Training FAQ
GamePlanPro™ Training FAQ
Search the FAQ or browse by category to find usage and workflow answers.
Accounting
How do I create a vendor?
Create a new Organization (Find > Organization, then click +) and set the Category to Supplier/Vendor on the Main tab.
How do I set up part pricing?
Part pricing is controlled by a customizable margin curve, configured by a system administrator from the Admin screen under Part Margin.
What determines whether the journeyman or apprentice rate is applied to a time entry?
The rate is based on the skills assigned to the user. If the user has at least one skill marked as a Journeyman skill, they are treated as a journeyman and journeyman rates apply.
How do I set, change, and manage contract rates?
Contracts control default work order and quote rates. Rate Templates are Contracts that set the default rates when creating similar Contacts.
Bulk rate updates adjust unlocked contracts by type and service. Rates can be locked for custom handling. Admin tools support searching and setting maintenance fee changes.
Why does GamePlanPro™ avoid “truck charges” on invoices, and is charging for a truck still a sensible billing practice in commercial field service today?
Truck charges are typically overhead rather than a job deliverable. They can create extra admin work, confuse customers, and make costs less predictable. GamePlanPro™ keeps invoicing simple by billing only for labour, parts, and approved work - so vehicle costs are best built into your rates, flat-rate pricing, or a clear minimum service charge.
If an account is in arrears, how can I stop additional work from being performed?
1. On any active Work Orders, select the Hold checkbox (users will see warning prompts).
2. On the Contract screen, select the Account Issue checkbox (users will see warning prompts).
What is a typical workflow for reconciling parts/materials?
A common workflow is: a technician enters the supplier invoice or packing slip number and cost, and GamePlanPro™ automatically marks it up to a sell price. When the supplier invoice arrives, the office searches by invoice or packing slip number and checks the Reconciled checkbox for that line item.
I want to bundle quotes and invoices together. How do I create a quote statement or invoice statement?
From the Contract screen, open the Quotes or Invoices tab, select the quote(s) or invoice(s), then use the Action menu to Print the statement and generate a PDF.
The labour rates were set incorrectly on my quote or work order. I updated the rates, but the total is still wrong. How can I fix it?
Updating labour rates does not automatically update existing time entries. To correct the total, open each existing time entry (by clicking its ID), update it, and save.
What steps do I need to follow to create a new customer?
GamePlanPro™ works best when customer data is entered in a consistent order. Create the customer organization first, then the property management company (if applicable), then add People (organization contacts), Building(s), and finally Contract(s).
What restrictions can be placed on staff making time entries against work orders and quotes?
GamePlanPro™ may be configured to allow technicians to enter time for previous dates with no cutoff, for the current day only, or within the last 24 hours. If a time entry falls outside that technician limit, GamePlanPro™ management can make or adjust time entries on behalf of the technician. Closed work orders must be reopened before time can be changed.
How does GamePlanPro™ manage vacations, holidays, and time off?
GamePlanPro™ tracks statutory holidays and booked time off using the Time Off feature. These entries appear on the calendar and are included in KPI calculations. Staff submit time-off requests from Find/Time Off (click the plus icon). Users in the Vacation Managers group receive an email notification to review and approve requests.
Statutory holidays are entered via the Admin screen.
For a private residence, how should we set up the customer?
Set up a private residence the same way you would a commercial customer. The only difference is that the homeowner is entered as the business (Organization).
How do we enter multiple units within a building?
Set it up based on who you contract with.
One contract for the whole building means one Building. Contracts with unit owners mean separate Organizations, Buildings, and Contracts.
Can I protect sensitive information in GamePlanPro™, such as credit cards, WiFi passwords, building access codes?
Yes. You can encrypt Notes with a password to restrict access. This is useful for storing items like access codes, credit card details, and other sensitive data.
How can I manage part orders in GamePlanPro™?
Part order management is performed via the part status field on the work order screen, and the ability of all team members to search for parts by status (part search screen), and by viewing the parts required, ordered, and received for active work orders on the home screen.
How do I create purchase orders in GamePlanPro™?
In GamePlanPro™, each material (part) entry is automatically assigned a unique ID shown to the left of the entry. You can use this ID as your purchase order (PO) number.
How do I create a quote in GamePlanPro™?
Go to Find/Work Orders/Quotes, then click the + to create a new quote. Select the building and contract, add instructions, assign a technician, tech enters recommended work, estimated time and materials, set all Role statuses to Complete, then use Action/Preview Quote to create and confirm the PDF. Finally, preview the quote and choose Action/Email Quote.
Admin
How do I create a new user?
Admin users can create new users in GamePlanPro™ by creating a Person record (with a valid email), assigning a Position in a company, then creating the user account under System Access and assigning the appropriate Primary Group.
Can we import data into GamePlanPro™?
Yes. GamePlanPro™ includes data import tools to help you move from your previous system quickly and efficiently.
How do I set up and manage periodic maintenance?
To set up periodic maintenance, create a maintenance Contract for the building, add one or more maintenance Profiles, configure each Profile (inspection frequency, included equipment, and filters/belts if applicable), and then create Maintenance Runs to generate work orders.
The training materials show feature [x], but I can’t see it in my system. Why?
In GamePlanPro™, features can be enabled, disabled, or configured differently depending on your organization’s implementation. If you believe you should have access to feature [x], contact Ucora for assistance.
How can I see who did what, and when?
You can audit user actions using the User Activity log, History log, the audit details shown at the bottom of each History & Files tab, the User Metrics log, and the Activity Statistics report.
Can I customize my search screens?
Yes. You can hide or show search criteria fields, and your preferences are saved to your user account. Choose Action/Configure Your Screen, then click the X next to any fields you don’t use often.
