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FIELD OPS

Dashboard

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TODAY'S REVENUE
$0
0 jobs completed
JOBS TODAY
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0 completed · 0 active
THIS WEEK REVENUE
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0 jobs this week
THIS MONTH
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$0 revenue
ACTIVE JOBS
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ALERTS & NOTICES
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FAULT BREAKDOWNTODAY
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OUTREACH THIS WEEK
STATIONS VISITED0
CARDS DROPPED0
FOLLOW-UPS DUE0
EXTRACTION TANK
0L
LEVEL 0%
CAPACITY 500L
RECENT ACTIVITY
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NO ACTIVE JOB
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Jobs

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DATE RANGE: TECHNICIAN:
Check vehicles to bulk-assign or change status
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CYCLONE SERVER OFFLINE — SAVE & LOG FEATURES DISABLED
SEARCH A SUBURB TO FIND
NEARBY FUEL STATIONS
ACCESS NOTES
No notes yet — tap to add.
⚠ UNVERIFIED
SEARCH A SUBURB TO LOAD MAP
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OUTREACH LOG
NO VISITS LOGGED YET
Sunday 19 April 2026
Schedule
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UNCONFIRMED
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BOOKED
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EN ROUTE
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ON SITE
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COMPLETED
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Reports

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IN PROGRESS
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NEEDS REPORT
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COMPLETED
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LIVE DISPATCH
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JOB LOCATIONS
CREW ROSTER
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FLEET
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SELECT A VEHICLE
OR ADD A NEW FLEET VEHICLE

Invoices

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TOTAL OUTSTANDING
OVERDUE
DRAFT
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Comms

