Guided tours

A guided tour points at one control at a time and waits for you to use it. When you do, the tour moves on and shows you what MileageSheet did for you. Every step shows its number, for example Step 3 of 7.

You are never stuck in a tour. The page stays fully usable, so you can click anything, in any order. The tour works out where you have got to from what you have done, and carries on from there.

Your first journey

If you claim mileage, this tour starts the first time you reach Welcome. It starts once and does not start by itself again.

Go to Sheets. Choose Sheets in the main navigation. On a phone the navigation opens for you.
Open this month’s sheet. Choose Open on the current month. Everything you claim in a month lives on one sheet.
Add a journey. Choose New on the Mileage tab, or Add journey on a phone.
Enter your route. Fill in the details, choose Next, then enter where you travelled from and to. The map draws the route and works out the distance. Choose Finish.
Your journey, priced. The distance, rate and amount are worked out for you. There is nothing to type.
Your sheet total. It has already updated.
Keep it or remove it. If this was a practice journey, choose Remove to take it off the sheet. A return trip is saved as two journeys, so remove both. If it was a real trip, keep it.
Submit when the month is done. The tour points at Submit, the control that sends a finished month to your approver for review. It names who will be notified. The tour does not submit anything for you.

Never retype a trip

If you claim mileage, start this tour from the Tours menu in the header. It does not start by itself. It shows how a saved template and a repeat save you retyping the same journey.

Add a journey. Choose New, or Add journey on a phone.
Enter the details and the route, then choose Next until you reach the template options.
Save it as a template. Turn on Save template. Next time you can add the journey without entering the places.
Make it repeat. Set Repeat to Daily and choose an End date a few days ahead. Each date is offered as a suggestion on that month’s sheet. The phone form has no Repeat, so this step is left out there.
Save the journey. Choose Finish, or Save journey on a phone.
Open Suggestions. Your template is listed, and so is each later date it repeats on, ready to add. Choose Add on one to turn it into a claim, then close Suggestions.
Practice only? To undo the practice, choose Remove on the journeys you added (a return trip is two), then Retire or Delete the template under Templates.
Submit when the month is done. The tour points at Submit without pressing it.

The template is a real template and the journey is a real journey. The tour never submits your sheet.

Subsistence and receipts

If you claim mileage, start this tour from the Tours menu in the header. It does not start by itself. It shows the allowance calculated from your times, and a receipt stored with an expense. The steps for subsistence, or for expenses, are left out if your scheme does not have them switched on.

Add a subsistence claim. On the Subsistence tab choose New, or Add subsistence on a phone.
Enter your time away. Enter the activity date and your departure and return times, tick the statements that are true, and Save. There is no amount to type.
Your allowance, calculated. It was worked out from your times and your scheme’s rate.
Add an expense. On the Expenses tab choose New, or Add expense on a phone. If you are on another tab, Next on the step before takes you there.
Enter the expense and attach the receipt. Choose the expense type, enter the date, merchant and amount, attach the receipt (a PDF or a photo), and Save.
Your receipt is stored. Choose Receipt on the row to open the same file.
Practice only? Choose Remove on the subsistence claim and on the expense to undo them.
Submit when the month is done. The tour points at Submit without pressing it.

On a large screen the forms open in a panel at the side, and the tour’s popover moves into the panel with them.

Complete a sheet for real

This tour is different from the others. It is not a practice run. Submitting closes a month for review, and processing a sheet cannot be undone, so the tour never starts by itself, never asks you to do a closing action, and never picks a sheet for you. Each step explains what the action does, and you stay in control: use the normal buttons when the month is really finished, or choose Skip tour at any step.

Start it from the Tours menu in the header. You see only the parts you can do.

Submitting closes the month (Employees, and Administrators for someone else). Points at Submit on your Draft sheet. It sends the sheet to your approver, and you cannot edit it again unless it is withdrawn or returned.
Approving a submitted sheet (Approvers). Points at the tab on Workflow where submitted sheets wait. Open one, check it and choose Approve.
Processing is final (Managers). Points at the tab where approved sheets wait. You select the sheet, add a payroll reference if you have one, and choose Process. A processed sheet is locked and can never be reopened. It does not confirm anyone was paid.
Export for payroll (Managers). Points at Reporting, which has a CSV of your claims. Exporting only reads, and it is recorded in History.
Every step is recorded (Administrators and Managers). Points at History.

