How to use SwardOps
Everything you need to run your grounds operation from one place. Pick a topic, or jump to the FAQs.
Getting started
Set up your account and get your operation running in an afternoon.
Scheduling & operations
Plan the week, assign crews, track work as it happens and handle the unexpected.
- The schedule & assigning workBuild the week, drag jobs onto crews, and handle multi-crew days.
- Live board & mapSee who is where right now, including lone-worker last-seen positions.
- Urgent jobs & yellow slipsRaise a callout fast, and track defects that need rectifying.
- Incident reportingCrews log incidents from the field; the office is notified instantly.
- Suppliers & appointmentsTip runs, merchant pickups and other stops — on the schedule, with satnav and time tracked.
- Site walk-around checksLeader-signed site checks on every visit — with sensible switches for quick jobs.
- Reminders at the next visitCustomer rings about something specific? Pin it to the next visit so the crew see it.
Clients & getting paid
From first enquiry to a paid invoice — leads, customers, quotes and money.
- Leads, customers & sitesCapture enquiries, convert them to customers, and manage sites and contacts.
- Quotes & online acceptanceBuild a quote, send it, and let the customer accept it with one click.
- Services & recurring contractsDefine your services once, and let recurring contracts raise invoices automatically.
- Invoices & getting paidRaise invoices, take card payments online via Stripe, and sync to Xero.
- Debtors & chasing paymentSee who owes you what, and how overdue it is, at a glance.
- The customer InboxEmail, SMS, WhatsApp and portal messages from customers, threaded in one place.
- What your customers see (no login)The branded quote, invoice and enquiry pages customers use without an account.
- The customer portal (and previewing it)A self-serve portal per customer — and a preview so you can see exactly what they see.
- Email campaignsMarket to your customer base — segmented, branded, opt-out compliant.
- Work requests & online bookingA public form (and even self-serve booking) for new work — plus an embed for your website.
- Recommendations (upsells done politely)Spotted extra work on site? Send it to the customer with photos — they request a quote in a tap.
- Automatic customer emailsThe emails SwardOps can send your customers for you — all off by default.
Your team
Crews, staff, time, leave and compliance — everything people-related.
- Crews & staffAdd staff, set roles, group them into crews, and give them the mobile app.
- Timesheets & the crew day-viewCrews clock in by arriving on site; time rolls up into timesheets.
- Leave & coverStaff request leave, you approve it, and you get reminders before it starts.
- Compliance & certificatesTrack tickets and certificates, with reminders before they expire.
- Training & equipment locksLog in-house and outsourced training, and stop untrained crew taking the kit.
- Subcontractors — and finding subbie workBring subbies in (free accounts), pass work out, handle their invoices with CIS — or pick up local work yourself.
- Rewards & the scoreboardPoints for good work, a weekly winner, and a quarterly championship.
- What your crew see on their phonesA simple, focused day-view — their jobs only, nothing else.
Equipment & spray
Machines, servicing, daily checks, spray records and COSHH.
Winter gritting & tree work
Two add-on packs — switch either on in Settings when you do the work.
Business, settings & billing
Reports, your company profile, integrations and your SwardOps subscription.
- Reports & profitabilitySee how the business and individual jobs are performing.
- Settings & your company profileYour yard, hours, rates, branding and notification preferences.
- Integrations: Stripe, Xero & GoCardlessConnect payments and accounting so money and books stay in sync.
- Your SwardOps subscriptionPlans, your trial, and managing your own billing.
- Request a featureAsk for anything, straight from the app — and watch its status.