This guide covers how to use the Max for Brands mobile app from your first login through to completing a full day of customer visits. You will learn how to log in, record mileage, plan your route, check in and out of customer visits, create quotes and orders, complete surveys, capture notes and photos, and close your day.
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Overview
This guide covers how to use the Max for Brands mobile app from your first login through to completing a full day of customer visits. You will learn how to log in, record mileage, plan your route, check in and out of customer visits, create quotes and orders, complete surveys, capture notes and photos, and close your day.
Before You Begin
Your Rep ID and password must be provided by your manager.
Location services must be enabled on your device.
Location permissions must be granted to the app.
An active internet connection is required for check-in, AI-generated summaries, and some features.
The app is available from your device's app store.
1
Step 1: Log In to the App
Training timestamp: 00:00
When you open the app for the first time, you are taken to the login screen.
Enter your Rep ID.
Enter your password.
The first time you log in, you are prompted to enable biometric authentication (fingerprint or facial recognition, depending on your device).
We recommend enabling this for faster future logins. If you prefer, continue using your Rep ID and password.
Visual walkthrough
Screenshot 01: Login screen with Rep ID and password fieldsScreenshot 02: Biometric login prompt
2
Step 2: Home Dashboard and Start of Day
Training timestamp: 01:00
Once logged in, you arrive at the home dashboard, your starting point for the day.
Review your call tracker at the top, which shows completed calls, remaining calls, and your daily target.
If you work off a fixed call cycle, this updates automatically as you complete visits.
Read "Tell me about today" — an AI-generated summary of scheduled visits, outstanding follow-ups, and recent notes. An internet connection is required to generate this summary.
Tap Start today's mileage to record your start-of-day odometer reading.
Enter your vehicle's start odometer reading.
Optionally, take a photo of your vehicle's dashboard as supporting evidence.
Tap the blue Update mileage button.
Visual walkthrough
Screenshot 03: Home dashboard and daily call trackerScreenshot 04: Start-of-day mileage entry and odometer photo area
3
Step 3: Create a New Customer (If Required)
Training timestamp: 02:27
If your company allows customer creation, always search for the customer in Ad hoc visits before creating a new record.
Search using the customer name or account number.
If the customer already exists, select the existing record.
Only create a new customer if no matching record is found.
Warning: Creating duplicate customer records can cause reporting issues, split customer history, and inaccurate order data.
To create a new customer, take a clear photo of the customer's business card.
The AI automatically populates customer details, including names, company information, and contact details.
Review the extracted information for accuracy before saving.
Complete any remaining fields.
Set up the customer's visit schedule.
Visual walkthrough
Screenshot 05: New Customer formScreenshot 06: Business card camera captureScreenshot 07: Business card scanning in progress
4
Step 4: Set Up the Customer Visit Schedule
Training timestamp: 04:00
The visit schedule determines when the customer appears on future call plans.
Select the days of the week.
Select the weeks of the month.
Set the visit frequency (how many times the customer should be visited each month):
One = once per month
Two = twice per month
Four Weekly
Zero = if you do not work on a structured call cycle
Make sure the schedule is correct — it will be used to automatically generate future customer visits.
Visual walkthrough
Screenshot 08: Populated customer details and visit schedule
5
Step 5: Start Today's Calls and Plan Your Route
Training timestamp: 05:00
Tap Start Today's Calls to view your scheduled customers.
Switch between List view and Route view using the toggle at the top of the screen:
List view displays customers in a simple list.
Route view displays customers on a map to help plan your journey.
Select Choose Another Day to view customers scheduled for a different day. This allows you to bring visits forward when it makes sense for your route.
Select Close to Me to find customers near your current location.
Filter customers within a 5 km, 10 km, 25 km, or 50 km radius.
Further refine your search by customer type.
If your company uses a planned call cycle, switch to Route view to automatically map your day's visits using real-time traffic information.
