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Getting started with WorkCrest

For everyone. Read this first, then open the guide for your role.

At a glance
Prefer to watch? Video walkthroughs are on our YouTube channel.

1. Sign in

  1. Open the WorkCrest address your administrator gave you.
  2. Type your username and password and sign in. You land on the Dashboard (/).
  3. If you type the wrong password too many times, the account locks for a few minutes (default: 5 wrong tries, 15 minutes). Wait, or ask an Admin to unlock it.
Your Admin gives you a username and an initial password. Change the password if you are asked to, and never share it.

2. Session timeout and the "Still there?" warning

3. Dashboard layouts

On the Dashboard there is a switch with two options: Tiles (default) and Classic. Your choice is saved for your login. You can also change it on the Account page (click your name at the top right, then Account). Only items for screens you are allowed to open are shown.

The dashboard: attention items and “At a glance” figures.
The dashboard: attention items and “At a glance” figures.

4. Notification bell

  1. Click the bell in the top bar. It refreshes about once a minute and again when opened.
  2. Click a notification to jump to the document. Mark one or all as read.
  3. The full list is at Overview › Notifications.

You are notified when something is waiting for your approval, when your own document is approved or rejected, and about overdue items.

Notifications: the full list behind the bell.
Notifications: the full list behind the bell.

5. My Approvals (Overview › My Approvals)

One inbox for every document waiting on you: purchase orders, payments, quotations, supplier bills and others.

  1. Open My Approvals in the sidebar.
  2. Click a row to open the document and check the details.
  3. Add a comment if you wish, then press Approve or Reject.
Why can't I approve my own document? By default nobody may approve what they submitted. An Admin can switch this on in Instance Settings, but only if the approval step matches you. Leave requests are never self-approved.
Leave is separate: your reporting manager approves it, not the approvals inbox rules.
My Approvals: everything waiting for your decision, across all document types.
My Approvals: everything waiting for your decision, across all document types.

6. Working with list pages

FeatureHow to use it
SearchType in the search box above the table.
Status tabsTabs such as Draft / Pending / Approved show counts. Master lists (customers, parts, suppliers...) open on Active.
Date rangeDocument lists have a date range filter.
SortClick a column heading.
Open a recordClick anywhere on the row.
Export CSVUse the Export CSV button. Exports are recorded for the Admin.
Page size25 rows per page by default; a page-size picker appears on longer lists and is remembered.
TotalsMoney columns show a footer total for all filtered rows.

Filters are kept in the web address, so you can bookmark or share a filtered view.

7. How documents behave

Errors appear as a red message at the top-right. Read it: it normally says exactly what to fix.

8. The roles

Your Admin gives you one or more roles. The sidebar only shows screens your roles can open; a page you cannot open stays hidden. Admin can change this at Administration › Page Access.

RoleTypical work
AdminEverything, plus users, approval rules and settings.
SalesQuotations, orders, challans, invoices, receipts. See Sales guide.
ProcurementPurchase orders, blanket agreements, approved suppliers, goods receipts. See Procurement guide.
AccountsSupplier bills, payments, invoices, receipts, ledgers and reports.
PlantPlant Head: job orders, shop floor, stock, many approvals.
QualityInspections, non-conformances, corrective actions.
HREmployees, leave types, leave balances.
EmployeeApply for leave, claim reimbursements, view own items.

Everything you can open is listed in the left sidebar, grouped in sections. Anything your role cannot open is simply not shown.

All Modules (Overview › All Modules)

  1. Open All Modules from the sidebar (or go to Overview › All Modules).
  2. You see one card per screen, grouped by the same sections as the sidebar, each with a one-line description. Click a card to open that screen.

Who can open it: everyone who is signed in. The page lists only the modules your role can open, built from the same list as the sidebar, so the two always match.

All Modules: every screen you can open, grouped by section.
All Modules: every screen you can open, grouped by section.
Cannot find a screen? Look in All Modules. If it is not there, your role has no access; ask an Admin (access is set at Administration › Page Access).

The in-app Handbook (Overview › Handbook)

The Handbook is the plain-language guide built into WorkCrest. It explains the words you will see (GST, receivable, GRN and so on) and every screen, without assuming accounting knowledge.

Who can open it: everyone who is signed in. Screen descriptions are shown only for the areas your role can open.

  1. Open Handbook (Overview › Handbook).
  2. Use the four tabs at the top: Using WorkCrest (rules that apply everywhere), How things flow (end-to-end journeys), Words (the glossary) and Screens (every screen in detail).
  3. Or type in Search words, screens, guides.... Results mix glossary terms, journeys, rules and screens. A plain word works: "tax" finds GST, "owe" finds payable. Clear the search with the x button.
  4. A screen result opens that screen in the app; the other results jump to their own section of the Handbook.
The in-app Handbook: search, then Using WorkCrest, How things flow, Words and Screens.
The in-app Handbook: search, then Using WorkCrest, How things flow, Words and Screens.

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