General Questions
What is Chronotek Pro’s Complete Supply Management System?
The Complete Supply Management System is a comprehensive software solution designed to streamline supply management, track inventory, manage deliveries, and prevent emergency supply situations.
What industries would benefit from a supply management system, and what are the benefits?
Many industries can benefit from this supply management system, including commercial cleaning, janitorial, swimming pool management, snow plowing, construction, property management, and manufacturing, to name a few. Using this system can help make your supply management more proactive in many ways:
Avoid supply shortages
Enhance visibility across your inventory
Optimize delivery routes
Eliminate costly emergency supply runs
Keep all team members connected through a mobile app
Getting Started & System Basics
How do I get started with the system?
Begin by setting up your warehouses, adding common supplies, and setting up one location. Start simple and add more as you get comfortable.
How do I set up my warehouse?
Follow the simple steps to set up your warehouse:
Click on Supplies in the main menu
Click on Manage Supply Setup (camera icon).
Select List Management and then Warehouses
Click on Add (plus sign), enter a Name and a brief Description.
Save to create the warehouse.
How do I set up my supplies?
Navigate to List Management, then select Supplies.
Click Add Supply to enter new supplies.
Use clear names your team recognizes (e.g., "Betco Foaming Soap") for easy identification.
Check the appropriate boxes:
Consumable: For items that are used up (e.g., soap).
Billable: For items chargeable to clients (if applicable).
- Add the Units of Measure
Select the **Unit of Measure** based on how supplies will be tracked (e.g., individual bottles, cases).
How do I set target and threshold quantities for supplies?
Go to Supply Assignment and Warehouse Assignment
Click the plus sign, which opens the “Add Inventory” box
Choose your warehouse and supply
Define:
Target Quantity: Ideal stock level (e.g., 50 bottles).
Warning Level: When to consider restocking (e.g., 15 bottles).
Critical Level: Immediate actions are required (e.g., 5 bottles).
How do I set a quantity for a larger container like a 50-gallon drum of chemicals when I only stock one?
Base your thresholds on percentages. Target is 100, Warning is 50, and Critical is 25.
How do target and threshold quantities differ between warehouses and locations?
Threshold quantities for locations are typically lower because they only need enough inventory to last until the next delivery, unlike warehouses that require higher stock to manage larger demands.
How do I set up current quantities?
Go to the main Supplies screen. Look under Warehouse Inventory. Click the name of your warehouse, and the Warehouse Supply Profile screen will open. Click into the available quantity field for the supply, enter the current number to reconcile the inventory quantity, and save.
How do I set up my job site locations?
Go into Manage Supply Setup, then Location Assignment, and click the plus sign. Choose your customer and location, then pick the supply and set your thresholds.
Delivery Questions
How do I set up deliveries?
First, set up your delivery methods. The system calls these 'delivery trucks,' but they can be any way you transport supplies.
Go to Supply Setup, List Management, then click on 'Delivery Trucks.
Click Add to create your first one.
Enter the name and description of the vehicle, whatever you call it. Even if a supervisor uses their personal vehicle, you could name it for the supervisor.
How do I create a delivery?
You can create deliveries from the website or the mobile app.
To create a delivery from the website:
Go to the Supply screen, Location Inventory
Find the location with the supply you need to order
Click into the Current Qty field for the supply
On the delivery screen, use the plus button to select the quantity you’re pulling from this warehouse.
Choose your Delivery Method and Target Delivery Date, and save
To create a delivery from the mobile app:
Click on More, Manage Supplies
Choose a location, and select the supply.
Click Create Delivery, select the warehouse from which to deliver the supply, the quantity, the delivery method, and the delivery date.
Click Create Delivery.
How can I track deliveries?
Go to the Supplies Screen, Delivery, where you can view:
What supplies are on each vehicle
Quantities
Destinations.
Expected delivery dates
What should I do if the delivery quantity needs to change?
You can update the delivery quantity in the app or website or reroute supplies to a different location as necessary.
Can I change the delivery method after creating the delivery?
Yes, you can change the delivery method at any time before completion. Go to the Supplies screen, look under Location Inventory, and click into the Current Qty field for the supply that needs to change its delivery method. Change the delivery method on the next screen and save.
