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s@tXrkm · Guide

s@tXrkm guide

The program guide, page by page: what it is for, who uses it, how to use it and what to watch out for. Open to read, no login needed.

This is the same guide that opens from the app (the Help entry). Every section follows the same pattern: what it is for, why it exists, who uses it, how to use it, fields and buttons, watch out.

Contents

Every day

Control and management

Login and registration

What it is for. Signing in to s@tXrkm securely, or creating your own trial company.

Why it exists. Access is by one-time code (OTP) only: there are no passwords to remember or steal.

Who uses it. All users. Registration is for anyone who wants to try the program or set up a new company.

How to use it.

  1. Enter your email and choose where to receive the code: email or WhatsApp.
  2. Request the code and enter it: it is valid for 5 minutes and you have 5 attempts.
  3. Leave Remember this device ticked so it is not asked again for 90 days on that device.
  4. If others have delegated you, choose who to work for (later also from the menu).
  5. After Sign out you can sign back in, forget the device, or sign in with another user or company.

Registering a new company. Fill in the company and administrator details and choose the plan you are interested in, receive a verification code by email and confirm. The company is created with its registered office, an initial purpose ("MISCELLANEOUS ACTIVITIES"), the free Matrix of the chosen plan (100, 300 or 500) and 2 users. No credit card needed.

Watch out. The code goes to the email or number set on the user: if they are wrong, login will not work. On a shared device, do not leave device memory on.

What it is for. The starting screen: every function is reached from here.

Why it exists. Daily functions must be one tap away; management functions are kept apart.

Who uses it. Everyone; some entries only appear to those with the permission.

How to use it.

  • At the top you see company and operator. If others have delegated you, a drop-down lets you switch operating user without signing out.
  • The two boxes Your Matrix used and Company Matrix left show how much you have used and how much the company has left (red if negative).
  • The 📌 To do box (only for enabled users) lists pending items: places to approve, recently expired places, trips to approve.
  • The search at the top finds functions by word: type, for example, receipts, sites or rates.
  • Buttons are in three groups: Quick functions (Manual trips, Receipts, Reimbursement prints), Operations and Advanced operations.
  • Change user or company at the bottom signs you out so you can sign back in with another login.

Reordering the menu (administrator only). With ↕ Reorder the menu drag buttons by the ⠿ handle (or use ◀ ▶ on a phone), even from one group to another, and rename them with ✏️. Save applies the order to the whole company; Original order restores the default.

Watch out. A name changed with ✏️ applies to all users of the company. Search finds both the original and the new name.

Manual trips

What it is for. Recording a day's trips: where you started, where you went, for what purpose.

Why it exists. It is the heart of the program: kilometres and amounts come from here. It works well on phone, tablet and computer.

Who uses it. Each user for themselves; delegates for those who delegated them; administrators and managers for everyone.

How to use it.

  1. Choose the vehicle and the date (◀ ▶ moves to the previous or next day; the month calendar is always open).
  2. Add the stops by tapping a place (or ➕ Add stop on a phone): the first is the start, the others are destinations. Each destination has its purpose.
  3. Reorder stops by dragging the ⠿ handle or with ▲ ▼; insert a stop in the middle with that stop's ➕; remove it with ✖.
  4. You do not press Save: as soon as the day is complete (vehicle chosen, at least two stops, purpose on each) it saves itself, with distances recalculated and the difference in km and euros.

Fields and buttons.

  • Places: search, Mine / All filter, star to add to favourites, recently used list.
  • Purpose: fills in by itself with the last one you used for that place, or the place's default.
  • Calendar: completed days, holidays, month's total kilometres. Drag a completed day onto an empty day to copy it.
  • Reconstructed afterwards + source: for past days without a record; the source (delivery note, invoice, receipt, minutes) is mandatory.
  • Delete the whole day removes that day's stops.
  • Schedule: if a site schedule is published for that date, Load the schedule appears at the top (see Site schedule).

Watch out. Holidays and company closures ask for confirmation once. An expired place, or one that is not reimbursable for a director, cannot be selected. Trips already approved can only be changed by managers. New routes never calculated before use 1 Matrix per pair of places; if Matrix run out, the day is not saved.

Repeated routes

What it is for. Entering, in a few steps, the rounds you repeat every week for a whole month.

Why it exists. Whoever does the same rounds every Monday, Tuesday... should not retype them day by day.

Who uses it. Each user for themselves, delegates for those who delegated them; administrators and managers for everyone.

How to use it.

  1. Build the standard week: for each day (Monday … Sunday) list the stops of the round in order, each with its purpose. The next stop appears by itself; Copy the round from… duplicates another day.
  2. Choose vehicle, month and year.
  3. Look at the preview: the month's days with route and kilometres. Tick or untick the days to insert. Holidays, closures and days already filled are not ticked.
  4. Press insert: only ticked days are saved.

Fields and buttons.

