Scorekeeper Help Docs (User Guide)

Learn how to use its features in depth.


Introduction - Users


In Scorekeeper, you can add new users up to the number included in your subscription plan. The users can be assigned three roles:

  • Account Manager - This role is assigned to the user who has been setup at the sign-up stage. An Account Manager has complete control over the management of Scorekeeper such as adding, updating, editing or deleting records. A user account with an Account Manager Role cannot be edited, deleted or deactivated.

  • Administrator - A user can be assigned an Administrator level access. This role has the same permissions as Account Manager role. An Administrator has complete control over the management of Scorekeeper such as adding, updating, editing or deleting records. A user account with an Administrator Role can be edited, deleted or deactivated by Account Manager.

  • User - A user with User level access permissions has limited access to the application functions such as adding, updating, editing or deleting records except Pilots and Pilot-Values. An account with a 'User' Role can be edited, deleted or deactivated by Account Manager or Administrator.

    Note: User access permission allows setup / management of Pilots (add Pilots, assign Products, Publishing and Archiving of Pilots). User can add new Pilots only under their account name and cannot select other users to assign a new Pilot. Similarly, a User can record and publish values, change location and upload photos for Pilots under their names.

    Account Managers and Administrators can create and assign Pilots to all users who have an active status.

Add A New User


scorekeeper-user-add

To add a new user:

  • Go to Users > Click on
  • Enter a valid Email address, assign a Password
  • Enter Name, Phone numbers including country and area code without any leading '0' (zero)

  • scorekeeper-user-role

  • Assign Access Permisissions - Administrator, User
  • Click on Add to save record
  • An email will be sent to the new user with login details
  • Note: Email address and Mobile number will be used to send 6-digit authentication codes, required at the time of login

Update A User


scorekeeper-user-update

To update an existing user:

  • Go to Users > Click on next to the user's name
  • Assign new Access Permisissions - Administrator, User
  • Enter new Phone numbers including country and area code without any leading '0' (zero)
  • Click on Save to update record

Introduction - Classifications


In Scorekeeper, products can be assigned a Classification when entering in the system. These are used to categorise products into logical levels for reporting purposes. There is no limit on the number of classifications that can be added in the system.

There are 3 classification levels that can be setup in the system. The levels named Default are setup when the application is initialised. However, we strongly recommend setting up a more meaningful set of product classifications to categorise your trial products.

Classifications in Scorekeeper are made up of two parts, which can be customised to suit any business:

  • Classification Titles - Classification Titles in Scorekeeper are not fixed. These can be customised to suit your business terminology. By default, each of these levels have been given a title, called Level 1, Level 2 and Level 3. These titles can be modified in the system to provide a familiar interface when working in the application.
  • Classification Levels - Scorekeeper provides a method to setup a heirarchy of three Classification Levels to suit requirements of any business.
  • Note: - Products can be assigned a Classification at any time.

An overview of Classifications Section

scorekeeper-classification-overview

1

Add Title

2

Add a new Classification

3

Update Classification

1

Add Title

2

Add new Class

3

Update Class


Add a new Title


To add a new title:

  • Go to Classifications > Click on next to classification titles.
  • Select a tab - Level 1, Level 2 or Level 3 or a tab with an existing title

  • scorekeeper-classification-title-new

  • Enter New Title
  • Click on Update to update record

Add a new Classification


To add a new classsification:

  • Go to Classifications > Click on
  • Select a tab for the Classification Level to add

  • scorekeeper-classfication-new

    Note: - For Level 2 and Level 3, select Level 1 and Level 1 / 2 respectively to maintain the Classification heirarchy.
  • Click on Update to update record

Update an existing Classification


To update an existing classification:

  • Go to Classifications > Click on in the header
  • Select the Classification name to modify

  • scorekeeper-classification-update

  • Enter New Name
  • Note: - For Classifications Level 2 and Level 3, select Level 1 and Level 1 / 2 respectively to maintain the Classification heirarchy.
  • Click on Update to update record

Introduction - Suppliers


In Scorekeeper, you can add Suppliers whose products & stock items are being trialed. There is no limit on the number of suppliers that can be added in the system.


