📩 Initiating a New Service Request
- Service Selection: Clients select a specific service from the list managed and updated by the Admin.
- Generating File ID: Upon tapping the desired service, a unique File ID (e.g., File ID: 01) is generated to track the specific request.
- Admin Reflection: Any service previously configured by the Admin in the backend will be available for the client to select and request.
- Reference on Home Page: Once the request is successfully submitted, it is mentioned on the Home Page for easy reference and status tracking.
Access & Registration
👤 Step 1: Project Account Creation
- Submission: Tap the Submit button to complete the registration process.
- Registration Portal: New users must access the Sign Up interface to establish their project profile.
- Organization Name: Enter your official business or project entity name.
- Primary Contact: Provide a valid mobile number for account security.
📅 Step 2 : Monitoring Your Booked Services ( Stage of pending status )
- Booked Service List: Once a service is submitted, it is automatically listed in the Service Status section for user reference.
- Real-time Tracking: Users can track their project using a unique File ID and monitor its progress
across tabs like Pending, In Progress, Completed, or Cancelled. - Flexible Payments: Clients have the option to use the Pay Now button immediately or discuss details via chat and pay later once the request has been reviewed.
🔍 Viewing Detailed Request Information
Request Oversight: By tapping the View Details button on a specific file, clients can access a comprehensive breakdown of their request.
Detailed Information Breakdown:
- Unique Tracking: Each booking is assigned a specific File ID and records the exact Request Type, Date, and Time.
- Assigned Personnel: The system displays the specific Staff member assigned to handle the request
. - Communication Log: The original message sent during submission is displayed for reference and further discussion.
- Document Management: Any files uploaded by the client are listed and accessible within the detailed view.
- Payment Advice: Within the Service Details view, a Payment Advice section displays the Total Amount and the current Payment Status (e.g., Unpaid).
- Payment Options: Clients can choose to use the Pay Now button immediately or proceed to discuss the project first.
👥 Admin Panel: Client & Service Tracking
Client Dashboard Reflection: Once a client submits a request, their profile and activity are immediately reflected in the Admin Clients list.- Service Masters Control: Admins manage the global list of available services through the Masters > Services menu, where they can add new offerings or toggle service status.
- Promotional Control: Any updates or announcements added via the Masters > Image Sliders section are automatically broadcast to the client-side home dashboard in a sliding format.
- Client Oversight: From the Clients menu, admins can track active accounts (e.g., suganya, amrithaa), view their unique IDs, and send reminder emails if necessary.
📂 Category: Service Fee Estimation & Payment Workflow
⚙️ Step 1: Administrative Service Review
- Request Reception: Once a client submits a service request, it is received on the Admin panel under the Service Requests menu.
- Fee Estimation: The Admin reviews the specific requirements and manually sets the Service Amount based on the complexity of the request.
📱 Step 2: App Reflection & Client Notification
- Real-time Update: Once the Admin submits the fee, the mobile app is instantly updated to reflect the assigned Total Amount.
- Payment Status: The status of the request will change to Payment Pending on the client’s dashboard.
- Detailed Information: Clients can select View Details to see the full breakdown, including the Payment Advice and the specific staff member assigned to the file.
💳 Step 3: Mandatory Client Payment
- Payment Requirement: The client must pay the exact service amount as set by the Admin to proceed with the request.
- Pay Now Action: Clients use the Pay Now button within the Detailed Information screen to settle the outstanding balance.
- Process Progression: The service request remains in a holding state until payment is verified; once the notified payment is received, the request is officially moved to the “Work in Progress” stage.
🔄 Step 4: Document Processing & Admin Response
Admin Document Review: The Admin refers to the original documents uploaded by the user to proceed with the requested service.
- In the Service Request, the admin will add the service amount based on the requested services and click submit
- Mandatory Action: The client must use the Pay Now button within the Service Details view to settle the fee.
- Paid Confirmation: Once payment is completed, the app status automatically updates to Payment Status: Paid.
- In-Progress Monitoring: Once the initial payment is confirmed, the file status transitions to In Progress.
📄 Step 2: Accessing and Downloading Invoices
- Invoice Generation: After the service request is processed and accepted, the Proforma Invoice details are generated within the client’s view.
- Verification: The client can verify the Date and Payment Status associated with the specific File ID
💬 Real-Time Project Chat - Integrated Access: The chat interface can be accessed directly from the Service Details screen by tapping the Chat button.
- Direct Communication: Clients can engage in direct conversation with the assigned staff member regarding a specific File ID to ensure clear project requirements.
- Message History: The system maintains a chronological log of all messages, organized by date (e.g., 24/09/2025), so both the client and admin can refer back to previous discussions.
