You can choose to print this guide, or use this page
as a reference should you need help. This page will be updated
often when new information is available.
If you read these instructions, you'll learn tips that
will help you master all that VirtualBoss has to offer.
Some users start learning about Virtualboss just by adding
tasks. Many users start by adding simple things like punch
list items and other miscellaneous tasks. If you want to
take this approach, see the paragraph below titled: Tracking punch list, service,
waranty, and Misc tasks.
To see pricing or to purchase VirtualBoss, head on over
to our online store.
You can also contact our Customer Service Department via
email or get
in touch with us directly.
VirtualBoss is an easy to
use scheduling and task management software that is actively developed
and continually updated! Designed by a real contractor and used
by professionals, VirtualBoss is great for scheduling and keeping
track of all your tasks (major scheduling items, punch lists, service
call items, warranty items, administrative tasks, ect.). Forget
about sorting through endless sheets of paper to figure out who
needs to do what, when, and where; you'll never have to worry about
forgetting what needs to be done again. With VirtualBoss, and a
couple of well place keyboard strokes, you can easliy look up what
needs to be done. You can also use VirtualBoss to fax and email
your work orders, it's a great communication tool! VirtualBoss will
run on any Windows PC (XP/Vista/7). While there is no Apple variant
of the software, you can run VirtualBoss on a mac using a special
software letting you run windows programs on your macs. You can
also use VirtualBoss on your mobile devices like android and iphone,
or tablet devices with Remote VirtualBoss
VirtualBoss stores a list
of tasks that cover everything you need to do and have done. Major
scheduling items, punch lists, service call items, warranty items,
administrative tasks, ect., all of these are stored on our Task
Manager. You can set dependencies using our Linking system so that
entire schedules (or just a single item) can update when a schedule
is modified. VirtualBoss has a Job Manager where all your Job information
is stored. Our Contact Manager is used for saving all your contacts
information like email addresses, phone numbers, home addresses,
whatever you'd like. Each task in VirtualBoss can be assigned a
contact and a Job. When you assign a Job to a task, that's the same
as saying this task belongs in that Job. By assigning a contact
to a task, you're saying that this person is the one performing
the work. They will receive work orders or schedules when you decide
to email/fax that item. Since all your tasks for all your jobs are
stored in one place, you'll want to use the Filter options to only
show you the information you're looking for very quickly.
Setting Up Your First Schedule In
The first screen you'll see when you open VirtualBoss
(aside from this guide) will
be the Task Manager - Task List Screen.
Initially, this list will be empty; we have no jobs or tasks
Before we start adding tasks, let's take a moment to explain
what the Task List screen is. The VirtualBoss Task Manager Task
List Screen (often refered to as just
Task Manager) is the
main hub for all of your schedules. Every task for every job
will be viewable from here. You will do most of your work, and
spend most of your time, within this area of the software.
You can get to the Task Manager at any time by
clicking "Task Manager" from the top of the program.
Now that you have a basic understanding of
what the Task Manager
is, let's look at how to use it! This brings us back to setting
up our first schedule. There are many ways to start building
a schedule in VirtualBoss, this guide will cover one of those
ways. When starting a new schedule from scratch, the best place
to begin is the Job Manager.
Before we can start building a schedule, we will need to create the Job that these future tasks will belong to.
Click the Job Manager menu button at the top of the program
to open it. This item is found right next to the Task Manager
menu button (see above image
for a reference)
Once you come to the Job Manager screen, you may notice this
list is empty. Like the Task Manager, the Job Manager screen
is the main hub for all of your
Jobs. In most cases,
you will only need to use the Job Manager when adding new jobs
or editing your existing job information.
Let's begin our new schedule by creating our job. Click on
the Add a Job button
in the upper left corner of the Job Manager window. In the window
that comes up next, enter a name for your new job. This can
be anything you like, but it is a good idea to name it something
that is both meaningful and easy to remember.
Once you've decided on a suitable name for your Job, press
Ok. The next window
that comes up will be your
Job Details window. This screen is where you'll enter
any and all details for this job. To keep things simple, you
do not need to fill anything else out about your job. Just hit
Ok to save and close that window.
You should now be back on the Job Manager screen. You should
also see the job you just created at the top of the list. Now,
it is time to continue building the schedule around this job.
Let's close the Job Manager for now and go back to the Task
Manager. Click on the Task
Manager menu button.
Once back at the Task Manager, click on
Add a Task in the upper
left corner of the window.
This will bring up the Task
Details screen. This window is where you can fill out
any information about your task. We will go into more detail
about the task details screen in another section of this guide.
For now, we're going to focus on just two fields of this details
screen. The Task Description
and Job # / Location
fields. Start with the Task Description field. Use this field
to enter a brief description of what this task is all about.
Next, in the Job # / Location field, use the drop down option
to choose the job you created earlier in the Job Manager. We
created the job first so we could use it when creating tasks.
