Visioo documentation

Why this matters

Visioo builds on the assets you already operate rather than a blank system. Setting up in the right order means your first cost report reflects real activity instead of estimates.

Before you start

• Admin access to your Visioo workspace
• A list of the vehicles and machines used on site
• Who works on which project

Setup order

1. Add vehicles and machines
2. Add employees
3. Add fuel tanks (optional)
4. Set up your workspace and cost structure

Most teams finish this in under an hour. You can add assets later without redoing anything.

Why this matters

A geofence tells Visioo where a project physically starts and ends, so activity is attributed to the right site automatically instead of being assigned by hand.

Before you start

• The project must already exist
• Know the approximate site boundary

Steps

1. Go to Tracking → Geofences → New
2. Draw the boundary on the map
3. Link it to a project
4. Turn on entry and exit alerts if you want notifications

Add a 20–30 m buffer beyond the actual boundary. Tight fences cause repeated entry/exit alerts as machines work near the edge.

Why this matters

Knowing the formula makes variance explainable instead of surprising.

The formula

Project cost = machine hours × hourly rate + labour hours × labour rate + fuel consumed × fuel price + fixed costs

Where each number comes from

• Machine hours — telematics, or manual entry if not connected
• Labour hours — kiosk check-ins or time declarations
• Fuel — tank refuel logs
• Fixed costs — your workspace cost structure

Variance compares actual against planned. Anything past 10% is usually worth investigating.

Why this matters

Operations is where day-to-day field activity becomes structured data. Tracking and Fleet tell you where machines are and what they cost — Operations tells you what actually happened on site, and against which project.

What Operations covers

• Projects — the unit everything else attributes to
• Time — who worked, where, for how long
• Activity — what was done, logged from the field rather than reconstructed later
• Cost structure — the rates that turn hours into money

Before you start

• At least one project created
• Employees added, with hourly rates set

How data arrives

Most activity is logged from the Visioo Kiosk App on site. Where a project has geofences, entry and exit are recorded automatically and no one has to declare anything.

Operations runs on its own once projects and people exist. If reports look thin, it's almost always because activity isn't being logged at source — not because something is misconfigured.

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Why this matters

Fuel is usually the largest variable cost after labour. Tracking tanks lets Visioo attribute fuel to a specific machine and project instead of a monthly lump sum.

Steps

1. Go to Fuel → Add tank
2. Enter the name, capacity and location
3. Record deliveries as they arrive
4. Log each refuel against the machine that received it

Without tanks, fuel still appears as a project cost — just not per machine.

Why this matters

Visioo builds on the assets you already operate rather than a blank system. Setting up in the right order means your first cost report reflects real activity instead of estimates.

Before you start

• Admin access to your Visioo workspace
• A list of the vehicles and machines used on site
• Who works on which project

Setup order

1. Add vehicles and machines
2. Add employees
3. Add fuel tanks (optional)
4. Set up your workspace and cost structure

Most teams finish this in under an hour. You can add assets later without redoing anything.

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Why this matters

Every cost Visioo calculates traces back to an asset. Until a machine exists in the system, its hours and fuel can't be attributed to a project.

Before you start

• Admin access
• Registration or ID numbers for each machine

Steps

1. Go to Assets → Add asset
2. Enter the name, registration and type
3. Set the hourly cost rate
4. Assign it to a project (optional — you can do this later)

Hourly rates can be changed at any time, but historical costs are not recalculated.

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