Aptli User Guide
Aptli helps teams track and maintain real-world assets: map them, plan and dispatch the work on them, move the materials that work consumes, and watch how the network performs over time. Everything lives on one shared, versioned dataset your whole team collaborates on — from the office or from the field, online or off.
The sections below cover every major area. Use the navigation to jump to a topic, or start with How Aptli Fits Together for the big picture.
Key Concepts
Versioned vs. real-time. Aptli tracks changes two different ways depending on what the data is for:
- Versioned records — map features, layers, and schematics go through a draft → submit → commit cycle. You edit on your device, your work auto-saves locally as you go, and you Submit when you're ready. Versioned records support undo/redo, full version history, and spatial conflict detection when two people edit the same area. An uncommitted-changes badge tracks pending work, and Working from device mode lets list pages and the map serve entirely from your local copy when you have no signal. See Version Management.
- Real-time records — work orders, reports, validations, transactions, and sites save immediately to the server. No local drafting, no version history — just instant confirmation, which is what execution work needs.
- Jobs are hybrid — versioned while you plan them, real-time once work is dispatched against them.
Security layers. Four independent gates decide what each person can do:
- Authentication — who you are (password, SMS 2FA, or OAuth).
- Admin rights — what you can change (permissive grants like
workOrdersCreate). - Role restrictions — what you cannot see (restrictive, field-level filters).
- Server-side enforcement — restricted data is never sent to the browser, not merely hidden.
Immutability. Aptli rarely destroys anything. Map feature versions are compressed, never deleted. Inventory transactions are an append-only ledger — you correct a mistake by adding an adjustment, never by editing history. Most other records are archived (soft-deleted) rather than erased, and holders of the viewDeleted right can restore them.
What's in Aptli
Aptli is modular. AI Assistant, Automations & Monitoring, and Service Portal are included with every plan — there's nothing to unlock. Fulfillment, Materials, Network, Builder, Carbon, and Multiplayer co-editing are licensed add-ons; your deployment shows only the ones your organization has purchased.
Field Records (the map)
The interactive map is where geographic features live — points, lines, and polygons on versioned layers. Draw and edit them, import external data (GeoJSON, KML, CSV, and GIS formats via the background import pipeline), and manage everything through a set of map windows in the toolbar: Selected Features, Data Transfer, Layer Manager, Search, and — when licensed — Projects, Layer Relationships, and Builder. Execution lenses recolor the map by job status so you can see progress at a glance. See Field Operations and Map Concepts.
AI Assistant
Ask questions about your data in plain language. The assistant works over the data you explicitly share with it and can use tools to search your records; on mobile it powers voice-and-photo capture flows for reports, validations, and stock search. See AI Assistant.
Work
Plan jobs, dispatch work orders, file reports, and sign them off with validations — all grouped under optional projects, with a cross-stage My Work worklist showing what's waiting on you. Work orders support QR-based inventory pickup and can even be dispatched by email or SMS, where the recipient replies to file the report without logging in. See Work.
Projects
Group related jobs into a campaign and watch aggregate progress. The Projects window on the map adds an Overview, Details, a Schedule (a work-order Gantt with cross-project conflict detection), and a Resources demand-vs-supply view. See Projects.
Stock
Track resources, sites, and stock items, and every movement through an immutable transaction ledger. Field workers draw materials with signed QR pickup codes, transfer stock to one another through transfer offers the recipient must accept, and reconcile with stocktakes. See Materials.
Automations & Monitoring
Connect Aptli to the outside world: rules that fire when events happen, connections that pull sensor and device data in or push updates out, and threshold alarms on the readings that come back. Devices appear as their own registry with a live map overlay and fleet-health state, and you can chart Outcomes — sensor series against completed work milestones — on a project, optionally shared read-only via a tokenized link. See Automations & Monitoring.
Service Portal
A public, no-login intake surface where members of the public report an issue or request a service, drop a pin on the map, and track their request by reference number. Staff triage submissions in the Inbox and convert them straight into work orders, reports, or map features. See Service Portal.
Notifications
A notification inbox (the bell) keeps a running history of what happened. Subscribe to (or mute) individual projects, jobs, work orders, and sites, and tune which alerts reach you by email, SMS, and push. A personal calendar/ICS feed carries due dates and pickup-code expirations. See Notifications.
Administration
Manage users, roles, and granular admin rights; approve field-submitted map versions in the Version Approval Queue; review the Audit History; and handle access requests from people who self-register. See Administration.