Route view estimates travel distance and time and recommends the most efficient visit order.
Visual walkthrough
Screenshot 09: Home dashboard after customer setupScreenshot 10: Today's Calls list viewScreenshot 11: Choose Another Day date selectorScreenshot 12: Close to Me map and radius filtersScreenshot 13: Optimized Route view with distance and travel time
6
Step 6: Customer Profile and Check In
Training timestamp: 06:47
Once you select a customer, you are taken to the customer profile screen.
Review the customer name, date of last visit, and map showing your location relative to the customer.
The main activity tiles include:
Quotes
Orders
AI Shelf (if enabled)
Below these are your surveys, followed by additional modules such as Notes, Documents, Ranging, and Photos.
Before completing any activities, tap the green Check In and Start button.
Requirements for check-in:
Location services enabled
Location permissions granted
Active internet connection
Tap the info icon in the top right corner to view and update customer details (contact information, address details, manager or owner information).
If a contact number has been captured, you can call the customer directly from this screen.
After checking in, select the appropriate call type (configured according to your company's processes).
Visual walkthrough
Screenshot 14: Customer profile before check-inScreenshot 15: Customer information and call shortcutScreenshot 16: Call type selection after check-inScreenshot 17: Checked-in customer profile with visit activities
7
Step 7: Create a Quote
Training timestamp: 08:00
The Quotes tile is used to capture commercial activity.
Tap Quotes.
Select New Quote or view quote history.
Use the price list filter to narrow down products displayed.
Scroll through the product list or use the Search Products field to find specific items.
Tap Add to Cart for each product you wish to quote.
Adjust the quantity using the plus and minus buttons or enter a quantity manually.
Products may be sold as singles, packs, cases, crates, or pallets (determined by your company's product master data).
To view pricing information, tap the price tag icon next to a product.
Review pricing details, including the minimum selling price (automatically calculated based on your company's pricing and discount rules).
If permitted by your company's pricing rules, enter your own selling price, and the system automatically calculates the applicable discount.
As products are added, the basket totals update automatically at the bottom of the screen (including VAT and excluding VAT).
Before submitting, optionally enter an external quote number (customer reference, internal quote number, or other relevant reference). If not required, leave the field blank.
When satisfied, generate a PDF summary and share it via WhatsApp, email, or any other supported application.
To convert a quote into an order later, select Quote History → View Details → Create Order From Quote.
Visual walkthrough
Screenshot 18: Quotes menu with New Quote and Quote HistoryScreenshot 19: Quote price-list filterScreenshot 20: Quote product list and quantity controlsScreenshot 21: Special price dialog and minimum priceScreenshot 22: Quote item with adjusted priceScreenshot 23: Confirm Quote screenScreenshot 24: Quote Submitted confirmation and PDF exportScreenshot 25: Share sheet for the quote PDF
8
Step 8: Place an Order
Training timestamp: 10:55
The Orders module works the same way as Quotes.
Tap Orders.
Select New Order or view order history.
Select a price list.
Add products to the basket.
Adjust quantities.
Review the basket totals.
Tap Place Order to submit.
Generate a PDF summary and share it directly from your device.
An email containing the order details is sent automatically to your head office or order processing team.
Visual walkthrough
Screenshot 26: Orders menu with New Order and Order HistoryScreenshot 27: Order product list and quantity controlsScreenshot 28: Order Confirmed screen and PDF exportScreenshot 29: Share sheet for the order PDF
9
Step 9: Complete Surveys
Training timestamp: 12:00
After quotes and orders, move on to the surveys module.
Surveys are grouped into categories such as:
Ad hoc
Price
NPD (can be customized for your business)
Each category displays a badge showing how many surveys are assigned. A badge of zero means no surveys are currently assigned.
Select a survey category to view available surveys.
For each survey, view the last submission date, submission history, and expiry date where applicable.
Complete all required surveys before checking out.