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Settings
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Business Profile
USED ON INVOICES, REPORTS AND CLIENT COMMUNICATIONS
IDENTITY
BUSINESS NAME
ABN
BUSINESS PHONE
BUSINESS EMAIL
TRADING ADDRESS
MONTHLY REVENUE TARGET
TARGET ($)
Shows a progress bar on the THIS MONTH dashboard card.
Display & Layout
CONTROL WHICH WIDGETS SHOW — USEFUL FOR TABLET / IPAD SETUPS
UI SKIN
Light Mode
Switch between dark (default) and light colour scheme
DASHBOARD WIDGETS
Revenue Figures
Today / week / month KPIs
Fault Breakdown Chart
Bar chart on dashboard
Extraction Tank
Tank gauge and controls
Outreach Widget
Station visits / card runs
Recent Activity Feed
Activity list at bottom of dashboard
TABLET / IPAD MODE
Auto-simplify on touch screens
On iPad and tablets, revenue figures and charts are automatically hidden — keeps the view clean for technicians in the field
Security
SET A PIN TO LOCK THE APP — FULL ROLE-BASED LOGIN COMING IN PHASE 2
ADMIN PIN
NEW PIN (4–8 DIGITS)
CONFIRM PIN
Admin PIN locks the full app. Technician PIN allows a restricted view (no revenue, no settings).
TECHNICIAN PIN
TECH PIN (4–8 DIGITS)
CONFIRM TECH PIN
Tech login is blocked until a tech PIN is set. Techs cannot access the app without their own PIN.
Email / SMTP
SEND JOB REPORTS, CONFIRMATIONS AND CLIENT NOTIFICATIONS VIA YOUR OWN EMAIL
RESEND (RECOMMENDED)
Easiest setup. Sign up free at resend.com — works with any email provider.
SMTP SERVER
SMTP HOST
PORT
USERNAME / EMAIL
PASSWORD / APP PASSWORD
Use SSL/TLS (port 465)
Leave off for STARTTLS on port 587 (most common)
FROM ADDRESS
FROM NAME
FROM EMAIL
COMMON SMTP SETTINGS
Gmail: smtp.gmail.com · Port 587 · Use an App Password (not your login password)
Outlook / 365: smtp.office365.com · Port 587
Apple iCloud: smtp.mail.me.com · Port 587
Custom domain: Check with your host (cPanel → Email Accounts → Connect Devices)
GOOGLE REVIEW REQUEST
GOOGLE REVIEW URL
When set, every completion email will include a "Leave a Google Review" button.
Find your link: Google Business Profile → Get more reviews → Copy link.
AUTO STATUS NOTIFICATIONS
AUTO-EMAIL ON STATUS CHANGE
When a job status changes to BOOKED, EN ROUTE, or COMPLETED, automatically send the matching notification email to the customer.
Requires SMTP configured and a customer email on the case.
Auto-emails fire when: BOOKED → Confirmation · EN ROUTE → On the Way · COMPLETED → Job Complete
SMS NOTIFICATIONS (TWILIO)
TWILIO ACCOUNT SID
TWILIO AUTH TOKEN
FROM NUMBER (Twilio number)
Not configured
Sign up at twilio.com for a free trial number. SMS lets you send "Tech En Route" and job confirmations as text messages directly to clients.
VOIPLINE TELECOM (CALL LOGGING)
WEBHOOK SECRET TOKEN (from VoIPline portal → Integration/API → Webhooks)
API KEY (for call history backfill)
SERVER PUBLIC IP (must be whitelisted in VoIPline API settings)
Not configured
Webhook URL: https://YOUR_DOMAIN/api/voipline/webhook — set this in VoIPline portal → Integration/API → Webhooks. Enable all triggers.
NOTIFICATION MESSAGE TEMPLATES
Customise the messages sent to clients. Use {name} for the client's first name and {business} for your business name.
TECHNICIAN EN ROUTE (SMS)
JOB CONFIRMATION (SMS)
JOB COMPLETE (SMS)
Maps & Schedule
GOOGLE MAPS KEY FOR DRIVE TIMES, STATION SEARCH AND ROUTE PLANNING
GOOGLE MAPS API KEY
API KEY
Required APIs: Maps JavaScript · Geocoding · Distance Matrix · Places
→ Open Google Cloud Console
SCHEDULE DEFAULTS
DEPOT / BASE ADDRESS
DEFAULT JOB DURATION
minutes
DEFAULT BUFFER BETWEEN JOBS
minutes
Extraction Tank
Set the maximum capacity of your extraction tank. This controls the gauge on the dashboard.
Tank capacity
litres
Quick set: ${[200,300,400,500,750,1000].map(v=>` `).join('')}
GOOGLE ADS INTEGRATION
Connect your Google Ads account to see campaign spend and performance on the dashboard.
Needs a Developer Token, Customer ID, and OAuth2 Refresh Token.
→ Google Ads API Setup Guide
DEVELOPER TOKEN
CLIENT ID (OAuth2)
CLIENT SECRET
REFRESH TOKEN
CUSTOMER ID
Xero Integration
PUSH INVOICES AND CONTACTS TO XERO FROM ANY JOB CARD
CONNECTION STATUS
● NOT CONNECTED
APP CREDENTIALS
XERO CLIENT ID
XERO CLIENT SECRET
Register at developer.xero.com · Redirect URI: http://localhost:8000/api/xero/callback
AUTO-SYNC
STATUS LAST PULLED:
Auto-syncs every 15 min while the server is running. Pulls payment status for all pushed unpaid invoices.
INVOICE SETTINGS
INVOICE NUMBER PREFIX
New invoices will be numbered e.g. INV-1001. Existing invoices are not affected.
DEFAULT PAYMENT TERMS
XERO ACCOUNT CODE
Sales account code from your Xero chart of accounts. Default: 200.
PRICING RATE CARD
Define your standard service prices. Rates appear as quick-add buttons when building invoices.
SERVICE NAME
CATEGORY
UNIT PRICE (AUD)
UNIT
DESCRIPTION (opt.)
LOADING RATES...
Square Integration
ACCEPT CARD PAYMENTS INLINE — NO APP SWITCHING
API CREDENTIALS
APP ID
ACCESS TOKEN
LOCATION ID
SANDBOX MODE
ON — uses sandbox SDK & API
Get credentials at developer.squareup.com. Use sandbox keys for testing; toggle off for production.
Phone / 1300 Integration
AUTO-POPULATE JOB CARDS FROM INCOMING CALLS
HOW IT WORKS
When a customer calls your 1300 number, your phone provider sends a webhook to Cyclone. A notification banner slides in with the caller's number — click NEW JOB to open the wizard with their details pre-filled. If they're a returning customer, their name fills in automatically.
WEBHOOK URL
Copy this URL and paste it into your phone provider's webhook / call notification settings.
PROVIDER
Select your provider so Cyclone can parse their webhook format correctly.
TEST
Simulate an incoming call to test the banner and job pre-fill without a real call.
COMPATIBLE PROVIDERS
VoIPline — voipline.net.au — full webhook support, Australian 1300 numbers
