Help Desk spam filter, approver leave edits and service certificates

When an e-mail arrives from someone who's never contacted you before, TimeTap now checks whether it looks like spam in the context of your company. Real messages create tickets as usual; junk is held in Quarantine instead—no ticket, no alert, no auto-reply.

E-mails from known senders and replies to existing tickets are never held.

In Quarantine you can release the message (which also trusts the sender for next time), delete it, or block the sender. You can also block entire domains (like @example.com) to stop repeat offenders. Quarantine items are automatically removed after 30 days.

You'll find the spam filter switch in Help Desk settings, along with a new Blocked Senders list.

Approvers can now adjust a leave request before making a decision. In the staff app, open the request from More → Approvals, then tap Change this leave to update the type, dates, half-day setting or reason.

Days are worked out from the person's roster, just like when the request was first made. The employee is notified of the change, and everything is logged.

You can also change leave that's already been approved—it stays approved, the old days are returned and the new days taken, and the employee is told.

You now decide when each certificate is sent. Set it to go out automatically on completion, wait until the job's invoice is paid, or hold it so you only send it manually from the job card.

Held certificates are created but not sent to the client—they won't appear in the portal or on the asset page until you release them or the invoice is paid. The job card and staff app both show the certificate status.

You can also record a past service for work done before you started using TimeTap. The certificate is dated on the real service day, and you choose whether to send it and update the client's service schedule.

Completed jobs now keep a link to their certificate, even if you later change the job type's settings. You'll see clear warnings before removing or switching a certificate on a job type, and before switching off or deleting a certificate that's in use.

If you complete a job whose type no longer has a certificate, you can pick one to issue. Certificates that are used on jobs are switched off rather than deleted, so nothing is lost.

Inspection and routine report answers are automatically linked to the client (via the job, task or asset). Each client now has a Checklists tab showing every response, photos, the related job, any certificate issued, and the next service date.

You can also add a Client question type to internal forms. When someone fills in the form outside of a job or task, the answer links the response to the chosen client. Client names appear in responses, exports and print-outs.

When you change an onboarding pack, you can now update everyone who's already received it. Added documents are sent, removed ones are taken back, and missing items are sent.

Policies and pack contracts track versions—when you update a document, people are asked to re-sign, and the history is kept. You can also mark an SOP as 'read & acknowledge only' so people confirm they've read it without signing.

The Onboarding tracker now lists people who've been sent a link but aren't tracked yet, with a quick Track all button. You can also assign packs with better filtering by branch, role and pack status, and Select these / Clear these work on the filtered list.

We've added guides for your team—annotated walk-throughs with real TimeTap screens. Staff app guides cover getting started, clocking, shifts, leave, HR documents, job cards, tasks, and team-leader features like approving leave and reviewing timesheets.

Office guides include branches & QR codes, adding employees, shifts & rosters, timesheet review, approving leave, and service certificates. Each guide comes with a PDF you can download or print.

In the staff app, tap the gold ? in the header to open the guide for that screen.

• Job cards can now be filtered and sorted by source (Scheduled / From a ticket / Made by hand), due date, or unassigned first
• Leave days now follow each person's roster—Saturday shifts count towards leave, and days are worked out from their usual working days
• Smart Import can re-use existing branches (including archived ones), checks job roles before creating them, and links branches correctly even after renaming
• The org chart can bring in your branches as units, with staff placed in their branch automatically
• Help Desk tickets refresh quietly every 30 seconds, and you can set people to always be copied on every ticket alert
• Help Desk is now available in the staff app for owners, admins and managers
• The Employees list has a new Access column showing each person's access level and whether they use the dashboard, staff app, or both
• Dashboard pages and the Vault now use the full screen width on desktop
• Job cards created by a service schedule show a Scheduled badge
• Employee phone numbers are clickable to call or open a WhatsApp chat
• Surnames are now optional when adding someone (for people with one name)
• Sign pages fit phone screens properly, and Word documents fill placeholders like {{employee_full_name}} the same way the Vault does