Ostara Systems Knowledge Base

Change Password

Published November 10th, 2025 by Generic User

A user can change their password by navigating to Avatar Menu > My Details > Change Password This will show the Change Password screen, where the user will be asked to enter both their current password and the new password they would like to use. Note: Resetting/changing a password for your user will change the password for all users who may s

List Layouts

Published October 28th, 2025 by Generic User

On each list of Work Orders, the layout can be amended to suit the User's preference by choosing what columns are visible and the width and order they show as. This is done by selecting <Layout> from the top of the list, and adjusting a columns as required. However, there are certain lists that can only be amended by navigating to Avatar Menu

Work Orders Due

Published October 21st, 2025 by Generic User

The Work Orders Due “Tile” shows a user how many Work Orders are due to start within the next 30 days for them to action and what the ETA for each is. It will show a maximum of 10 Work Orders at a time. Selecting a <Work Order> from the list will take you directly to the work order detail page Clicking the <Refresh> icon in the top righ

Custom Lists

Published October 21st, 2025 by Generic User

The Custom Lists “Tile” shows pre-defined custom Work Orders lists based on the lists against the User's profile Selecting a list from the options, will take you through to the relevant list of Work Orders Pre-Requisite: Work Order Defined Lists are associated to User Profile Permissions : Can View Public Work Order Lists, Can View Portal Work Order

Site Documents

Published October 20th, 2025 by Generic User

The Portal provides Users with the ability to view any documents (that aren't certificates - as these are covered in dedicated certificate tiles) that have been uploaded against their Site s. This is done using the Site Documents tile. These documents can range from Risk Assessments to Floor Plans to Images of the Building itself. By clicking the &l

Time Off / Delegation

Published November 10th, 2025 by Generic User

The Time Off’/Delegation functions allow a User to add/edit/remove any time off they are scheduled to have and delegate their work to another user. These functions are accessed by navigating to Avatar Menu > My Details > Time Off/Delegation. This will display any dates where the User has logged any dates that is off from work. The list wil

Awaiting Actions

Published October 20th, 2025 by Generic User

The Awaiting Actions “Tile” takes you to the various areas that require further action before they are fully completed The actions that can be shown in this “Tile” are: “Certificate” - Work Orders that are awaiting the upload of a certificate following works being carried out “Quote Review” - Work Orders where the Client (authoriser) has asked for

Create Work Order - Health & Safety

Published October 21st, 2025 by Generic User

The Create Work Order - Health & Safety “Tile” allows you to create a work order for Health & Safety Incidents. Selecting this tile will navigate to the relevant screens to create a new Health & Safety work order Pre-requisite: None Permissions Required: Can Create Reactive Work Order Tile Type: Count

Escalation Contacts

Published November 10th, 2025 by Generic User

The escalations tab allows you to specify the order in which escalation contacts in your organisation will appear in the system, and the contacts that can be contacted should your client need to escalate a work order. To edit these, navigate to Avatar Menu > My Details > Escalation Contacts. Using the arrows on the left-hand side, you can reor

List Layouts

Published November 10th, 2025 by Generic User

Some Users may find that certain lists are have too many columns or certain columns are more important and need be shown earlier than others. These sort of changes can all be done using the List Layouts function. To do so, navigate to Avatar Menu > My Details > List Layouts to display a list of list that can be configured Selecting a list will

Quote Status

Published October 21st, 2025 by Generic User

The Quote Status “Tile” shows the client the number of quotes by status. “Not Selected” - Quote work orders that have been received and are awaiting the selection of one to proceed with (Pending Selection) “Not Received” - Quote work orders that you have sent to suppliers/contractors and are awaiting a response on (Pending Receipt) “Not Sent” - Quot

Mobile App

Published November 10th, 2025 by Generic User

For Users that require the Mobile App to start and complete work orders, they will need to download the ‘Mobile App’ on to their mobile devices. The ‘Mobile App’ is available to download from the Apple App Store (iPhones) and the Google Play Store (Androids). Alternatively, the user can log into the portal and then use their mobile device to scan

Contractor Contacts

Published November 10th, 2025 by Generic User

The Contractor Contacts option allows you to view and edit the details of contacts in your organisation. The detail displayed shows which users in your organisation have access to the Ostara System, and their contact details (including their email address and phone number). To edit these, navigate to Avatar Menu > My Details > Contractor Conta

Contractor Documents

Published October 21st, 2025 by Generic User

The "Contractor Documents" “Tile” shows a list of documents that have been created and specifically tailored to contractors Selecting this will take you through to a list of documents for you to review Pre-Requisite: N/A Permissions : Can View Contractor Documents Tile Type: Count

Preferences

Published November 10th, 2025 by Generic User

Users are able to amend the language or the portal and its theme. To do so, navigate to Avatar Menu > My Details > Preferences The user can change between a Light and Dark theme for Ostara The Language available will be determined by a Client's individual system settings, generally triggered by the countries they are operating in