An overview of Suppliers Section

scorekeeper-suppliers-overview

1

Add a new Supplier

2

Update Supplier

3

Add a new Contact

4

Update Contact

5

Delete Contact

1

Add Supplier

2

Update Supplier

3

Add Contact

4

Update Contact

5

Delete Contact


Add a new Supplier


To add a new supplier:

  • Go to Suppliers > Click on
  • Enter Supplier Code, Name & a valid Email address

  • scorekeeper-supplier-new

  • Enter Supplier's Phone & Mobile Numbers
  • Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
  • Enter Business Registration & Website address
  • Enter Supplier's Business Address
  • Click on Add to save record

Update an existing Supplier


To update an existing supplier:

  • Go to Suppliers > Click on next to the supplier's name
  • Update Email address, Phone, Business Address, Registration Number and Website address as required

  • scorekeeper-location-update

    Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
  • Click on Update to update record

Add a new Contact (Supplier)


To add a new contact (supplier):

  • Go to Suppliers > Click on next to the supplier's name
  • Enter Contact's First & Last Names, a valid Email Address and Position in the organisation

  • scorekeeper-supplier-contact-new

  • Enter valid Phone and Mobile Numbers
  • Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
  • Click on Add to save record

Introduction - Products


In Scorekeeper, you can add products for conducting trials. There is no limit on the number of products that can be added for running your trials. Before adding a new product, please ensure that the following modules have been setup in the system:

  • Suppliers - A Supplier record is required to enter a new product. A product can only be recorded under a supplier account.

  • Classifications (Product) - You will also require Classification setup to assign to a product. We generate a Default level of classifications at the initial setup stage; however, we strongly recommend setting up a more meaningful set of product classifications to categorise your trial products.
    Note: A product can be assigned classification at any time after it has been added. All reports after this update will reflect the new classification.

An overview of Products Section

scorekeeper-products-overview

1

Add a new Product

2

Update Product

1

Add Product

2

Update Product


Add A Product


To add a new product:

  • Go to Products > Click on
  • Select a Supplier

  • scorekeeper-product-new

  • Enter product Code, Name and Description
  • Assign Classifications - select from drop-down lists for each level. If no new classification has been added, select Default classification.
  • Click on Add to save record

Update A Product


To update an existing product:

  • Go to Products > Click on next to the product's name
  • Update Name, Description, Summary (Internal / External use)

  • scorekeeper-product-update

  • Assign New Class - to assign new classifications, click on next to 'New Classes'
  • Click on Update to update record

Introduction - Stock / Inventory


In Scorekeeper, you can add stock items / inventory for conducting trials. There is no limit on the number of stock items that can be added under each product. A stock item can be entered with Lot No and / or Serial No, which can be used for tracking stock in one or more trials. Before adding a new stock item, please ensure that the following modules have been setup in the system:

  • Product - A Product record is required to receive a stock item as stocks can only be recorded for a supplier > product.

An overview of Stock / Inventory Section

scorekeeper-stocks-overview

1

Add a new Stock Item

2

Update Stock Item

2

Delete Stock Item

1

Add Stock

2

Update Stock

3

Delete Stock


Add Stock Item


To add a new stock item:

  • Go to Stock > Click on
  • Select a Supplier

  • scorekeeper-stock-receive

  • Enter Stock Received Date and Unit of Measure
  • Enter Qty Received (up to 3 decimal points)
  • Enter Cost ($) if required
  • Enter Lot Number, Serial Number & Notes, if required
  • Click on Add to save record

Update an existing Stock Item


To update an existing stock item:

  • Go to Stock > Click on next to the product's name
  • Update Date Received & Unit

  • scorekeeper-stock-update

  • Update Qty Received & Cost
  • Update / Record Lot Number, Serial Number & Note
  • Click on Update to update record
  • Note: Qty Received field value can be updated if this stock item hasn't been allocated to a Pilot.

Introduction - Locations


In Scorekeeper, you can add Locations that can be linked to trials. A location in Scorekeeper can be a warehouse, a research lab, grower's field, a production facility or an office. So, any place where trials are being conducted can be setup as a location in Scorekeeper. There is no limit on the number of locations that can be added in the system.


