Drag a card to another column to change its status. Promised turnaround: Emergency 2 days, Priority 5, Standard 20, counted from the date in.
Click an empty time to book it. Reminders go out by text (or email) the day before, between 9 AM and 7 PM.
| Customer | Phone | City | Jobs | Last job |
|---|
| Name | Username | Role | Last sign-in |
|---|
Staff can work on jobs and customers, send texts and print labels. Only admins can change Texting and auto-delete settings, merge or delete records, and manage users.
Add each mailbox RecoveryTrack should read and send from. Shared mailboxes can be used by everyone who signs in; a personal mailbox is seen only by its owner. For SiteGround, the server name is usually mail.yourdomain.com; the exact one is in Site Tools > Email > Accounts > Mail Configuration.
When they answer, the job's status changes to Approved or Declined by itself, a note is added, and everyone gets a pop-up.
Offered under Billing on every job. Picking one fills in the return media size and cost. Leave a price blank if it changes each time.
Pick how RecoveryTrack looks on this computer. Each computer (and phone) remembers its own choice, so the lab screens can be dark while the front desk stays light.
When the phone rings, every open RecoveryTrack screen shows who's calling, their customer record and their jobs, like CallClerk, but on every computer at once (Mac and Windows) and without Outlook.
Option A – Quo (your business number): in Quo, go to Settings > Integrations > Webhooks, add a webhook for the event Call ringing with this URL. It needs Internet access turned on (Settings & tools > Internet access).
Option B – CallClerk or another caller-ID program on a Windows PC with a caller-ID modem: set it to open this address for each call (put CallClerk's number and name codes where it says NUMBER and NAME). The page closes itself.
Or, to avoid a browser window, have it run this command instead (Windows 10 and 11 include curl):
RecoveryTrack checks Authorize.net every few minutes for new card payments, matches each one to its job and records it (amount paid, Paid Online, date, a note) with a pop-up for everyone. Get the keys in the Authorize.net Merchant Interface: Account > Settings > Security Settings > API Credentials and Keys. Type them here, not in emails or chats.
Each machine and its ports, separated by "/" (for example SATA 0 / SATA 1). They're offered on each job's recovery log and in the pop-out window. Leave ports blank for machines without any.
Every night RecoveryTrack copies the database, job photos and email copies somewhere other than this PC, so a dead drive, fire or theft can't take everything. Only new or changed photos and emails are sent each night.
If the PC is off at that time, it backs up later the same day once it's on.
Make the bucket private and turn on its encryption. Use a key that can only reach this one bucket.
| Job | Customer | Total | Paid | Balance | Waiting |
|---|
"Told" counts from when the Recovery Complete letter or invoice was emailed from RecoveryTrack; otherwise from the date in. Reminders include the balance, your payment link and the 2-week notice. Click a reminder button twice to send.
Older jobs that were finished but never updated still show as open (on the Lab board, as late, in "Open jobs only"). Close them in one go. You can undo the last bulk close.
Lets phones and computers outside the office use RecoveryTrack through your secure https:// address (Caddy, see INTERNET-SETUP.txt in the JobLog folder). Inside the office nothing changes. Turn it off any time to shut outside access immediately.
Before turning this on: give every account a strong password, turn off accounts nobody uses, and only forward ports 443 and 80 on the router to this PC (never 8080). Failed sign-ins from outside are recorded in History.
A page with only the Submit a Case form, for customers to fill in themselves at the counter (on a tablet or a spare PC). It can't show any RecoveryTrack information. Each submission appears under Requests for your staff to turn into a job.
On the tablet: connect to the office Wi-Fi, open this address, and add it to the home screen. Don't sign in to RecoveryTrack on that device. If the link gets out, make a new one; the old one stops working right away.
Everyone who might become a job: website Submit a Case / Request a Quote forms (picked up from your email), the counter form, and calls or walk-ins you add here. Set a stage and a follow-up date; when they commit, click Turn into a job.
When they answer, the lead moves to Approved (or Lost), a note is added, and everyone gets a pop-up. The quote carries over when you turn the lead into a job.
Subscribe to this address in your calendar app. It updates on its own (every 15 minutes to a few hours, depending on the app). It only works where RecoveryTrack can be reached: on the office network, or over Tailscale.
Outlook: Calendar > Add calendar > From Internet (or "Subscribe from web"), paste the address. iPhone: Settings > Calendar > Accounts > Add Account > Other > Add Subscribed Calendar. Mac: Calendar > File > New Calendar Subscription. Keep the address private: anyone who has it can see the appointments.
These customers have the same name but different phone numbers or emails, so they weren't merged automatically. Pick the record to keep and merge, or mark them as different people.
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Listings marked "Keep" on a job are never deleted. Deleting only removes the listing; the job, its notes and recovery log stay. The check runs once a day. Older daily backups still contain deleted listings until they roll off after 30 days.
Texts go out from your Quo business number, and customers' replies arrive in the Quo app as usual. You need an active Quo plan, API credit (Quo charges about 1¢ per 160-character text sent through the API) and US carrier registration (A2P 10DLC) completed in Quo.
A copy of the text is added to the job's notes.
| Period | Paid jobs | Collected | Taxable sales | Sales tax | Non-taxable | Collected YTD | Tax YTD |
|---|
Payments count toward the quarter of their pay date, or the date in when there's no pay date. Sales tax uses the amount recorded on each job; where none is recorded it's worked out from the amount paid at the NJ rate then in effect (7% through 2016, 6.875% in 2017, 6.625% from 2018). Taxable sales are collected amounts less tax. Resellers, out-of-state and tax-exempt jobs count as non-taxable. Check these against your filed returns before relying on them.