My Details

Published November 10th, 2025 by Generic User

When a User needs to update their contact information they can do so by logging into the Ostara portal and navigating to Avatar Menu > My Details > My Details. This contains the User's main contact details such as their name, phone number and email address. These can be edited by amending the information in the desired fields. Permissions : C

Device List

Published November 10th, 2025 by Generic User

The Device Manager is a feature in the Ostara System that allows for the management of mobile phones, that are using the Ostara Mobile App. Within the Device Manager, users can view all devices associated to their Contractor, and can carry out two actions: clearing the registered name, and deactivating mobile devices. The Device Manager should be

Open Quote

Published October 20th, 2025 by Generic User

The Open Quote “Tile” will show you how many outstanding “Quote Work Orders” you have based on your access Selecting this will take you to the Jobs (Outstanding Quote ) list where you will see “Quote Work Orders” that you can click on for a more detailed breakdown. Clicking the <Refresh> icon in the top right hand corner of the “Tile”, will re

Authorisation Status

Published October 21st, 2025 by Generic User

The “Authorisation Status” “Tile” shows a user the number of work orders that require authorising. Selecting one of the above will take you to the relevant list that shows the work orders applicable "Pending Authorisation" - Work orders that are yet to be reviewed, and either Approved, Rejected, Placed on Hold or have Further Information requested “

Create Purchasing Invoice

Published October 20th, 2025 by Generic User

This “Tile” allows suppliers to submit “Invoices” and/or credit notes against work orders Click on the type of invoice you wish to submit “Purchasing Invoice” - A single invoice per Work Order “Purchasing Credit Note” - A single credit note per Work Order “Purchasing Consolidated Invoice Note” - An invoice note submitted to cover multiple Work Order

Open Purchasing

Published October 20th, 2025 by Generic User

The Open Purchasing “Tile” will show you how many outstanding “Purchasing Work Orders” you have based on your access Selecting this will take you to the Jobs (Outstanding Purchasing ) list where you will see “Purchasing Work Orders” that you can click on for a more detailed breakdown. Clicking the <Refresh> icon in the top right hand corner of

Quote Requests

Published October 21st, 2025 by Generic User

The Quote Requests “Tile” shows users how many outstanding quote requests they have that require their attention. The number of Quote Work Orders awaiting a quote are shown in the tile and by clicking the <number of jobs> (highlighted in blue) all work orders awaiting a quote, against the Users site(s), are displayed. Selecting this will tak

API Integration

Published November 10th, 2025 by Generic User

Ostara can be configured to send Work Order data to an endpoint when appropriate Work Order events are triggered An endpoint can be either an email address or a web endpoint. Email addresses will be sent the appropriate data in JSON format as an attachment. Web endpoints will have the JSON data posted to it To access the documentation to set this up

Health and Safety

Published October 21st, 2025 by Generic User

The ‘Health and Safety’ tile displays information about any Health and Safety issues for the sites Selecting one of the links will take you to the work order list for you to review each work order individually. Total Accidents/Incidents - A list of all work orders raised for Health & Safety Incidents Outstanding Accidents/Incidents - A list of w

Create Work Order

Published October 20th, 2025 by Generic User

The Create Work Order “Tile” allows you to choose what type of “Work Order” you wish to create <Click on the the type of “Work Order” you require> “Reactive” - A type of Work Order that is used to for every day call outs and repairs. These are the most commonly raised Work Orders and are raised by many different users to report issues at thei

FAQs

Published October 21st, 2025 by Generic User

The FAQs “Tile” allows users to find the answers to Frequently Asked Questions they may have. This will be configured in line with your access and therefore will contain articles that are associated to your profile. By selecting one of the questions, you will be taken to the relevant screen to see the question and the answer. Clicking the <Refres

Open Planned

Published October 20th, 2025 by Generic User

The Open Planned “Tile” will show you how many ‘Planned Work Orders’ (previously known as PPMs) you have based on your access Selecting this will take you to the Jobs (Outstanding PPM) list where you will see ‘Planned Work Orders’ that you can click on for a more detailed breakdown. Clicking the <Refresh> icon in the top right hand corner of

Unread Messages

Published October 21st, 2025 by Generic User

The Unread Messages “Tile” shows a user how many messages they have received but are yet to read Selecting this will take you through to the “Messages’ List” where you can individually go into a message. Pre-Requisite: Messages created in the last 30 days and not previously read by User, Message mapping needs to be associated to User profile Permis

Create Invoice

Published October 20th, 2025 by Generic User

This “Tile” allows users to submit invoices following works being completed Click on the type of invoice you wish to submit “Invoice” - A single invoice per Work Order “Credit Note” - A single credit note per Work Order “Consolidated Invoice” - An invoice submitted to cover multiple Work Orders “Consolidated Credit Note” - A credit note submitted to