Setting Up Your Integration
To set up the integration for both platforms, you will need both a Pinpoint Works & Voly Account. The connection process starts on the Pinpoint Works site and then completes on the Voly Account.
An Account Admin will need to enable the new permission via a toggle on the site they wish to include in the integration with Voly. This ensures that users with high-level permissions in Voly do not automatically gain access to data in Pinpoint without appropriate permissions.
In Pinpoint Works navigate to Site Settings in the Site that you want to Integrate With Voly and click "Integrations".
2. Click on "Authorise Connection."
3. Confirm Authorisation.
4. The site is then authorised for Voly connection.
5. To complete the connection process you will now need to sign in to Voly
Once a site is open for integration any Account Admin or Site admin on the site can be the user to connect it via Voly. The setup does not have to be completed by the same user.
Once you have followed the steps in Pinpoint Works, you will then need to follow the steps below in Voly.
6. Navigate to the Voly Settings in the asset/account that you requested to Integrate via Pinpoint Works first and click on "Projects." Speak with the Voly Team if the Projects tab is unavailable on your Voly Dashboard.
7. Click on "Add Project." which will be found in the top right-hand corner of the "Projects" Page.
8. You will be then directed to log in to the Pinpoint Works page to enable the integration. This will be your Pinpoint Works credentials, not your Voly credentials. You will also need to agree to the data exchange between Voly & Pinpoint Works.
9. Select the project(s) you want to add to the integration from the drop-down menu available. Projects can only be connected to one Asset within Voly at a time.
10. Once the connection is completed, you will be able to see the project details under the Project Settings tile with the status connected. There will also be an audit trail of who created the connection and when it was created which can be seen when you hover over the clock symbol under the connection column. You will receive an email notification that Pinpoint Works and Voly are connected once the integration is finalised.
On both Voly and Pinpoint Works, you should now see the accounts are connected and they will remain this way until you decide to disconnect them.
On the Pinpoint Works site, you can toggle Custom Fields for use within Pinpoint Works. These figures include all expenditures on the points/jobs and will come directly from Voly. They include Invoice Net, Invoice VAT, Invoice Total, Expenditure Categories and Cost Centres.
In Voly, Expenditure Categories are required for every transaction, indicating what the money was spent on, such as fuel, paintwork, or engineering. These categories can vary depending on the specific asset.
Cost Centres are optional and customisable per asset. They offer an additional layer for segmenting data, such as assigning expenditures to a particular charter or refit period.
These fields will display on point cards and tables like regular Custom Fields but will feature a Voly icon, indicating that the data is dynamically pulled from Voly. The data from Voly is not editable within the platform. This allows users to set these fields directly within a job in Pinpoint Works, with the data seamlessly transferring to the Projects table and pre-populating invoices created in the Projects Module within Voly. This integration reduces repetitive data entry and minimises errors.
Users can opt to exclude Voly data and only provide data from the Pinpoint Works platform to Voly. If the site disconnects from Voly, the Custom Fields and their values will remain but will no longer update automatically. The Voly icon will also change to reflect this.
Both active and disconnected dynamic custom fields are controlled by advanced access levels, but no one can be assigned edit rights over the values in these fields.
Sub-fields will be enabled by default for all Voly Cost fields. These Sub-fields will display the expenditure amount and a reference, including the description, date, and, if available, the supplier associated with the expenditure. This ensures that Pinpoint Works users clearly understand how the expenditure contributes to the total value at this point. Sub-fields and totals generated within the Voly system will remain uneditable on the Pinpoint Works platform. (Read more in our Sub-fields article).
Pinpoint Works supports multi-currency expenditure tracking through its Integration with Voly, enabling users to monitor and compare costs when the transaction currency differs from the Asset’s reporting currency. For example, this is particularly useful when a yacht with a USD reporting currency undergoes a refit in Barcelona and receives quotes and invoices in EUR. When a transaction in a new currency is recorded, new fields are automatically created with the transaction currency prefixed to the field names. These fields are initially disabled but, once enabled, display a detailed breakdown of expenditures in the transaction currency, enhancing cost-tracking accuracy and facilitating easier comparisons.
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