Siptalk — siptalk.com.au — REST API, 1300 from $10/mo + 5c/min
TelTel — teltel.com.au — JSON REST API, Australian-focused
Telnyx — telnyx.com — enterprise-grade webhooks, signed payloads
UCOM — ask your account manager to enable webhook callbacks
Messaging Templates
EDIT AUTO-SMS AND NOTIFICATION MESSAGES
VARIABLES
Use {name} for client's first name and {business} for your business name.
CONFIRMATION SMS
Sent when a job is confirmed / booked
EN ROUTE SMS
Sent when technician is dispatched
COMPLETION SMS
Sent after job is completed
Team
MANAGE TECHNICIANS AND CREW MEMBERS
CREW
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Fleet
MANAGE COMPANY VEHICLES AND COMPLIANCE
VEHICLES
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JOB REPORT
DRAFT
1 — JOB INFO
CASE REF
DATE
APPOINTMENT
SERVICE ADDRESS
PREPARED BY (TECHNICIAN)
LICENCE / CERT NUMBER
ODOMETER (km)
COVER PHOTO
COVER PHOTO
2 — CLIENT DETAILS
BUSINESS NAME (optional)
FIRST NAME
LAST NAME
MOBILE
EMAIL ★ required for report delivery
HOME ADDRESS
I have read and understood the Terms & Conditions and agree to proceed on the service of my vehicle.
CUSTOMER SIGNATURE
Customer signs above using finger or stylus. Signature is saved with the report.
3 — WAIVER
⚠ SAFETY & GENERAL INSTRUCTIONS — PLEASE READ FIRST
1. Complete the Form First
Please carefully read and answer all questions.
2. Respect the Work Area
We're working with hazardous materials. Stay out of the vehicle and work zone at all times. If you need to enter the area, get the technician's attention first and wait for approval.
3. No Smoking — Strictly Enforced
Absolutely no smoking or open flames near the vehicle or work zone.
4. Ask Questions Anytime
Curious or unsure about something? Feel free to ask — we're happy to explain the process.
5. Fast, Professional Service
Most jobs are completed within an hour of arrival. We'll let you know if it's expected to take longer.
TERMS & CONDITIONS
TERMS OF TRADE
1. Payment Terms
Payment is due immediately upon completion of service unless prior credit arrangements have been made.
2. Accepted Payment Methods
Unless otherwise agreed before service begins, payment must be made via EFTPOS or cash.
3. Lien Over Vehicle
retains a lien over the customer's vehicle. This lien will remain in effect even if the customer temporarily regains possession of the vehicle. The lien secures all amounts owing to by the customer.
ACKNOWLEDGEMENT & RELEASE
1. Fault Identification
has identified faults in the vehicle and has communicated these issues, along with the potential consequences of not repairing them, to the customer.
2. Repair Recommendation
The company has advised the customer to carry out the recommended repairs to address the identified faults.
3. Consequences of Non-Repair
The customer understands that failure to carry out the recommended repairs may result in the vehicle being unsafe, unroadworthy, performing below manufacturer specifications, or sustaining further damage.
4. Liability for Misfuelling
The customer acknowledges that is not liable for any damage caused by the initial act of misfuelling.
5. Repair Limitations
The customer understands that while may perform certain repairs, these may not fully reverse or repair damage already caused by the misfuelling incident.
6. Release of Liability
The customer releases from any claim or liability related to the decision not to perform recommended repairs.
7. Unroadworthy Vehicle Advisory
If the vehicle is deemed unsafe or unroadworthy, has advised the customer not to drive it and to arrange suitable alternative transportation.
8. Fuel Retention Policy
Where possible, may assist the customer in retaining drained fuel, but only in containers that comply with AS/NZS 2906:2001 standards. Containers must be clearly labelled, appropriate for fuel storage, and not resemble food containers.
9. Right to Decline Fuel Retention
Retention of drained fuel is generally not possible. reserves the right to refuse any request to retain drained fuel.
10. Fuel Contamination Disclaimer
cannot assess or guarantee the quality or safety of any retained fuel and accepts no liability for its use.
11. Proper Fuel Disposal
The customer agrees to dispose of any retained fuel in accordance with the Environmental Protection Act 1986 and not engage in illegal dumping or abandonment.
12. Refusal of Fuel Retention Requests
may refuse a request to retain drained fuel if there is reason to believe the fuel will be disposed of unlawfully.
Effective: 22 March 2025  ·  Private & Confidential  ·  Prepared for
4 — JOB PHOTOS
COVER
COVER
PRE — FUEL CAP
PRE FUEL CAP
PRE — DASHBOARD
PRE DASHBOARD
PRE — ODOMETER
PRE ODOMETER
PRE — OBD2
PRE OBD2
POST — FUEL GAUGE
POST FUEL GAUGE
POST — DASHBOARD
POST DASHBOARD
POST — OBD2
POST OBD2
5 — VEHICLE DETAILS
MAKE
MODEL
REGISTRATION
FAULT / WRONG FUEL
STARTING FUEL LEVEL
VEHICLE LOCATION
VEHICLE CONDITION ON ARRIVAL
PRE-EXISTING DAMAGE / DEFECTS (liability protection — note anything visible before service begins)
VEHICLE ASSESSMENT
PRE-SERVICE
ENGINE RUNNING ON ARRIVAL?
VEHICLE MOVED/DRIVEN?
MOVED BY TECHNICIAN?
POST-SERVICE
TANK FULLY DRAINED?
ENGINE CODES CHECKED & CLEARED?
ENGINE OPERATING NORMALLY?
ENGINE CODES PRESENT? (OBD2)
FAULT CODES (if any)
6 — OPERATIONS
7 — EXTRACTION
EXTRACTION METHOD
LITRES EXTRACTED
FUEL TYPE
FRESH FUEL SUPPLIED BY
FUEL ADDITIVE USED?
8 — SIGN-OFF
9 — NOTES & OBSERVATIONS
ADDITIONAL NOTES
ASSIGN TECHNICIAN
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ADD CREW MEMBER
ADD FLEET VEHICLE
COMPLIANCE
DELETE CASE?
This will permanently remove the case, all photos and note history.
This cannot be undone.
EDIT CASE
NEW JOB
1 JOB
2 CUSTOMER
FAULT TYPE
MAKE *
MODEL *
YEAR
REGO
COLOUR
BREAKDOWN LOCATION
SERVICE PRICE
DATE & TIME
NOTES OPTIONAL
FIELD GUIDE