  • Saved standard weeks (templates): save the vehicle and each day's rounds under a name to reuse them (not month and year).
  • Reconstructed afterwards + source, as in manual trips.

Watch out. The server rechecks everything (place validity, vehicle, the rule for directors). New pairs of places use 1 Matrix each; if Matrix are not enough, nothing is inserted.

Receipts

What it is for. Photographing and recording documented expenses: tolls, parking, fuel, meals.

Why it exists. They are extra expenses, separate from the mileage rate, and must be proven.

Who uses it. Each user uploads their own; administrators and managers also for others (and theirs are born approved).

How to use it.

  1. Choose user and month.
  2. Press add and take a photo with the camera, pick from the gallery or use the webcam: the photo is reduced before sending.
  3. Enter date, amount and purpose and save.
  4. To correct or delete, tap the receipt (or just its photo).

Watch out. After approval a receipt can no longer be changed (except by managers). Photos are only visible to those with permission: there are no public links.

Reimbursement prints

What it is for. Generating the monthly reimbursement PDF for a user.

Why it exists. It is the document to keep and attach to the accounts.

Who uses it. Each user for themselves; delegates for those who delegated them; administrators, managers and approvers for everyone.

How to use it. Choose user and month, decide whether to include the receipt photos, and generate the PDF.

What it contains. Lines per vehicle and purpose, receipts by day, approved and unapproved totals. Days reconstructed afterwards are marked with * and the list of sources appears at the end.

Watch out. The PDF reflects the state at that moment: trips still to be approved appear in the "unapproved" totals.

My places

What it is for. Building your own list of places and sites.

Why it exists. With many places the list gets long: everyone sees their own on top (for example whoever looks after certain sites).

Who uses it. Each user manages their own list and that of those who delegated them; administrators and managers manage everyone's.

How to use it.

  • Search and filter: All / Mine / Not mine; tap the star to add or remove.
  • Add places used in the last 6 months fills the list in one go.
  • Empty list removes everything.
  • A place you add or propose automatically joins yours.

Watch out. Hidden places (no longer served) do not appear here; they can only be found in the directory.

Sites under control

What it is for. Deciding which sites each employee must check and how often.

Why it exists. It is the basis of the monthly schedule: without frequency rules, checks cannot be rotated.

Who uses it. Administrators and place managers only.

How to use it.

  1. Choose the employee.
  2. In the list (Assigned / All / Unassigned) assign sites and set for each: the proposed purpose, the minimum and maximum days between visits (normally 7 and 30: at least one visit a month, at most one a week) and the visits per day (1 or 2, for morning and evening shifts).
  3. Changes save by themselves. You also see the last recorded visit.

Watch out. The same site can be assigned to several employees, even with different purposes. The purpose is only a proposal: the employee changes it by hand on the single line if they do something else.

Site schedule

What it is for. Preparing the monthly schedule of checks for each employee, and comparing it with what was really done.

Why it exists. The schedule is a proposal, not an obligation, and records nothing: trips are created only when the employee confirms what was really done. The assigner mostly cares about where they did not go.

Who uses it. The assigner (administrators and managers) to prepare and publish; the employee to use it during the day.

How to use it (assigner).

  1. Choose employee, month and year, vehicle, the number of sites per day and the working days (Mon–Sat).
  2. Press Generate: for each working day (excluding holidays, closures and days already filled) the most "overdue" sites since the last real visit, and close to one another, are chosen. The round starts and ends at the office; a day's second visits come last.
  3. Review the result as a draft: ▲ ▼ ✖, change the purpose, add a site. Changes save by themselves. For each day and for the month you see estimated km and cost.
  4. Publish when it is right (you can withdraw or delete it). Regenerate from day rebuilds the following days without touching those already done or cancelled.

How to use it (employee). In Manual trips, if a published schedule exists for the day, at the top you find:

  • Load the schedule: inserts the planned stops. Nothing is saved until you confirm; you can add or remove stops freely.
  • Confirm: done like this: saves the real trips and marks each stop as done.
  • Day cancelled (leave, sickness): the sites go back in the queue and the assigner can regenerate the following days.

Status of each stop: planned, done, cancelled, not visited.

Watch out. Km and cost estimates use distances already in memory and, where missing, an increased straight-line distance: they use no Matrix. Real calculations happen only when the employee confirms.

Reimbursement approval

What it is for. Approving a user's whole month of trips and receipts.

Why it exists. Only approved reimbursements are final; this is the company's control point.

Who uses it. Administrators and users with the approve reimbursements permission. Nobody approves their own reimbursements, except administrators.

How to use it. Choose user and month, tick what you approve (trips and receipts) and save once. Unticking cancels the approval; what stays approved keeps who approved and when.

Watch out. Amounts are recalculated by the program (vehicle rate times kilometres): they are not typed by hand. Trips entered by administrators and place managers are born approved.