An overview of Locations Section

scorekeeper-locations-overview

1

Add a new Location

2

Update Location

3

Add a new Contact

4

Update Contact

5

Delete Contact

1

Add Location

2

Update Location

3

Add Contact

4

Update Contact

5

Delete Contact


Add a new Location


To add a new location:

  • Go to Locations > Click on
  • Enter Location Name

  • scorekeeper-location-new

  • Enter Address to search & select - Scorekeeper utilises Google Maps' extensive database to search and provide accurate location addresses
  • Note: The Address, Latitude and Longitude fields are auto-completed from the above selected search result.
  • Click on Add to save record

Update an existing Location


To update an existing location:

  • Go to Locations > Click on next to the location's name
  • Enter a new address to search

  • scorekeeper-location-update

    Note: The Address, Latitude and Longitude fields are auto-completed from the above selected search result.
  • Click on Update to update record

Add a new Contact (Location)


To add a new contact (location):

  • Go to Locations > Click on next to the location's name
  • Enter Contact's First & Last Names, a valid Email Address and Position in the organisation

  • scorekeeper-location-contact-new

  • Enter valid Phone and Mobile Numbers
  • Note: - Accepted Format for Phone / Mobile Numbers is + sign, country, area code & number without leading '0'.
  • Click on Add to save record

Introduction - Templates


In Scorekeeper, you can create new pilot Templates to record your trial values. The templating function in Scorekeeper provides a flexible design. The application allows to add up to 30 record fields from a pre-defined set of field-types. Besides, certain field types such as 'color (range)' allow recording of values up to 10 parameters each for user-selection.

When setting up a template, you can pre-define certain values, such as, number range or colour range. Other field types remain empty for the users to fill actual trial values, such as, dates or number (single).

Each business has a different set of requirements when conducting pilots. These requirements vary from one business to another and from one pilot to another. That is why we do not restrict you to work with a fixed template. We have built flexibility in our software design. As a result, you can add custom templates that suit your specific requirements.

Pilot Template Stages - Published & Status

  • Active / Inactive: When a new Pilot Template is created, they are set to Active stage by default and will become available to every user once published.
    Note: Pilot templates can be set to Inactive state even when these have been assigned to a pilot. Once the pilot templates have been made Inactive, these will be marked for archiving / deletion in the database.
  • Published (Yes / No): When a new Pilot Template is created, they are set to Published - No stage by default. The templates become available to assign only after these have been Published. Once published, the Pilots become available to every user to assign when setting up new Pilots.
    Note: Pilot templates can be Unpublished even when these have been assigned to a pilot.

An overview of Pilot Templates Section

scorekeeper-templates-overview

1

Add a new Pilot Template

2

Update Pilot Template

3

Duplicate Pilot Template

1

Add Template

2

Update Template

3

Copy Template


Add A New Pilot Template


A pilot template can combine up to 30 required fields from the pre-defined field types. The field types that are available to select are as below:

scorekeeper-templates-fieldtypes

  • Color (range) - When selected, this provides an option to choose up to 10 colors from the colour palette. Or add your own colour codes.
  • Date (range) - When selected, this provides two date fields to enter a range of dates.
  • Date (single) - When selected, this provides a single date field.
  • Number (range) - When selected, this provides you three boxes to enter Minimum, Maximum and Default number values. This field is displayed as a Slider when actual field values are recorded.
  • Number (single) - When selected, this provides a single number field.
  • Text (score) - When selected, this provides you an option to pre-define up to 10 parameter values. These values are presented as radio buttons. Users can select a single value when recording actual field values.
  • Photo (count) - By default, users can upload one photo per set of trial values. But, you can enter a number up to 3 to define a count of total photos that a user can upload per set.
  • Text (remark) - This field provides a text box to record comments or remarks up to a maximum of 300 character.

  • Note: Only Account Managers and Administrators can create Pilot Templates for all users.

An example of a new Pilot Template

scorekeeper-templates-add

To add a new pilot template:

  • Go to Templates > Click on
  • Enter date, name and a brief description
  • Add a Row (minimum 1 up to a maximum of 30) - define header column, scoring order, field type (see for more detail below), required (tick for 'yes')
  • Define values (maximum 10) for field types, if selected - color (range), number (range), text (score)
  • Click on Add Template to save record

Update An Existing Pilot Template


scorekeeper-templates-update

To update an existing pilot template:

  • Go to Template > Click on next to the template's number.
  • This will open the selected pilot template in a new page
  • Update / Edit fields as required
  • Mark any row as 'Remove'. Rows that have been marked for removal will be deleted from the template when the record is saved/updated
  • Add a new Row, if required and define header column, scoring order, field type and required flag
  • Click on Update Template to save record

Copy (Duplicate) An Existing Pilot Template


scorekeeper-templates-update

To copy an existing pilot template:

  • Go to Template > Click on next to the template's number.
  • This will open the selected pilot template in a new page
  • Click on Copy Template to create a copy (duplicate) of the selected template
  • The copy of an existing template can now be modified by following the Update Pilot Template steps

Introduction - Pilots


You can add Pilots after users, products, stocks, locations and pilot templates have been setup. The Pilots bring together all the above to provide a place to record actual pilot values.