This concept is very important
in understanding how VirtualBoss builds schedules. By
choosing a job in the Job # / Location field, you are
this task to that job.
You should now have a task that looks something like this:
At this point, you can hit the
Ok button to save and
close the new task. This will take you back to the Task Manager
screen where you should now see the task you just created.
You've just added a task to your schedule and are well underway!
Continue adding more tasks the same way you just did and you'll
have a completed schedule in no time! Just remember to always
assign each task to a job by using the Job # / Location field.
This is how VirtualBoss knows which tasks belong to which job.
If you want to learn more about the task detail screen, jump
to our Task Detail section.
To view a quick video of creating a job and adding a task
Start by opening the
Click on Add a
Job and give it a meaningful name
Go back to the
Task Manager and click
Add a Task
Fill out the Task
Description of your task
Set Job # / Location
field to your job
Save and close your task
Keep adding tasks and remember to assign each one
Task Detail Screen
This section will break down each field of the Task Detail
Screen and give you a description of what each one does. This
is a good section to familiarize yourself with as you'll learn
what each field does and how it can affect your schedules.
The Task Description briefly describes what your task is
The Job #/Location field determines which job this task
is assigned to. You'll want to assign each task you create
to a Job. You can have unassigned tasks as well.
Company / Person's Name:
The Company / Person's Name field is where you can assign
a person to do the work. For example, you could assign a
subcontractor to this field and they will be notified via
email when you send work orders.
You can add new contacts quickly from this screen.
Just start typing a contact or company name in the
field and if it's not found, VirtualBoss will ask you
if you want to add it. This method is referered to as
"On the fly" contact adding. You can also do the same
Important! The "Company"
field and "Person's Name" field are linked to the same
contact. This means that when you assign a contact to
a task, you can choose either of these fields to do
so. Each contact in VirtualBoss has a field for their
name and what company they work for. When you assign
a contact to a task, it will fill in the appropriate
information for that contact. You can choose to either
look them up based on their Company name, or their personal
This may be one of the most important concepts when
learning VirtualBoss. The Task ID number is nothing
more than a unique identification number for each task.
Each task is assigned a Task ID based on the order it
was entered in.
Useful Tip:It doesn't matter what
order you enter your tasks.
Do not attempt to use the Task ID field as a way to
"order" your tasks. (for "task order" tips, see Task
Each task has 2 states:
Every new task added to VirtualBoss is "Active" by default.
This just means that the task hasn't been completed
yet. A task is "Done" when you change the status to
done. You can do this by setting the "Actual Finish"
date, or simply changing the status field to done.
Useful Tip: VirtualBoss
only shows Active tasks by default. Done tasks are hidden
from view and do not show up on the Task List. To see
Done tasks, you'll need to open the filter options and
choose to show done tasks. This will be covered in detail
in a later section.
Target Start Date
The Target Start Date is the day you expect the task to
begin. By default, all new tasks take the current day as
their start date. You may change the start date by manually
typing a new day into the target start date field, or use
the drop down calendar option next to the field. Start dates
can be controlled by other tasks by using our Task Linking
feature. These options are found under the Scheduling Tab.
The duration of each task is simply a measurement of how
long it is expected to take from start to finish. VirtualBoss
will only track durations in increments of Days, with 1
day being smallest value. All new tasks take the duration
of 1 day to complete. Even if the task may only take a few
hours, it will still take a 1 day duration.
The Target Finish field cannot be directly changed by the
user and is controlled based on when the task starts and
its duration. It is the expected completion date.
Under normal circumstances, most users will never have to
change this field. It is automatically updated when a tasks
status has been changed to Done. If this field is set by
the user, the task will automatically be marked as done,
assuming the task has been completed.
The Task # field can be one of the most useful fields in
VirtualBoss. Its sole purpose is to maintain order within
your schedules. Each Task has a Task # field. Though it
is optional, we highly recommend to use a task # for each
of your tasks. Your tasks can be entered into VirtualBoss
in any order you want. They don't have to be entered in
the order they are meant to start. By giving each task a
Task #, you'll guarantee your tasks will appear in the order
you decided regardless of when they were added. It's a great
idea to leave gaps between your task #s so that you can
insert tasks between others easily.
Here's an example of 2 schedules with Task #s.
In this example, tasks #s were given in increments of
10. If you wanted
to insert a task between Dig hole for foundation (10) and
Build foundation (20), you would simply give your new task
a task # of 15. You can also use decimals for task #s like
1.5 or 2.3.
Useful Tip: You
can sort your task list by any column you see. Just click
the top of the column and your list will be ordered either
ascending or descending. Sorting by the Task # field is
a great way to always have your tasks appear in the order
you gave them!
The "Requested By" field is flexible. It's traditional use
is to fill in the name of the person who is assigning this
work. However, you can use this field for any other purpose.
(see renaming fields for more details)
Your detailed task notes can hold an unlimited amount of
information. This is where you would describe in detail
the instructions for this task.