- Multi-User Visibility: Messages from different team members (e.g., Dhanush, Sabitha, Jai) are clearly labeled within the chat bubble to identify the sender.
📎 Document Sharing via Chat
- File Exchange: In addition to text messages, the chat functionality supports the sharing of project-related files.
- In-Chat Downloads: Any documents shared by the Admin or staff during the discussion appear with a Download File button directly within the chat window.
- Immediate Access: Clients can instantly download shared resources (such as Tally files or processed reports) to their mobile device without leaving the chat interface.
- File Attachments: Users can send their own documents or screenshots by tapping the Attachment Icon within the message input bar.
- Client Document Retrieval: Within the chat, clients can view and instantly download documents shared by the team using the Download File button.
👥 Employee Assignment
- Admin Oversight: Once a service request is received and the initial review is complete, the Admin assigns a specific employee to manag the client’s file.
- Staff Visibility: The name of the assigned staff member is reflected in the client’s Detailed Information view for transparency.
- Project Handover: The assigned employee gains access to the client’s uploaded documents in the backend to begin the requested service.
- Assigning Personnel: The Admin reviews the request details and selects the appropriate staff member(s) to handle the specific File ID.
- Automatic Relocation: Immediately upon saving the assignment, the request is automatically moved from the Pending tab to the Assigned tab in the backend dashboard.
📂 Category: Employee Workflow & Service Completion
⚙️ Step 1: Employee Review and Rectification
- Project Handover: Once a request is moved to the Assigned tab, the designated employee accesses the file to review the client’s uploaded documents and specific requirements.
- Service Verification: The employee performs a thorough check to rectify any issues and ensures all necessary information is present to complete the service.
💬 Consultation & Clarification
- Interactive Q&A: Clients and the assigned employee can use the Chat feature to engage in a question-and-answer session to clarify project requirements.
- Direct Communication: This real-time channel allows staff to ask for missing information and allows clients to provide immediate answers or further context regarding their File ID.
- Message Tracking: All inquiries and responses are logged chronologically, identified by the sender’s name to maintain a clear record of the discussion.
📂 Category: Service Verification & Completion
✅ Admin Verification of Employee Work
- Task Submission: Once the assigned employee finishes rectifying the service and uploading all necessary files, they submit the request for final review.
- Automatic Status Update: Upon employee submission, the service request is automatically moved to the Verified tab within the Admin backend.
- Admin Review Process: The Administrator accesses the Verified list to perform a final check on the work completed by the employee (e.g., ranjith, ramu, Mages).
- Quality Assurance: In this stage, the Admin ensures that the “Employee Work Done” meets all client requirements and that all shared documents are accurate and complete.
- Client Notification: Once the Admin confirms the quality of the work in the Verified tab, the project moves toward its final “Completed” status, allowing the client to provide their final acceptance.
📂 Category: Final Verification & Status Management
⚙️ Administrative Status Control
- Verified List Access: Once the employee completes their assigned task, the file is listed under the Verified tab in the Admin backend.
- Manual Status Update: The Admin can click the Edit (pencil icon) in the actions column to open the Service Request sidebar.
- Status Options: From this sidebar, the Admin can manually change the project status to:
- Completed: To finalize the service and notify the client for acceptance.
- Cancelled: To terminate the request if requirements are not met or per request.
- Pending: To revert the file for further clarification or additional work.
📱 App Reflection & Client Notification
- Real-Time Status Update: Immediately after the Admin marks the status as done, the mobile app reflects the change by moving the request to the Completed tab.
- Completion Badge: The specific request (e.g., File ID : 01) will now display a peach-colored Completed badge at the top right of the service card.
- Payment Confirmation: The app continues to show the Payment Status : Paid badge in green to confirm all financial requirements were met.
- Final Access: Clients can tap View Details on the completed card to see the finalized Proforma Invoice and download any final documents shared by the Admin.
📂 Category: Service Cancellation & Status Management
⚙️ Administrative Cancellation Process
- Reviewing the File: The Admin or assigned staff may determine a request cannot be fulfilled due to incorrect documents, client requests, or other regulatory reasons.
- Updating the Status: The Admin clicks the Edit (pencil icon) on the specific request to open the Service Request sidebar.
- Executing Cancellation: The Admin selects Cancelled from the status dropdown menu and submits the change.
- Backend Organization: Once updated, the request is automatically moved to the Cancelled tab within the Service Requests menu for record-keeping.
📱 Client-Side Reflection
- Dashboard Update: The mobile app instantly updates, and the specific File ID is moved from the active tabs (Pending or In Progress) to the Cancelled tab.
- Status Badge: A Cancelled status badge will appear on the service card, providing immediate visual confirmation to the client.
- Record Accessibility: Even if cancelled, clients can still select View Details to see the history of the request, including previous messages or any initial documents uploaded.
