Welcome to the Back Office
The One Big Green Back Office is your central workspace for planning and managing your plant service operation. It connects company setup, Service Sites, field inventory, scheduling, team workflows, time tracking, reports, and job costing.
You do not need to learn every feature or configure everything on day one. Start with the foundations, test a complete workflow with a few real Service Sites, and add more advanced options as your operation grows.
Understand the four main sections
My Company is where you maintain the basic structure of your business, including your service portfolio, team members, vehicles, and plant nicknames used by technicians.
Work in Progress is the home for ongoing and upcoming operations. Use it to schedule Service Visits and manage work that needs attention, such as Replacements, Issues, and Assignments.
Reports helps you review completed work and operational data. You can check Service Visit and Delivery reports, Timesheets, and other records to understand what happened in the field and what needs follow-up.
Settings is where you configure company-wide options, job workflows, access, automation, and notifications. The available options depend on your role and permissions.
Set up your Account and Job settings
Before building your schedules, review the settings that affect your company and the way jobs are recorded. You can return to optional settings later.
Account settings: company information and working preferences
Check that your company name and contact information are correct.
Add the address or addresses of your own offices or operating locations.
Set standard opening hours for the relevant region, where applicable.
Decide whether to enable geofencing for time tracking and choose a suitable radius. If a technician clocks in or out outside the configured radius, the system can flag it for review.
Add your company email and branding when you are ready to share Service Visit or Delivery reports externally. Configure the company email so external communication can be sent from your company domain; upload your logo and choose the report styling you want customers to see.
Job settings: options that shape your workflows
Job Settings contains optional settings that you can configure to match your company’s processes. Review the options and enable or define only what you need:
Contract expiration reminders, including the relevant recipient email, so the responsible person can be alerted when a contract is approaching its end date.
Default ownership of Plants and Planters, where this distinction is relevant to your operation.
Overtime settings, to distinguish regular time from overtime according to your company’s rules. If you plan to use money-based budgets, configure and double-check these rules before setting up budgets.
Unplanned activity types for work that was not on the calendar, such as an urgent site visit, an unexpected replacement, or an extra service.
Organize your data in a sensible order
Once the basic settings are in place, create the data your team will use in daily operations. A consistent structure now will make scheduling, reporting, and later updates easier.
Invite users and assign appropriate roles, permissions, and site visibility. OBG has three main roles: Admin, Manager, and Field team. Give each person the access needed for their responsibilities; sensitive financial information, including hourly rates and budget cost data, is visible only to Admins.
Create your Service Sites and check that names, addresses, contacts, and practical site details are accurate. Agree on consistent naming conventions before adding a large number of sites.
Create the Services provided at each Service Site. You can leave visit frequencies and assignees blank at first and fill them in as you schedule work.
Add Floors, Zones, or Rooms only where they help technicians locate inventory.
Add field inventory for each Service. OBG organizes it around Displays, Planters, and Plants. You can enter it manually, import it from a spreadsheet, or use the available AI-assisted photo-import workflow. Review a small sample before importing a large portfolio.
Add vehicles and configure supporting workflows, such as Budgets, Notifications, Issues, Assignments, and Replacements, as they become relevant to your operation.
Start scheduling and test the whole workflow
Once your Service Sites, Services, and inventory are ready, schedule recurring and one-off work and assign it to the appropriate team members. When OBG asks whether you want to update the technician and visit frequency on file while scheduling, select “Yes” if you want those details to be filled in automatically for future use.
Before relying on OBG for everyday operations, run one or more practice rounds. Have field team members log time, complete Service Visits, record their work, and create or close Issues, Assignments, and Replacements. Then review the resulting reports and Timesheets in the Back Office to make sure the records look as expected.
If you plan to use money-based budgets, choose whether to budget time, money, or both, add the relevant hourly rates, and check your overtime settings. Remember that only Admins can see sensitive financial data.
If you plan to share reports with customers, start in manual mode and send a test report to yourself. Review both the report and cover message before adding customer recipients or switching to automatic sending.
Customize the Back Office interface
You can adjust the Back Office interface to make routine work more comfortable and keep the information you need in view.
Use the dark mode toggle in the top-right area if you prefer a darker interface.
Collapse or expand the left navigation menu with the menu icon. Collapsing it gives the main work area more space.
Customize tables and views where those options are available, so the information you use most often is easier to scan. Choose a useful set of columns and arrange your working view around the task you are doing, rather than trying to display everything at once.
Interface preferences can make daily work easier, but they do not replace good data structure or permissions. If a colleague can see a feature or record that you cannot, check your role, permissions, and site visibility.
Find help and keep the system up to date
The top-right corner includes a shortcut to the Knowledge Base, where you can find how-to articles, walkthroughs, and tips. Use Request support when you need help, Report a bug when something behaves unexpectedly, and Share a feature idea to suggest an improvement.
The notification area helps you keep track of supported events, such as visits that were missed, rescheduled, or completed ahead of time. Depending on the event, you may be able to take action directly from the notification, such as rescheduling a missed visit.
Treat setup as an ongoing process. Review user access, notifications, vehicle information, budgets, service standards, and data quality as your team and business change.
Practical tips
Start with company information, user access, Service Sites, Services, and field inventory before configuring every advanced feature.
Test the workflow with a small number of real sites before importing your full portfolio or rolling OBG out to the whole team.
Keep site and Service names consistent to make information easier to find and maintain.
Set up branding and test customer-facing reports before enabling automatic sending.
Use table customization, dark mode, and the collapsible navigation menu to make the Back Office comfortable for your daily tasks.
If information appears to be missing, check permissions and site visibility before assuming the record does not exist.