File Attachments tab
File attachments can be used to attach things like documents
to a task. By attaching documents, you have the option to
include these files along with your emailed work orders.
Task Groups tab
Task Groups can be a useful way to organize your tasks even
further. By creating and placing a task in a group, you
are "grouping" similar tasks together. Much the same way
you assign tasks to a job to make a schedule, you can assign
tasks into a group for quick filtering access.
In the example below, the "Clean up" group is checked; this
task now belongs to the group "Clean up". Any other task
you would fit into this category, you could also put in
this group. The purpose for doing this is that later on,
you can use the filter options to show you only tasks that
are part of the "Clean up" group.
The scheduling tab is where you can "Link" tasks, creating
a critical path through your schedule. There are 2 ways
you can link tasks to each other. One way is through
the scheduling tab that is found on each task. This
tab shows a list of tasks that you may want to choose
as a predecessor.
Useful Tip: The
list of tasks on the scheduling tab are automatically filtered
to show the tasks that belong to the same job. Some tasks
may also be hidden by VirtualBoss to prevent conflicts that
could create infinite loops.
To link the current task to a predecessor, check the
box under the Link
column. You may have multiple predecessors for a single
task. When you link a task to another, you will change the
Start Date to the
day after the predecessor task finishes. You can then adjust
the start date manually without breaking the link. This
can be accomplished by using the
plus field on the
The second method to link tasks can be done on the
Gantt Chart. You
can drag and drop tasks to create links very quickly.
You can adjust things such as
Start Date by dragging
a task bar left or right, or change the
Duration by increasing
or decreasing the length of the task bar. Any task that
is linked will have its
Start Date adjusted if its predecessor changes. By
linking your tasks together, you can adjust entire schedules
automatically if something changes!
Here is an example of a schedule with multiple linked
Email & Fax tab
You can quickly email or fax a single work order or schedule
item from the Email & Fax tab. You can choose to send
this item to either the assigned contact, the Job owner,
or another contact of your choice. This choice is best used
to email/fax single tasks. For sending entire schedules
at once to multiple people, you'll want to use the Print/Email/Fax
Custom Fields tab
Most input fields in VirtualBoss can be renamed and customized.
We have dedicated additional (optional) custom fields to
suit any needs. These fields are purely text based input
fields. You can use them to display any information on printed
reports or the task list.
Secondary Assignees tab
If you find you need to assign more than one person to a
task, you can do so in the Secondary Assignees Tab. Simply
check the box next to the contact in the contact list and
they will be included when emailing or faxing work order
or schedules. This can be useful if you want to assign a
project manager, but also want others in the group to receive
work order updates.
Task Description, Job #/Location,
Person's Name, and Task #, are useful
fields to familiarize yourself with
The Scheduling tab is useful for linking your
Task Manager - Task List Screen
The Task Manager (also referred to as Task List Screen) is one
of 3 main Lists in VirtualBoss (Task
List, Contact List,
Job List). It is where most
of your time will be spent when using the program. This list will
show all tasks, past/present/future. If you've ever entered a task
into VirtualBoss, it can be found on this screen. VirtualBoss keeps
all your schedules, tasks, and contacts, in one place. By keeping
your resources together like this, you can very quickly find and
view any previous schedule with ease. This section will focus on
the Task Manager and will show you how you can use it most effectively.
This is the first screen you're shown after starting VirtualBoss.
At first your task list will be empty, but that will soon change
as you start Adding Tasks.
Add a Task
Adding Tasks is the foundation of using VirtualBoss. You
start building your first schedule by clicking "Add a Task".
This brings up the Task Detail Screen where you fill out
all the relevant details. Once you've added a task, it will
appear on the Task Manager List Screen.
Useful Tip: You can copy
tasks you've previously entered rather than creating a new
one from scratch.
To edit a task in VirtualBoss, you can single click to highlight
a task in your Task List, then click Edit Task. You can
also double click on any task to edit it. There is also
a way to edit many tasks at once by choosing
Edit all tasks in list
from the right-click menu.
To delete a task, you need to single click on any task to
hightlight it, then click the Delete Task button. You can
also delete a highlighted task by pressing the "Del" key.
For safety, there is no "delete all" option. However, you
can remove all the tasks for a single job by deleting that
job from the Job Manager Screen.
The Filter Options will let you choose which tasks to show
on the task list. This option will be covered in detail
in another section.
The Gantt Chart is a great way
to view your schedules from a more visual perspective. Clicking
the Gantt Chart button from the Task Manager screen will
take you to our Gantt Chart view. All the tasks showing
on the task list will appear in the Gantt Chart view.
Useful Tip: Use
the filter options before switching to the Gantt Chart to
make it easier to view your current schedule.
See the Gantt Chart section below for more details.