I’m going away. Can I access GamePlanPro™ remotely?
Yes. You can access GamePlanPro™ from anywhere in the world as long as your device has a working internet connection and a modern web browser.
Emails sent from GamePlanPro™ come from ucora.com. Why can't they come from my domain?
Emails must be sent from ucora.com to pass spam and security checks. We use Reply-To so responses go to the sender's email address. A DoNotReply address is still required for edge cases where Reply-To is ignored or the message is forwarded.
Can I manage internal projects using GamePlanPro™?
Yes! The Projects entity allows creating and managing internal projects within GamePlanPro™. You may assign Projects to a user, create sub-projects, create wikis within Projects, upload documents, create Notes and Reminder Notes and more.
Can we assign multiple Positions (employment positions) to a single contact, and can we use multiple email addresses under one Person?
Yes. If one Person holds roles at multiple Organizations, create multiple Positions for that same Person. Do not create duplicate Person records.
I created a duplicate entity (organization, person, building, etc.) How can I fix this?
Some entities let you use the Action/Move menu to move content and associations from a duplicate entity to the correct one. This is a powerful tool and there is no undo—once moved, the change cannot be reversed.
How is data organized in GamePlanPro™?
GamePlanPro™ organizes information into a schema of connected "entities." Common entities include Organizations, People, Buildings, Equipment, Contracts, Quotes, Work Orders, and Invoices. Click More... to see additional examples and what entities can do.
Are there video tutorials, training manuals, learning guides, or other resources to get going in GamePlanPro™?
Yes. There are videos and tutorials. Please click on "More..." for a list of resources.
How are a building’s GPS coordinates set?
If a building has a valid address, its GPS coordinates are automatically set based on that address.
I can’t log in. How can I find out why?
If you’re an admin, try logging in as the affected user to reproduce the issue. Otherwise, first verify the password and use the Forgot Password link. Also confirm the user is in a group that has login permission (e.g., Technicians, Managers, or System Admins). Also, be certain to have no parameters after the system URL address ([company].ucora.com and nothing more).
How do I create procedures and assign them to entities in GamePlanPro™?
You may set up Procedure templates via the Admin screen. These Procedure templates may then be used to associate Procedures to any entities within GamePlanPro™.
How does GamePlanPro™ manage career goals?
GamePlanPro™ lets technicians set their own career goals, with AI support. Those goals are visible and can influence daily job assignments. Development happens inside real work, not separate programs. Managers and dispatchers can use or ignore AI suggestions when creating work orders.
Dispatch
What determines who appears in the GamePlanPro™ Schedule Calendar?
The Schedule Calendar shows all active technicians, plus anyone who has a scheduled assignment in the future or the recent past.
What are the various ways of assigning work in GamePlanPro™?
In GamePlanPro™, you can assign work from a Work Order’s Roles tab in three ways: (1) assign a worker and schedule the job on the calendar, (2) assign a worker without dates/times so they schedule it themselves, or (3) post the role to the Work Pool so qualified workers can self-assign.
Why must a technician change a Role from Assigned to Responding, and when should they do it?
Because Responding is the system’s “work has started” signal. It drives accurate work order status, real-time visibility, audit history, KPI reporting, and optional safety alerts. Set Responding when leaving for the site. One technician can only be Responding to one Role at a time.
Misc
How do I create reminders?
Reminders are notes with the Reminder checkbox selected. From any record, choose Action > Make Note. The reminder will appear on your Home screen.
How do I assign skills to a technician?
Go to the User screen and open the Skills tab. From there, you can assign one or more skills to the technician. For help searching by skills when assigning work on a work order, see the ? tips on the Work Order screen under the Roles tab.
What is the story of how and why GamePlanPro™ was created, and what makes it different from other field service management systems?
GamePlanPro™ was created after decades of building custom software for field service companies and seeing the same failure over and over. Systems controlled people instead of helping them. GamePlanPro™ was built around technicians, information transparency, and career growth inside daily workflow, not command and control. That focus is what makes it different.
Can I use GamePlanPro™ for customer relationship management (CRM)?
Yes. GamePlanPro™ can be used as a practical CRM by tracking companies, contacts and job roles, reminders, internal projects, and sales activities to support the full customer journey.
How do I quickly search using the Find menu (magnifying glass)?
Click the magnifying glass to open the Find menu and search for entities by name or ID. To jump to the entity you most recently viewed, type my, mine, or a single period (.).
How do I submit a question or request to Ucora support?
How to get a fast answer or solution
Enterprise customers: submit an "Issue/Opportunity" ("IO") in GamePlanPro™ (use the Find menu and create a new IO).
Flex customers: email askucora@ucora.com
See "More..." for tips on getting help faster.
How do I enter dates? Can the date format be changed?
Supports flexible date and time entry. Use full or partial dates, 24-hour or am/pm time, shorthand offsets from today, and relative increments from another field. Inputs auto-resolve to a valid date and time. All dates are displayed using the international standard of YYYY-MM-DD HH:MM:SS. No other format is permitted.
How do I create a company-wide notice for all staff?
Create a note under organization ID 2 (your company) and mark it as an Alert. It will appear on every user’s home screen.
What AI (artificial intelligence) capabilities does GamePlanPro™ offer?
GamePlanPro™ includes GPP‑AI tools to generate structured quotes and work orders, create summaries of completed work and outstanding quotes by building or equipment, and recommend technician priorities and routing. It also includes an HR-focused module that supports staff development and retention.
How do we attach photos to outputs?
Open the entity, go to the History and Files tab, and click Upload files. During upload, check Public if you want customers to see the images. For entity types with outputs that support photos (quotes, work reports, invoices, etc.), any photos marked Public will appear on the output.