen.
Review the estimate with the customer.
Capture the customer signature in the app.
If an invoice is issued, present the invoice and capture invoice signature if required.
If the customer pays by physical check, record the check payment in the invoice flow.

One active estimate per job

Each service request has a single active estimate. If you spot a mistake on the estimate you just submitted — wrong line item, missing part, wrong diagnosis — submit a brand-new field estimate. AireTrac will mark the previous one Superseded automatically and use the new one as the source of truth.

You do not have to ask dispatch to delete the old estimate. Just submit the corrected one.
The same rule applies if a co-tech on the job submits an estimate after yours — the latest submission wins.
Once the customer signs an estimate it is locked. A new submission after signing creates a new artifact rather than overwriting the signed copy.

Important: Do not invent final prices in the field unless your company tells you to. Submit findings and line items, then let dispatch price the estimate.

AireTrac

Time Off

Requesting Time Off

Time-off requests tell dispatch and scheduling when you are unavailable. Approved time off helps prevent jobs from being assigned during your unavailable period.

Submit a request

1

Open the mobile app profile area.

2

Choose My time off.

3

Tap Request time off.

4

Select a reason: Vacation, DTO, Sick, Personal, Unpaid leave, Bereavement, Jury duty, Training, or Other.

5

Choose All day for full days, or turn it off for exact start and end times.

6

Add notes if needed, then submit.

Request statuses

Status	Meaning	What you can do
Pending	Dispatcher has not acted yet.	You can cancel the request before it is approved or declined.
Approved	Your time off is accepted.	Review the dates and keep dispatch informed of changes.
Declined	The request was not approved.	Read the decline reason, then talk to dispatch if needed.
Cancelled	The request was withdrawn.	Submit a new request if plans change again.

Tip: Submit planned time off as early as possible. The earlier dispatch knows, the easier it is to keep the schedule full without overbooking the team.

AireTrac

Integration

How Your App Flows with Dispatch

AireTrac works best when dispatch and the field keep each other updated through the app. The web app and mobile app share the same service request lifecycle.

Technician action	What happens for dispatch
Toggle On call or Off duty	Dispatcher sees availability and can avoid assigning when you are unavailable.
Submit time off	The request appears in the dispatcher's Schedule time-off inbox for approval or decline.
Mark On the way	Dispatch sees travel progress and can coordinate with the customer.
Mark In progress	Dispatch knows the visit has started. Field estimates become available.
Submit field estimate	Dispatcher receives an estimate inbox item and prices it from the web app.
Capture estimate/invoice signature	The signed document is stored with the job for office review.
Complete job	The job moves to completed review for billing, thank-you messages, and follow-up.

Sample job flow

1

Dispatcher assigns an AC repair to you.

2

The job appears in today's queue. You review the address and customer notes.

3

You tap On the way and drive to the customer.

4

You tap In progress, inspect the unit, and submit a field estimate.

5

Dispatch prices the estimate. You present it, capture the customer's signature, and perform the approved work.

6

You add work notes, upload photos if required, handle invoice/payment tasks, and complete the job.

AireTrac

Quick Reference

Field Checklist and Common Issues

Before leaving

Confirm you are on call if you are accepting work.
Review the job address and customer notes.
Check whether an org-wide blackout or special instruction is shown.
Tap On the way only when you are actually headed to the job.

Before completing

Add complete work notes.
Upload required photos.
Submit or present estimate/invoice documents if needed.
Capture signatures and payment details when applicable.

Common issues

Issue	What to do
No jobs assigned	Pull down to refresh. If still empty, ask dispatch to confirm assignment.
Wrong address	Contact dispatch before traveling or before marking On the way.
Cannot complete job	Check required notes, required photos, or outstanding billing/signature steps.
Estimate needs pricing	Wait for dispatch to price it, then refresh or reopen the job if needed.
Time-off dates are wrong	Cancel the pending request if possible and submit a corrected one, or contact dispatch.

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