The Calendar lets you view your tasks in a weekly or monthly
calendar view. Like the Gantt Chart, the Calendar automatically
shows you all the tasks present from your Task List when
you switch views. Use the filter options to show specific
schedules to suit your needs. The Calendar will be covered
in more detail in another section. Starting with VirtualBoss
5.08 build 318, Remote VirtualBoss now has a calendar view.
Import and Export
You can import or export your Task List in VirtualBoss.
There's a few things we'll go over in this section that
will prepare you for importing or exporting your tasks to
and from VirtualBoss.
There's a few reasons you may want to import a list of
tasks into VirtualBoss. Maybe you already have a task list
that you don't want to re-enter, or you're bringing over
a task list from another program into VirtualBoss. Or maybe
you just like to make changes using Excel. Whatever the
reason, there's some things to know when using this feature
You'll need Microsoft
Excel installed on your computer in order to use the importing
and exporting feature. (Trial versions of Excel have
disabled the use of importing and exporting so it will need
to be a fully licensed copy to work)
In order to import tasks into VirtualBoss, you need to
have a properly formatted Excel sheet. This can be easily
obtained by simply doing an Export of the Task List from
The headers cannot be altered or the import may fail. You
can choose which fields are included in the export by going
to Options, then Preferences, then Field Captions.
In general, there are 2 different outcomes you'd expect
from importing tasks into VirtualBoss.
Adding New Tasks
Updating Existing Tasks
Adding New Tasks:
If you want to add new
tasks to VirtualBoss through importing, leave the
Task ID field blank
on the Excel sheet. Here's an example:
When VirtualBoss sees a task with no Task ID during an
import, it assumes it's a new task and will automatically
create a new one, avoiding the possibility of overwriting
an existing task.
Updating Existing Tasks:
You may be editing a current schedule in an excel sheet
and wish to update your tasks when you import back into
VirtualBoss. To update
your tasks, leave the Task
IDs intact next to each task. Here's an example:
When VirtualBoss encounters tasks with task ID numbers
during an import, those tasks will be updated with new information.
Some data fields on the Excel sheet can be left blank
when importing. Here's a list of fields you can leave blank,
and how VirtualBoss handles it.
Creates new task
Target Start Date
Target Finish Date
Any field not mentioned is ignored
if left blank during import.
To add new tasks during import,
remove Task IDs
next to tasks.
To update existing tasks with new changes,
leave Task IDs
Tracking Punch List, Service,
Warranty, and Misc. Tasks
VirtualBoss is not just for tracking and communicating major scheduling
items (such as "Install Foundation" or "Rough Frame House"). VirtualBoss
is great for tracking miscellaneous tasks (such as "Fix dent in front
door", "Replace missing knob in kitchen sink", "Replace missing light
bulb in basement", or "Update website to include a new floor plan").
Many people initially start using VirtualBoss to track
punch list, service,
warranty, and miscellaneous
tasks, and then expand to scheduling major tasks later.
Some people feel this is the easiest way to learn
about VirtualBoss. With this approach, you can make practical
use of VirtualBoss within minutes of installing the program. Just click
on Add A Task and enter what
needs to be done.
You can use VirtualBoss to track punch list items that you keep on
a yellow pad of paper. When someone calls, you can quickly
filter down to that sub-contractor, employee,
or yourself, and see all outstanding tasks for that person for all your
jobs. You can even use VirtualBoss to fax or email work orders to this
person, telling them exactly what needs to be done.
VirtualBoss can simplify and streamline your punch list and warranty
process by giving you a central point
where you can keep all your information. If you keep your punch list,
warranty, and service tasks in VirtualBoss, you will have a long term
record of all tasks for every job and every supplier, subcontractor,
and employee. You will be able to find a history and recall everything
that ever happened on a job site, or everything that was ever done by
a specific person or company. Your contractors, employees, and customers
will think it's great; you will no longer forget anything that needs
to be done!
If you send somebody to a job site, they will get a list of everything
that needs to be done at that site. VirtualBoss does a great job of
helping you track miscellaneous administrative tasks in your office.
Just set up a job called "Office Work" and start assigning tasks to
this job. When you are supervising office operations, all you have to
do is filter down to the "Office Work" job.
You can send work orders or schedules through email or fax using
the Print/Email/Fax control panel. This section contains useful
information about how to send entire schedules or multiple work
This section has been updated and contains screen shots from version 5.08 build 380.
When you click on the Print/Email/Fax button from the Task Manager, you have 3 choices: Print / Email / Fax. Clicking on Print will bring you to the "Print and Distribute Tasks" form.
You'll notice big numbers on the left side of the window (1, 2, 3). This indicates where you should start customizing
what is included on your report, how your report looks,
and how you will be printing your report. We'll go over each section below.
1. In section (1), you are choosing the tasks from the Task Manager to add to your report.
Clicking on "All Tasks on Task Manager" will add all tasks that appear on your Task Manager to the printed report.
If you want to just print one job, click on "Choose Job to Print". This will bring up your job list where you can select one or more jobs to print.
Once you have chosen tasks, they will appear in section (3).