Surveys are dynamic and may use conditional logic — questions change based on your answers.
Depending on the survey, you may be asked to:
Select options from a list
Enter values
Capture signatures
Rate items
Upload photos
Answer follow-up questions
Scan barcodes
To scan a barcode, use your device's camera. The system automatically captures the barcode number.
Once submitted, the survey is automatically sent to head office.
You can also generate a PDF of the completed survey and share it directly from your device.
Visual walkthrough
Screenshot 30: Customer profile with survey categories and badgesScreenshot 31: Assigned surveys and expiry informationScreenshot 32: Survey questions with conditional flowScreenshot 33: Barcode scan and photo capture questionsScreenshot 34: Completed survey PDF preview
10
Step 10: Capture Notes
Training timestamp: 14:00
The Notes module allows you to record important information from your visit.
Tap Notes.
Tap the blue plus note button.
Give each note a clear and meaningful title (e.g., "Pricing review meeting" or "Stock availability concern" instead of generic titles like "meeting" or "follow-up").
Enter the content of your note by typing manually or using the voice-to-text AI assistant by tapping the AI assistant button and speaking.
You can also schedule a follow-up reminder directly from the notes module:
Select a date and time.
Enter the action required.
Save the reminder.
Once you are happy with the note, save it.
Notes are stored against the customer profile and available for future reference.
Once a note has been saved, a summary email can be sent automatically to the sales representative. This feature is optional and can be enabled or disabled by an administrator through the back office dashboard.
You can edit existing notes at any time.
Visual walkthrough
Screenshot 35: Customer profile after completing visit activitiesScreenshot 36: Notes screen before creating a noteScreenshot 37: New Note formScreenshot 38: Follow-up reminder calendarScreenshot 39: Completed note content with follow-up dateScreenshot 40: Saved notes listScreenshot 41: Edit Note screen
11
Step 11: Access Documents
Training timestamp: 16:42
The Documents module gives you access to important files in the field.
Tap Documents.
View, download, and share documents such as:
Product catalogs
Price lists
Promotional material
Training guides
Other business resources
Documents are organized into categories for easy access.
Documents can be shared directly from your device using WhatsApp, email, Microsoft Teams, or any other supported application.
Visual walkthrough
Screenshot 42: Documents library and categoriesScreenshot 43: Document preview
12
Step 12: Complete Ranging
Training timestamp: 17:00
The Ranging module helps track product availability at a customer location.
For each product or SKU, indicate whether it is available by selecting yes or no.
You can also capture the selling price (optional).
To save time, use Load Last Answers to automatically populate the form with information from the previous visit.
When you select Load Last Answers, a warning message appears advising that your current responses will be replaced with the previous submission.
Select Cancel to return to the form, or Load Last Answers to populate the form.
Always review the loaded information and update any changes before submitting.
Visual walkthrough
Screenshot 44: Ranging and product availability formScreenshot 45: Completed ranging answers and optional valuesScreenshot 46: Load Last Answers warning
13
Step 13: Capture and Upload Photos
Training timestamp: 18:00
The Photos module allows you to capture and store photos against the customer record.
Tap Photos.
Select a photo tag (categories may include win, customer, issue, other, or shelf audit).
Select the tag or tags that best describe the photo. You can assign multiple tags to a single photo.
Take a new photo using your device's camera or upload an existing photo from your gallery.
Add an optional comment describing the image.
Upload photos one at a time. You can attach up to twenty photos to a single submission.
Tap Submit to save the photo.
Photos are linked to the customer visit and categorized according to the selected tag.
You can also share photos directly from the app via WhatsApp or any other supported application.
Visual walkthrough
Screenshot 47: Photos module with photo categoriesScreenshot 48: Select one or more photo tagsScreenshot 49: Choose camera or photo galleryScreenshot 50: Photo added to the visitScreenshot 51: Multiple photos ready for submissionScreenshot 52: Photo upload confirmationScreenshot 53: Share sheet for uploaded photosScreenshot 54: Photo prepared for WhatsApp sharingScreenshot 55: Photos shared through WhatsApp
14
Step 14: Check Out
Training timestamp: 20:00
Once all required activities have been completed:
Tap the red Checkout button to end the visit.