Clients and suppliers directory

What it is for. Keeping the list of places that can be used as start and destination: office, clients, sites, suppliers, contacts.

Why it exists. The place is the basis of every kilometre: it must be written correctly and approved before it is used.

Who uses it. Everyone browses and proposes; administrators and place managers add, edit, approve and hide.

How to use it.

  • New place: fill in company name, address and details. Coordinates are looked up by themselves when opened if missing (1 Matrix).
  • Proposals: a place proposed by a user without permissions stays to be approved and cannot be used; the approver confirms or rejects it (rejecting deletes the place and notifies the proposer by email).
  • Validity: a place can be used only between valid from and valid to; expired places are shown in red.
  • Hide / Resume: a place you no longer serve is not deleted, it is hidden: it disappears from every view except the directory, where the 🙈 Hidden filter shows them and Resume reactivates them.
  • Types: your office, client, supplier, contact.

Watch out. When you create a new place the program checks for duplicates, even among hidden ones (same VAT number / tax code or same company name) and asks for confirmation. For directors, places in the municipality of the company's office stay visible but are "not reimbursable".

Import places from CSV

What it is for. Loading many clients, branches and suppliers from a file at once.

Who uses it. Administrators and place managers.

How to use it. Download the CSV template (columns: type, company name, VAT/tax code, address, postcode, city, province, country, latitude, longitude; types C client, F supplier, A contact), fill it in, upload it and check the preview before confirming.

Rules.

  • Imported places are already approved, valid from 1 January of the chosen year and with no expiry.
  • Duplicates (same VAT/tax code or company name, same address and postcode) are flagged; addresses are compared ignoring SNC, N., NR and punctuation.
  • Coordinates are optional: they are looked up when the place is opened.
  • The office is not imported.

Reimbursement purposes

What it is for. Keeping the list of purposes to choose from for each trip ("Client visit", "Site check", "Material pick-up"...).

Who uses it. Everyone browses; administrators and place managers add, edit and delete.

How to use it. Write the purpose and save; ✏️ to edit, 🗑️ to delete. Text is always in CAPITALS.

Watch out. Precise purposes ("SITE CHECK", "SUPPLIER MATERIAL PICK-UP") make the PDF clearer in an audit.

ACI rates / Vehicles

What it is for. Assigning a vehicle to each user, with its mileage rate.

Why it exists. The reimbursement amount depends on the vehicle: either the ACI rate (make, model, fuel) or a manual rate.

Who uses it. Administrators and place managers edit; others see their own vehicles (and those of people who delegated them).

How to use it. Choose the year, the user, then the vehicle from the ACI tables (search by make/model) or enter it manually with plate and cost per kilometre, with validity dates.

Rules.

  • Dates stay within the chosen year; the same plate cannot have overlapping periods.
  • A vehicle already used in trips cannot be deleted.
  • Copy from previous year brings over vehicles valid on 31/12 updating the new year's ACI rate (manual ones stay the same) and flags those not found.

Company users

What it is for. Creating and managing the company's users and delegations.

Why it exists. Each person has a personal login (with one-time code) and tailored permissions.

Who uses it. The main administrator and other administrators; those with the create users permission or who manage places work in a more limited way; everyone edits their own details.

How to use it. Create the user with name, email and phone (needed to receive the code), the reimbursement type (employee or director) and the permissions:

  • Administrator (can only be assigned by the main administrator).
  • Edit places (place manager).
  • Approve reimbursements.
  • Create users.
  • Service orders (assigning sites and the schedule).

Delegations let one user enter trips for another.

Watch out. A user who already has trips, vehicles or places cannot be deleted: they are deactivated. Active users cannot exceed the plan's limit (enabled plus extra).

Company settings

What it is for. Viewing and editing company details and checking Matrix and plan.

Who uses it. The administrator edits the company record; administrators or place managers edit billing details (SDI/certified email).

What it shows. Company details, Matrix (purchased, free, used, available), status of the map key, contract and price list.

Matrix and maps

Matrix measure the searches the program runs on maps and distances:

  • 1 Matrix for each route calculation or address lookup that returns a result.
  • Once the distance between two places is calculated it is stored: next time it uses nothing.
  • If a place's coordinates change, its distances are recalculated.
  • Maps are provided by OpenRouteService, on OpenStreetMap data.

If Matrix run out, operations that need a new calculation stop until more are added (see Subscriptions).

Rules that apply everywhere

  • Text in CAPITALS. All text fields, except emails.
  • Place validity. A place can be used on a date only between valid from and valid to.
  • Rule for directors. Trips within the municipality of the company's office are not reimbursed; the office itself is never blocked. Employees have no such limit.
  • Approval. Trips of administrators and place managers are born approved; those of other users must be approved by someone with the permission.
  • Reconstructed days. Used only for trips that really took place, with the source given.
  • Saving. Entry pages save by themselves when data is complete.

Questions about a feature? Write to us.