There are basic filters that can be found in section (1). You have status filters for active, done, and marked, as well as a button for more advanced filters.
These options are there to further refine your selection of tasks. When you have chosen your tasks to print, move on to section (2).
2. In section (2), you are choosing the format and type of your printed report. You have 2 choices for type: Schedule or Work Order.
Schedule type more closely resembles how the Task Manager looks while Work Order type shows more information about individual tasks. When printing a single task (or just a couple),
use Work Order type. When printing full jobs, choose Schedule type. There are 3 "Formats": Standard, HTML, and Text. These options change the theme of the printed report.
Standard format has very basic look. HTML format has a newer (and cleaner) look. Text format prints your report in very basic text output. We recommend to use the HTML format.
It's important to note that when using the Schedule type, the format drop down is locked to using HTML. Work Order type can use the Standard, HTML, or Text format.
There are 2 buttons in section (2) that will let you customize the printed reports even further. These are the Work Order options and Schedule options buttons. Click on these options to see more advanced settings.
3. This section is for reviewing the items you are about to print. Any task that appears in the list below will be included on the printed report.
You can see what the report will look like by using the Print Preview checkbox, located above the Print button.
Much of the interface for Emailing your reports is the same as Printing. Sections (1), (2), and (3), function in a similar way.
1. In section (1), you are choosing the tasks from the Task Manager to add to your report.
Clicking on "All Tasks on Task Manager" will add all tasks that appear on your Task Manager.
If you want to email just one job, click on "Choose Job to Email". This will bring up your job list where you can select one or more jobs.
Once you have chosen tasks, the assigned contact for that task, along with their email address, will appear in section (3).
There are basic filters that can be found in section (1). You have status filters for active, done, and marked, as well as a button for more advanced filters.
These options are there to further refine your selection of tasks. When you have chosen your tasks to email, move on to section (2).
2. In section (2), you are choosing the format type of your report. You have 2 choices: Schedule or Work Order.
Schedule type more closely resembles how the Task Manager looks while Work Order type shows more information about individual tasks. When emailing a single task (or just a couple),
use Work Order type. When emailing full jobs, choose Schedule type. There are 3 "Formats": Standard, HTML, and Text. These options change the theme of the report being emailed.
Standard format has very basic look. HTML format has a newer (and cleaner) look. Text uses a very basic text output. We recommend to use the HTML format.
It's important to note that when using the Schedule type, the format drop down is locked to using HTML as the format. Work Orders can use the Standard, HTML, or Text format.
There are 2 buttons in section (2) that will let you customize the reports even further. These are the Work Order options and Schedule options buttons. Click on these options to see more advanced settings.
3. In this section, you will need to decide who will be receiving the tasks that were chosen in section (1).
Here is a description of what each option does in section (3):
Assigned Contact: Each task will be emailed to its assigned contact. The assigned contact is the person that was chosen for the "Person's Name" field for each task.
Tasks without an assigned contact will not be emailed. You should be prompted to assign a contact to tasks that do not have one. Also, any assigned contact that does not have an Email Address associated
with their contact record will not be able to receive emails. You should be prompted to enter an email address for these contacts. You can assign Email Addresses to contacts
by opening their record in the Contact Manager and adding their email address under the Work Order Distribution tab.
Be aware that this option can be dangerous as it is easy to send out hundreds of emails with just a single click. Double check to make sure you have selected only the tasks you wish to email.
Job/Property Owner: This option indicates that you want to send each task to the Job or Project Manager for the Job it is assigned to.
This option ignores the assigned contact for each task, and instead will send the task to the project manager. The Project Manager/Owner is defined within a Jobs details.
You will need to make sure that each Job has a Job Owner and email address assigned to them. To do this, go into your Job Manager and find the Job you are planning to email.
Open that Job and look for the Owner's Name field. This is the name of the Project Manager / Job Owner. A few fields below, you will find the Email Address field.
This is the Email Address for the Job Owner. It is required in order to send emails to Job/Property owners.
Other: This option will ignore the assigned contact and Job Owner, and let you specify another contact to send emails to.
This option is designed to email ALL selected tasks to just one person.
Email Client: This specifies how you want to send your emails. VirtualBoss has a built in Email Client. You can also choose to send your
emails to Microsoft Outlook. Be aware that sending multiple emails to Outlook might require you to go through multiple confirm boxes. Outlook does this to reduce spamming and there is nothing we
can do to ignore it. Using the VirtualBoss email client is recommended.
Subject and Message Body: This lets you define a custom email subject and body message that your email recipients will see. Leaving
these fields blank is ok and a default message will be used.
Include file attachments: Tasks can have attachments such as pictures or documents. If a task is being emailed that has an attachment, you will be prompted
to include these with your email. Files can be attached to a task by using the File Attachments tab in the a task's detail screen.
Print/Email/Fax is useful for sending
at once, or
schedules. You'll find it easier to send single work
orders to people by using the Email tab inside each task.