If a step belongs on another page, Next or Back takes you there.

Administrator overview

If you are an Administrator who does not claim mileage yourself, this tour starts the first time you reach Welcome. If you are both, you get the first-journey tour first, and it tells you the overview is waiting under Tours. It only looks: it asks you to do nothing.

Company. Your company’s settings, reminders and the default approver and manager.
Schemes. The Irish and UK mileage and subsistence rates are already built in. Create a custom scheme only if your company pays differently.
People. Add people, give them roles and a vehicle, and choose who approves their sheets.
Workflow. Submitted sheets wait here to be approved, and approved sheets to be processed.
Reporting. Reports and the export of your company’s claims. Only Managers see this step.
Billing. Your plan, invoices and card are under Manage Billing in the account menu.

On a phone, the tour opens the side navigation for you and closes it before pointing at the account menu.

The ready-to-submit reminder

When one of your sheets is finished (its month has ended, it has at least one claim, and every claim is priced), a small reminder points at Submit the first time you open that sheet: Ready? Submit for approval. It tells you who will be notified. It is only a reminder: nothing is submitted until you choose Submit yourself.

If something would still stop the submission, the reminder says Nearly ready to submit and names it instead, for example an earlier sheet that is still a Draft, or a warning that needs an explanation. Where it helps it has a button to go there, such as Open Warnings or Open Sheets.

Choose Skip tour, the ×, or press Escape to dismiss it. It does not come back for that sheet.

Get help on this page

On pages where a tour would help, a small ? sits just after the page title. Choose it to start the tour that suits that page, right there. If more than one tour suits the page, it opens a short list to choose from. The label says whether you will Start, Resume or Replay. Starting one tour sets any other running tour aside, and you can resume it from the Tours menu.

The icon appears on Welcome, the Sheets list and each sheet (with different tours on the Mileage, Subsistence and Expenses tabs), Templates, Workflow, Reports, History, and the company setup pages. It is not shown where no tour suits the page, or if you cannot use one.

If you leave a step, or pick a tour up on another page

Back and Next. A step that asks you to do something has Back and Skip tour, and no Next: you move on by doing it. A step that only explains has Back and Next. Back and Next take you to the page the step belongs on, so the pointer is never left with nothing to point at. To stop, choose Skip tour, the × or Escape: the tour is paused and you can resume it from the Tours menu.
Resume. Resume in the Tours menu opens the page your saved step belongs on, so there is always something to point at, whichever page you were on.
Resuming somewhere else. If you resume a tour on a page it does not belong to, the popover says so, points at nothing, and has Go there to take you to the right page. It never dims a part of the page that has nothing to do with the step.
Backing out. If you open a form or panel for a step (the journey wizard, the subsistence or expense panel) and then choose Cancel, Close or the ×, the tour does not move on. It goes back to the step that opens that form, ready for when you try again. Only finishing what the step asks, for example saving, moves the tour forward.

When is a tour Done?

A tour is Done when you follow it to its last step and choose Done. It is the flow that counts, not the actions: you can skip steps, and the tour does not check your own work. If you close a tour part-way, skip it, press Escape, or leave a form, it stays In progress at the step you were on, and the Tours menu shows which step that is. Replaying a Done tour starts it again from the beginning.

The Tours menu shows how many tours are Done (for example “1 of 5 done”), the date a tour was finished, and the step you are on in a tour that is in progress. The badge on the icon counts the tours that are not Done yet. Close the panel with the × or Escape.

Skip, resume and repeat

Choose Skip tour, the ×, or press Escape to close a tour for now. A skipped tour is not finished, and it does not start again by itself.
Hover the Tours icon in the header (the map, just left of the notifications bell) to see every tour you can use. The number on it is how many tours you have not finished. Each shows Not started, In progress or Done, with a button to Start, Resume or Replay. On a phone, tap the icon. With the keyboard, tab to it.
Your progress is saved to your account, so it follows you to another device.

A tour never changes your claims on its own. The journey you add in the first tour is a real journey, which is why the tour offers to remove it.