Checking out records the end time of your visit and completes the customer call record.
Always ensure you check out before leaving the customer location.
Standard visit process: Check in → Select call type → Complete activities → Check out.
Tap the burger menu in the top left corner to access quick links.
Navigate to:
Home dashboard
My Pulse
Today's Calls
Ad hoc Visit
My Pulse is your personal productivity dashboard, divided into:
My Day: Summary of daily activity (calls completed, surveys submitted, orders placed, quotes created, photos captured, notes recorded). Includes a customer-by-customer breakdown.
Follow-ups: Outstanding follow-up actions grouped into overdue, upcoming, and completed. Manage these directly by marking reminders as complete or updating due dates.
To record your end mileage, enter your vehicle's closing odometer reading.
If required by your company, capture a photo of the dashboard.
This completes your daily mileage record and finalizes your day's travel information.
Visual walkthrough
Screenshot 57: Home dashboard after visitsScreenshot 58: Main navigation menu and quick linksScreenshot 59: My Pulse activity overviewScreenshot 60: My Pulse daily activity and follow-upsScreenshot 61: End-of-day mileage entry
No matching section
Try a broader term such as “customer”, “survey”, “route”, “quote”, or “mileage”.
Important Notes
Duplicate customers: Always search before creating a new customer. Duplicate records cause reporting issues, split customer history, and inaccurate order data.
Check-in requirements: You must have location services enabled, location permissions granted, and an active internet connection to check in successfully.
Do not check out early: Do not check out until all visit activities have been completed.
Visit schedule accuracy: Make sure the customer visit schedule is correct, as it automatically generates future customer visits.
AI summary: "Tell me about today" requires an internet connection.
Mileage photos: Taking a photo of your dashboard is optional unless required by your company.
Discount rules: Pricing and discount rules (fixed values, percentages, SKU-specific promotions) are managed by your administrator from the back end.
Note emails: Automatic summary emails for notes are optional and can be enabled or disabled by an administrator.
Photo tagging: Accurate tagging ensures photos can be filtered, reported on, and found easily from the back office dashboard.
Troubleshooting
Use these checks before escalating an issue to your administrator or support team.
Cannot check in
Ensure location services are enabled, location permissions are granted to the app, and you have an active internet connection.
Customer not found in search
Double-check the spelling of the customer name or account number. If they truly do not exist, create a new record.
"Tell me about today" is not loading
An internet connection is required to generate this summary. Check your connection and try again.
Duplicate customer created
Search for the customer in Ad hoc visits before creating a new record. Contact your administrator if duplicates already exist.
Quote or order PDF not sharing
Ensure you have a compatible sharing app installed (WhatsApp, email, Microsoft Teams, etc.).
Survey questions change unexpectedly
Surveys use conditional logic. Questions displayed will change based on your previous answers.
Barcode not scanning
Ensure your device's camera is clean and the barcode is well-lit. Hold the camera steady over the barcode.
Photos not submitting
You can attach up to 20 photos per submission. Ensure you are uploading one at a time.
Workflow Summary
This guide covered the complete Max for Brands field sales workflow:
Log in using your Rep ID and password, and enable biometric authentication.
Start your day by recording your mileage from the home dashboard.
Search for customers before creating new records to avoid duplicates.
Plan your route using list view or route view, and bring visits forward if needed.
Check in at each customer location before completing activities.
Complete activities including quotes, orders, surveys, notes, documents, ranging, and photos.
Check out before leaving the customer location.
Close your day by reviewing activity in My Pulse and recording your end mileage.
Following this process ensures accurate records, efficient route planning, and complete visit documentation.