Trouble Finding Tasks
If you notice that some tasks you just added aren't showing
up on the Task Manager or Gantt Chart, or some jobs seem
to be missing, there is a very good chance they are just
being filtered out by the
VirtualBoss uses Filters to hide tasks. These can be useful
when your Task List becomes larger and you only wish to
view specific information at any given time. The quickest
way to find these "lost tasks" is by hitting the
on the Task Manager screen. This action resets
all active filters back to default settings which show all
Active tasks for all jobs.
The most common scenario
of "lost tasks" occur when tasks are marked as
Done. By default, VirtualBoss
hides done tasks from appearing on the Task List. You'll
need to set the filters to show
Done tasks to make these
appear again. By setting filters to show active and done
tasks, you'll see all tasks that are in your database across
One of the most useful tools in VirtualBoss, the Filter Options
let you show or hide any tasks on the Task Manager List Screen.
We've designed these filters to be able to show you any combination
of tasks you can think of. They are extremely flexible. In the
basic view, you can choose to show tasks based on their
or assigned contact.
Here are some ways you can use the filter options:
Filter by Job to show only tasks that have been assigned
Filter by Person's Name to show only tasks that been
assigned to that contact
Filter by Status to show only active, done, or active
+ done tasks.
More than one filter can be active at a time! (example:
try filtering to a Job and a person's name to view
tasks they have assigned for that job only)
To quickly show all your tasks again, click Restore
Default Filter Settings to clear all active filters.
While the basic filters work for most scenarios, we've provided
additional filters to cover any need you can think of!
The Job Manager is dedicated to tracking all your jobs. This
is where you'll go when you want to start a new schedule. We
recommend to go to the Job Manager when you're ready to start
a new schedule. Let's have a quick look at what it's like to
create a job in VirtualBoss:
The Job Detail Screen
The Job Detail Screen is where all the details about your
job should go. Once a job is created in the job manager, you're
free to start assigning tasks to it.
Here's a quick example:
and give the new job a name.
You can choose to fill out any details about this new job,
or, leave it as is and hit ok. You'll notice the job will appear
in the Job Manager List.
Now it's time to go back to the Task
Manager and click
To assign this new task to your new job, either start
typing the name of the job in the Job #/Location
field, or find it in the drop down
That's all there is to it!
There are a few ways to enter contacts into VirtualBoss.
You can manually enter them into the Contact Manager or enter
them on the fly as you add tasks in the Task Manager. You can
also import them from Excel or you can synchronize with QuickBooks
Pro and/or QuickBooks Premier. Synchronizing with QuickBooks
makes things a lot easier. If you make a change in QuickBooks,
it will appear in VirtualBoss; if you make a change in VirtualBoss,
it will appear in QuickBooks. Synchronizing VirtualBoss with
QuickBooks saves time and keeps information in both programs
up-to-date and more accurate.
Keeping information on your contacts in the Contact Manager
is a great way to stay organized and manageable. Manually adding
contacts into the Contact Manager is a simple process. When
in the Contact Manager window, click on the
Add a contact button.
From here, all you need to do is begin entering contact information.
To save time, you can just add in the company name, email address,
and fax number (if applicable). VirtualBoss uses this information
to send work orders and schedules so it's important to add this
information for each contact.
You can also import your contacts from another program if
that program is capable of exporting to Microsoft Excel. You
can perform a blank export from VirtualBoss' Contact Manager
to get a formatted Excel worksheet. Then, just copy and paste
the information from one Excel sheet to the other for importing
If your contacts are in QuickBooks, it is very easy to move
them to VirtualBoss via the QuickBooks Synchronization Feature.
If you want to do this, go to Options and click on QuickBooks
If you are going to be faxing and emailing work
orders, be sure to enter the contact’s fax number
and email address into the “Work Order Distribution”
This is how you tell VirtualBoss where to fax and
email work orders and schedules for tasks you assign
to this contact.
All information about a contact should be entered in the
contact profile; things like emails addresses, phone numbers,
home addresses, ect.
By entering this information to a contacts profile, this information
will be added a task automatically when a contact is assigned
to a task.
(Task Detail Screen)
The Gantt Chart
lets you view your task information in a different way.
You can better visualize the length, status, and delays
of a schedule by viewing it on a Gantt Chart. To view the
Gantt Chart, press the
Gantt Chart button from the Task Manager.
The information displayed on the Gantt Chart is based
on what you see on the Task Manager. We recommend to
become familiar with the Filter
Options. This will reduce the amount of information
you need to look at and let you focus on specific jobs.
The Gantt Chart is very customizable. You can choose to display
more (or less) information, what order your tasks appear in,
a specific date range, color of tasks, font and color options,
and much more.
You can work completely within the Gantt Chart if you wish.
Double clicking on a task description to the left or a bar on
the right will open that task for editing. You can also "Drag
and Drop" and "Resize" the bars on the Gantt Chart to change
things like the task start date or task duration.