Pilot Stages - Published & Archived

  • Published (Yes / No): When a new Pilot is created, they are set to Published - No stage by default. The pilots become available to users to record values only after these have been Published. Once published, the Pilots become available to the assigned user to record values.
    Note: Pilots cannot be Unpublished after pilot values have been recorded for any stock item that has been assigned to this pilot.
  • Archived (Yes / No): When a new Pilot is created, they are set to Archived - No stage by default and will become available to record values to assigned user once published.
    Note: Pilots can be set to Archived - Yes status anytime. We recommend to archive pilots only after the pilot values have been recorded and analysed and these are no longer required to be in an active state. Once the pilots have been Archived, these will be marked for archiving / deletion in the database.

Managing Buttons - Enabled & Disabled States - to avoid duplication and accidental deletion of pilot records, we manage enabled and/or disabled states of various buttons when following conditions are met:

  • Assign Template
    • Enabled: Pilot Template has not been assigned
    • Disabled: Pilot has been published, Pilot Values have been recorded
  • Assign Stock / Products
    • Enabled: Pilot Template has been assigned
    • Disabled: Pilot Template has not been assigned, Pilot has been published, Pilot Values have been recorded
  • Remove Stock / Products
    • Enabled: Pilot Template has been assigned, Product has been assigned
    • Disabled: Pilot Template has not been assigned, Product has not been assigned, Pilot has been published, Pilot Values have been recorded

An overview of Pilot Section

scorekeeper-pilots-overview

1

Add a new Pilot

2

Assign a Template

3

Assign a Product

4

Remove Product

1

Add Pilot

2

Assign Template

3

Assign Product

4

Remove Product


Steps to add a new Pilot


  • Step 1 = Add a new Pilot - Start a new Pilot and assign a user (staff) and a location.
  • Step 2 = Assign a Pilot Template - Assign a Pilot Template to create a list of fields that will be required to record actual pilot values.
  • Step 3 = Assign a Product & Stock - Assign Products and Stock lines that are being trialled and need to be tracked for the trial values.
  • Step 4 = Publish - Publish the Pilot to record values.

Add A New Pilot


scorekeeper-pilots-add

To add a new pilot:

  • Go to Pilots > Click on
  • This will open the form to add a new pilot
  • Select Date Created or leave as current date
  • Select Pilot Review Date - the date can be used to filter pilots that are coming up for a review
  • Select User (Staff) - assign pilot to a staff. Account Manager and Administartors can assign pilots to any staff, whereas users with User access level can assign pilots only to themselves
  • SelectLocation - assign a location to the pilot
  • AddPilot Name and Pilot Description
  • Click on Add Pilot to save record

Assign A Pilot Template


scorekeeper-pilots-assign-template

To assign pilot template to a new pilot:

  • Click on under Template header column.
  • This will open the form to assign a pilot template
  • Select Pilot Template from the available list
  • Click on Assign to save record

Assign a Product & Stock


scorekeeper-pilots-assign-product

To assign a product and stock to a pilot:

  • Click on under Products header column.
  • This will open the form to assign a product and stock
  • Select Product from the available list
  • Select Stock - select from the stock lines that are available for the selected product
  • Enter Qty Allocated- enter quantity allocated to this pilot. This allocation cannot be more than the available quantity
  • Click on Assign to save record
  • Notes:
  • Allowed Products & Stocks - Total up to 10 - You can assign up to 10 different products or up to 10 different stock lines for a single product or a combination of different products and multiple stock lines under a Pilot
  • Same Product or a Stock Line cannot be repeated under a Pilot

Remove a Product & Stock


scorekeeper-pilots-remove-product

To remove a product and stock from a pilot:

  • Click on under Products header column.
  • This will open the form to delete a product and stock
  • Select Product to remove from the available list
  • Select Stock to remove - select from the stock lines that are available for the selected product
  • Click on Remove to remove the selected product & stock
  • Notes:
  • After a stock line has been removed, the allocated quantities and quantity balances will be re-adjusted with the quantity removed