📌 Overview

The Khatavahi Tracking System is organized into multiple modules to manage:

• User tracking
• Attendance
• Orders
• Visits
• Reports

Each module plays a specific role in the field force automation workflow.

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🧩 Main Modules

📁 Khatavahi Tracking

This section contains all operational DocTypes used in daily field activities.

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⚙️ 1. Tracking Setup KBS

📌 Purpose

Central configuration module for tracking system.

🔧 Features

• Configure Distance Threshold (meters)
• Define system-level tracking rules
• Control validation logic

🎯 Usage

• Used for visit validation
• Controls GPS-based restrictions

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🕒 2. User Checkin KBS

📌 Purpose

Manages user attendance logs.

🔧 Features

• Check-in (IN) with:

  • Face verification
  • GPS location

• Check-out (OUT)

• Stores:
  • Time
  • Location

🎯 Outcome

• Accurate working hours calculation

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📍 3. User Log KBS

📌 Purpose

Tracks continuous user movement.

🔧 Features

• Stores GPS logs at intervals
• Captures:
  • Latitude
  • Longitude
  • Timestamp

🎯 Outcome

• Enables:
  • Movement tracking
  • Distance calculation
  • Route analysis

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📦 4. Book Order

📌 Purpose

Capture orders directly from field.

🔧 Features

• Create order during client visit
• Add:
  • Items
  • Quantity
  • Rate

🔄 Automation

• Automatically creates Sales Order in ERP

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🔐 5. Face Data

📌 Purpose

Store biometric data for users.

🔧 Features

• Face image / encoding storage
• Used for:
  • Login authentication
  • Attendance validation

🎯 Benefit

• Prevents fake check-ins

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📅 6. Client Visit

📌 Purpose

Track actual customer visits.

🔧 Features

• Mark visit status:

  • Pending
  • Completed
  • Skipped

• Capture visit details

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📅 7. Client Visit Schedule

📌 Purpose

Plan and assign visits.

🔧 Features

• Admin assigns:

  • User
  • Customer
  • Date & time

• Visible in mobile app

🎯 Outcome

• Structured field planning

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📍 8. User Wise Location Tracking

📌 Purpose

Track full-day user movement.

🔧 Features

• Timeline-based location logs
• Map-based tracking (optional)

🎯 Insights

• Where user traveled
• Time spent at locations

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📏 9. User Wise KM Travel

📌 Purpose

Calculate total distance traveled.

🔧 Features

• Daily KM calculation
• Based on GPS logs

🎯 Insights

• Field activity measurement
• Productivity tracking

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🔄 Complete System Flow

```text Tracking Setup ↓ Face Data (Registration) ↓ User Login (Biometric) ↓ User Check-in ↓ User Log (GPS Tracking) ↓ Client Visit Schedule ↓ Client Visit Execution ↓ Book Order Creation ↓ Sales Order Auto Creation ↓ Reports (KM + Location + Attendance)

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🎯 Summary

This system ensures:

• 📊 Accurate tracking
• 📍 Location-based validation
• 📦 Real-time order processing
• 🔐 Secure authentication
• 📈 Improved field productivity

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01. Installation & Biometric Setup

To get started, download and install the Khatavahi Tracking APK on your mobile device.

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🔧 Initial Configuration

🔑 Login Credentials

Enter your assigned:

• Site Code
• User ID / Email
• Password

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🧑‍💻 Biometric Verification

The application uses advanced Face Capture technology to ensure accountability.

Required during:

• First login
• Daily check-ins

👉 Align your face within the on-screen frame for verification.

02. Daily Operations & Workflow

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🚀 Starting Your Day

Once logged in, your mobile dashboard acts as your command center.

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▶️ "START DAY" Button

Tap to initiate:

• Tracking
• Task assignments

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🔔 Dashboard Alerts

View real-time notifications for:

• CRM leads
• Administrative updates

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🌙 Ending Your Day

At the end of your workday, ensure all activities are properly recorded.

📋 Integrated Task Management

Manage your daily activities efficiently:

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📅 Visit Scheduling

• View assigned client visits
• Example: "Visit Hiren Savaliya"

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💬 Task Comments

Add and view comments for each task to maintain clear communication and updates.

You can:

• Add notes after each visit
• Mention important discussion points
• Record client feedback
• Update internal team remarks

👉 Keeping comments updated ensures better tracking and team coordination.

03. Advanced Monitoring Features

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📍 Smart Background Tracking

Khatavahi Tracking uses Geo-Precision technology to:

• Track user movement in the background
• Record accurate travel paths
• Eliminate need for constant manual interaction

👉 This ensures seamless tracking without interrupting your daily workflow.

04. ERPNext Visualization & Administrative Control

The mobile app integrates seamlessly with ERPNext, enabling powerful backend control.

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⚙️ Tracking Setup

Manage system-level tracking configurations including:

• Interval timing
• Background tracking rules
• User-level policies

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🧬 Face Data Reports

• Complete biometric authentication history
• Useful for audit and compliance

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📝 User Checkin KBS List

View all user check-ins in a structured list format:

• User-wise entries
• Date & time logs
• Location summary

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✏️ User Checkin KBS Edit

Edit and manage specific check-in records:

• Update incorrect entries
• Verify GPS data
• Maintain accurate logs

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📄 User Log KBS

Access complete user activity logs:

• Login / Logout records
• App usage tracking
• System interactions

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📍 User Wise Location Tracking

Track movement of individual users:

• Real-time location view
• Route history
• Travel patterns

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🚗 User Wise KM Travel

Analyze travel distance covered by users:

• Daily / Monthly KM reports
• Route efficiency insights
• Performance tracking

👉 These tools provide complete visibility and control for administrators to monitor field operations effectively.

05. Client Engagement & Sales

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🧾 On-Site Order Entry

Sales teams can:

• Capture customer orders directly in the app
• Eliminate paper-based processes
• Reduce delays in order fulfillment

👉 This ensures faster and more accurate order processing.

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🗓️ Dynamic Visit Scheduling

• Plan visits in advance
• Optimize travel routes
• Ensure priority clients are covered

👉 Helps improve productivity and maximize field efficiency.

✅ Summary of Key Benefits

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🔐 Accountability

• Biometric face capture prevents unauthorized check-ins

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⚡ Efficiency

• On-site order entry & scheduling streamline operations

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👁️ Transparency

• Real-time GPS tracking + ERPNext integration

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👌 Ease of Use

• Simple and intuitive mobile interface for field teams