Gantt Chart Settings
The VirtualBoss Gantt Chart has many options you can use
to customize the look and feel of your schedules. These
options are located in the Gantt Chart Settings, which can
be found on the Gantt Chart screen. You can change the layout,
sort order, color, font size, and many more options, within
the Gantt Chart Settings.
Column Preferences let you choose which information about
your tasks you want to show on the Gantt Chart. Just by checking
Show box to
the left of each field, you can have that information appear
on the left side of the Gantt Chart. You can also check the
Show on Bar, and that
information will appear next to the task bar on the right side
of the Gantt Chart Chart.
The Width column
lets you change how wide to make that field appear on the left
side of the Gantt Chart. You can also manually extend the field
on the Gantt Chart by clicking and dragging the field box. This
value this box displays is the set width for each field and
will adjust as you change things.
The Order column lets
you rearrange the order of the columns that appear on the left
side of the Gantt Chart.
Column Title Font & Column Font
The Column Title Font
and Column Font
change the size and color of the Title text and Column text:
Date Range to Show
The Date Range to show options affect how much of the Schedule
you want to see. If Accept
Default is checked, the Gantt Chart will show a date
range based on the earliest starting task and the latest
ending task. This is usually a good setting as it will automatically
show you the entire schedule.
Header Over Lines
You can change the Font, time scale, and change between weekly
and monthly views.
These options affect the top part of the Gantt Chart:
The Sorting section is
extremely useful. It dicates how the entire Gantt Chart
is sorted. The options that you'll want to get to know in this
section are Primary Sort
and Secondary Sort.
We recommend to use Job #
as your Primary Sort. This will group all tasks together based
on the Job they are assigned to. For Secondary Sort, we recommend
to use Task #. This
will then sort all tasks in each Job based on the Task # they
Important! In order to use the
Task # as the secondary sort, you'll need to assign a
Task # to each task. When sorting by
Task #, tasks without a Task # will be treated as if they have
a value of '0' so they will always appear above tasks that have
An alternative to this is to choose the Sorting option
Same sort pattern as the Task
List. This will automatically detect which way your tasks
are sorted on the Task List and match that on the Gantt Chart.
We highly recommend to use the Job # and Task # as your Primary
and Secondary sorts.
Memorized Gantt Chart Settings
Memorized Settings provide a way to customize the appearance
of your Gantt Chart for different scenarios, and quickly
switch between them. To use Memorized settings, all you
need to do is click the
Memorize settings button. This will save all of your
current Gantt Chart settings as a profile, so you may want
to give it a descriptive name. You'll notice that once you
have memorized settings, a new drop down option appears
at the top of the Gantt Chart that will allow you to apply
the memorized settings quickly.
Gantt Chart Recap:
The Gantt Chart is part of the Task Manager.
You can view the Task Manager as either a list of tasks, or
as a Gantt Chart.
The same information appears on the Task Manager
and the Gantt Chart.
You can use the Gantt Chart Settings to customize
the look and sorting order of your tasks.
is a personal website that allows you direct access to your
and comes included with your license of PC VirtualBoss!
You can find Remote VirtualBoss by going to
Options, then click
on Remote VirtualBoss.
If you're on a support plan, we can set this up for you!
If you're not on a support plan, we have a
Helpful Setup Guide that covers how to set up your Remote
VirtualBoss website on your computer.
On newer versions of VirtualBoss (5.08 build 320 and up), Remote
VirtualBoss is installed automatically when you install PC VirtualBoss.
You can access the site locally by clicking this
You can access your website through any smartphone (such
as Android/iPhone) and tablet devices including the iPad. Any
device that can browse the web can use Remote VirtualBoss.
Creating Logins For Remote VirtualBoss
Once your Remote VirtualBoss website is set up,
you may decide that you would like a login screen
to protect your data. Starting with build 303, you
can now configure logins for PC VirtualBoss and
Remote VirtualBoss in one location.
To create new logins for Remote VirtualBoss, go to
the Users tab in the preferences.
login is created by default and its permissions cannot
be changed. You can change the Administrator password,
by default it is blank.
To create a new user, click on.
Next, create a smart Name for the new user and provide
a password (optional).
You can now set
for this user by changing the
You have some choices for permissions.
(gives full access to all task, job, and contact
(View everything, cannot make changes), and
Custom lets you set
style permissions to a login. You fill out the
permissions form by setting parameters based
on what tasks this user has access to.
For example: Let's create a user called "Brad".
We set his permissions to Custom. Next, we'll
Now we'll set the Person's Name field to his
contact record "Gumpf, Brad".
This will now only show tasks assigned to
Brad Gumpf whenever "Brad" logs in to Remote
Calendar View for Remote VirtualBoss
With the release of build 318, Remote VirtualBoss
now has a drag-and-drop style calendar! To access
the calendar view, go to your Remote VirtualBoss
website and click onfrom the Task List. If you do not see the
Calendar View button, check the version of your
software to make sure you are on version 5.08 build
318 or later. You can find the version and build
of your software by going to Help, About VirtualBoss.