How do we manage deliveries efficiently?
Look for locations near each other needing supplies. When delivering to one location, check nearby locations at 50% levels. You can create multiple deliveries for one route, track everything "on truck," and update quantities during delivery. You can easily reroute supplies or return them to the warehouse if plans change.
Inventory Management and Daily Operations
Will the system notify me about low inventory?
Yes, upon logging into the system, you will access the main screen, which acts as your command center. Here, you will see colored alert squares relating to supply issues:
Yellow: Indicates supplies that should be restocked soon.
Red: Signals that supplies are at a critical level and need immediate attention.
Click on the issue tiles and fix any problems. Field supervisors can also see these warnings on the mobile app and subscribe to push notifications for various supply warnings.
What's the best way to prevent running out of supplies?
Watch the warning indicators - yellow means plan ahead, red needs immediate attention. When making deliveries, check all supplies at 50% and top them off. Do weekly location counts and monthly warehouse counts. The system helps by showing warnings before emergencies happen and letting you see stock levels everywhere at once.
How do cleaners request supplies when running low?
Cleaners can request supplies via the mobile app by:
Open the Shift Screen: Employees are on the clock when they need to order supplies.
Tap the Green Section: Open the app and tap the green section that shows them on the clock.
Click on Supplies: This takes them to their open shift screen. Click on Supplies at the bottom.
Request More: Click on the supply, then the Request More button at the bottom.
Stock Quantity: Enter the current stock quantity of the supply.
Submit
How can I monitor supplies across multiple locations?
You can check the Location Inventory section to pivot between supply and location views, identifying excess supplies in one location while others need replenishment. This helps when one location needs supplies - you can check nearby locations instead of returning to the warehouse. The Forecasted Stock % column shows you each location's status.
How do I move supplies between locations?
This function can be completed from the field with the mobile app as easily as it can from your desktop. On the mobile app, the field manager would:
Go to Manage Supplies, Locations
Click on the location that needs a supply
Create Delivery, and click the Deliver From dropdown.
Click More Options at the bottom
Select the location and finish the delivery as usual.
The process is the same on the website when you’re creating deliveries. Instead of taking from a warehouse, a More button opens other locations with the supply. Choose the location, click done, and that location will appear on the delivery form.
How often should I check inventory?
It is recommended to:
- Conduct location counts weekly.
- Perform warehouse counts monthly.
- Adjust inventory levels proactively based on observed discrepancies.
You can use the Communication Hub to message employees and supervisors about periodic inventory checks.
How do warehouses work in the system?
Each warehouse tracks its own inventory, has unique threshold levels, and can be selected as a delivery source. When creating deliveries, you'll see stock levels at all warehouses and can choose the most convenient source.
What if someone makes a mistake in the system?
The system is very forgiving - just correct the mistake immediately. If you enter the wrong quantities, update them. If you create a wrong delivery, you can change it. If supplies go to the wrong location, you can create a transfer. Every change is tracked in the Activity tab, showing who made what changes and when. The Activity tab is located in two places: Supplies, Location Inventory, click the location. And Supplies, Warehouse Inventory, click the warehouse.
Employee Management
How do I manage employee access levels?
There are four levels of access: Employee, Supervisor, Supply Manager, and Supply Admin.
Employee: By default, every employee gets full supply access—they can see quantities, request supplies, and update numbers. However, you can disable supply access for new employees by going into their settings. They'll still see quantities but can't request supplies or make changes.
Supervisor: Manages deliveries and requests and updates quantities for their specific locations.
Supply Manager: Access to all locations, supplies, and features.
Supply Admin: Comes automatically with being a system admin, but you can make a supervisor into a supply admin. When you do this, they can log into the website but only see the supply screens.
Can we track who's making changes in the system?
Yes. Click into any location and hit the Activity tab. Every single action is logged - when someone requests supplies, updates quantities, or completes a delivery. You always know who did what and when. You can also see this notification feed on the main dashboard, and field supervisors can see it on the mobile app.
Coming Soon
What kind of advanced features can I expect in future updates?
Upcoming features may include enhanced reporting, automated ordering, and improved predictive analytics for supply management.
Check out our Collection of articles on the complete supply management system.