If you would like to upgrade your software, please
online store. You can also try out this calendar
Gantt Chart View for Remote VirtualBoss
With the release of build
346, Remote VirtualBoss
now has a Gantt Chart View! If you do not see the
Gantt Chart button, check the version of your
software to make sure you are on version 5.08 build
346 or later. You can find the version and build
of your software by going to Help, About VirtualBoss.
If you would like to upgrade your software, please
online store. You can also try out this Gantt Chart
on our demo website.
This Gantt Chart view will work with all modern browsers such as IE10+, Firefox, Chrome, Safari, Opera. If you use an older version of Internet Explorer,
and this Gantt Chart does not display properly, we highly recommend you upgrade your browser. For best results, use Firefox or Chrome
You can update your schedule from this Gantt Chart view by clicking on the task description on the left side, or clicking the task bar on the right side.
You can drag the task bars left or right to change the start dates; resize the bars to increase/decrease duration. Changes will take place and save immediately. Please note that there is no "undo" option.
By clicking on the arrow to the left of the task description, the page will automatically scroll to the right to give you quick access to that task where it sits on the chart. This is
useful if you have a very long schedule and want to quickly find it.
The Gantt Chart can show weekends with the daygrid option (but does not currently show other "days off")
Users: If you experience a problem where you are
being re-directed back to the Remote VirtualBoss login screen
whenever you try to save or click on a task, please follow
these instructions to correct the problem.
Go to Tools,
then Internet Options.
Under the Privacy
tab, click on the Advanced
button. Make sure you're set to accept first party cookies,
and to always allow session cookies. This should resolve
Move VirtualBoss to Another Computer
Sometimes you may find it necessary to move your copy of
VirtualBoss to another computer. This process is very easy and
can be done in just a few steps.
Create a backup of your database. This can be done
by going to File, then click
Give your Backup file a good name and save it to
a location you'll be able to find.
This is a complete
copy of your entire database and can be used
to move your data from one computer to another.
If you have a flash drive you can save it to that, or
you can transfer the file to your new computer through
a network share. You can even email it to yourself if
you don't have network access or a flash drive.
On your new computer, install VirtualBoss from an
install file or by downloading
from our website.
Once installed, just restore your backup into your new
installation by going to
File, and clicking
Browse for and choose your
and press ok.
You can now remove the software from your old computer.
Uninstalling VirtualBoss automatically de-registers
the license for use on another computer.
Tip: When you restore a backup
file into VirtualBoss, you will overwrite any data that
exists in the current database with that of the backup
file. It's usually best to restore a backup file into
a new blank database.
Duplicating Jobs and Job Templates
Duplicating Jobs in VirtualBoss is very easy. You can re-use
any Job you've ever entered into VirtualBoss. This section will
talk about how to duplicate an existing Job and how to work
with Templates in VirtualBoss. Let's start by opening the Job
Manager. In this example we have 2 Jobs in the Job Manager -
23 Allen Creek and
If we wanted to duplicate
23 Allen Creek, all we need to do is highlight that Job as shown
above and click [Duplicate
Job]. There is also a Right-Click menu option to do this
as well. After you click duplicate, you'll be given a few options
on what you would like to copy from your old job to your new
In most cases, you'll just want to have the
All tasks checked. This
will tell VirtualBoss to copy all the tasks from 23 Allen Creek
to our new Job. At the bottom of the window you have 2 choices:
If your new Job doesn't exist yet, you'll want to choose to
Create a new job and copy
information to it. If your new Job has already been created,
you can copy tasks into it by choosing
Copy information to an existing
Give your Job a new name and hit yes to the confirmation
box on the following screen. That's all there is to duplicating
a job! if you want to view your new job, you can select it on
the Job List and click on
which is located right next to the duplicate button. This is
the same as going into the filter options and choosing your
new job to filter by.
To make a job a template
in VirtualBoss, you'll need to find the template job setting.
To find this option, double click on the job you wish to make
a template; this will pull up its detail window. It's located
in the lower left corner of the screen.
Tip: Any job in VirtualBoss
can be a "template" in the traditional sense, you don't need
to have it specifically marked as a template in order to use
it as one.
The only difference between a
normal job and a
template job in VirtualBoss
is that template jobs are hidden
from all lists and reports. This is done to ensure there are
no changes made to them accidentally.
Important: Template Jobs are
also hidden on the Job List by default!! If you need to edit
them, you'll need to check
Show template jobs at
the bottom of the Job Manager. If you want to
edit tasks in a template job,
you'll need to uncheck the Template Job checkmark for that job
so you can view your tasks again.
We recommend to only use the Template Job option on jobs you
know are as perfect as you can make them and that require as
little modification as possible. Otherwise, it's usually easier
to leave them as normal jobs for quicker access.