Getting Started
New to GroundOps?
01
Create Your Account
Go to GroundOps.pythonanywhere.com and create your account. Works on any device — works in any browser.
02
Configure Settings
Go to the Settings tab. Enter your business name, city, and Gmail App Password for email features. Click Save.
03
Import Customers
Export your Customer Contact List from QuickBooks as CSV. Go to the Customers tab and click Import from QuickBooks.
04
Start Using It
Open the Dashboard every morning. Use the Route Planner for daily stops, Call List for weekly follow-ups, and Reports for business insights.
Common Questions
FAQ
I can't find my account login. +
Your account login was emailed to you when you subscribed. Search your inbox for an email from hayden@getgroundops.com with the subject "Your GroundOps Account Login." If you can't find it, contact us and we'll resend it.
Do I need QuickBooks to use GroundOps? +
QuickBooks is recommended for the Reports and Email features but not required. You can manage customers, plan routes, and generate call lists without any QuickBooks connection. Customers can be added manually or imported from any CSV file.
I'm having trouble logging in. What do I do? +
This is normal for new applications that haven't been verified by Microsoft yet. Click "More Info" on the warning screen and then click "Run Anyway." This is a one-time step — the app will open normally every time after that.
How do I set up the email features? +
You need a Gmail App Password — not your regular Gmail password. Go to myaccount.google.com, click Security, enable 2-Step Verification, then go to App Passwords and generate one. Paste it into the App Password field in the GroundOps Settings tab.
Why aren't my customers showing up in the Route Planner? +
Customers must have an address on file to appear in the Route Planner. Go to the Customers tab, find the customer, click Edit Selected, and add their address. Save and return to the Route Planner — they will now appear in the picker.
How does route optimization work? +
GroundOps uses a nearest neighbor algorithm to sort your stops in the order that minimizes total drive distance. It geocodes each address using OpenStreetMap and calculates the most efficient path. An internet connection is required. Stops that can't be found are placed at the end with a warning.
Why are no customers showing on the Dashboard? +
The Dashboard shows customers due for service in the next 14 days. For a customer to appear they need both a Last Service Date and a Service Interval set. Go to the Customers tab, edit each customer, and set these fields. The Dashboard will update automatically.
Can I use GroundOps on a Mac? +
GroundOps works on any device — Windows, Mac, iPhone, Android, tablet. Open any modern browser and log in.
How do I cancel my subscription? +
You can cancel anytime through your Stripe billing portal. Click the link in any of your billing receipts or contact us and we'll send you the cancellation link directly. No cancellation fees — ever.
Is my customer data safe? +
Yes. All customer data is stored locally on your computer — not on any external server. GroundOps never uploads or transmits your customer information. The only external connections the app makes are for weather data and route optimization.
How do I update to a new version? +
When a new version is available your app updates automatically the next time you log in. No action needed — GroundOps always runs the latest version.
The weather isn't loading. What's wrong? +
Weather requires an internet connection. Check that you're connected, then confirm your city is spelled correctly in the Settings tab (example: Sumter, SC). Click Refresh Weather on the Dashboard after updating the city.
Troubleshooting
Common Issues
Account login not accepted
Make sure the full key is entered including all dashes — . Check for extra spaces. Contact hayden@getgroundops.com
Downtime & Maintenance: GroundOps may occasionally be unavailable due to planned maintenance or technical issues. We communicate outages via email and aim to restore service as quickly as possible. GroundOps is not liable for business disruption caused by enterprise unavailability. See our full Terms of Service for details.
if the issue persists.App won't open
Try clearing your browser cache and logging in again. If the issue persists contact hayden@getgroundops.com.
QuickBooks import shows no new customers
All customers in the CSV already exist in GroundOps. No action needed — duplicates are skipped automatically.
CSV column not found error on import
Make sure you are importing the Customer Contact List report, not an invoice or sales report. The column names must include Customer, Name, or Company Name.
Email fails to send
Confirm you are using a Gmail App Password — not your regular Gmail password. See the FAQ above for setup instructions.
Report shows no data
Make sure the date range on your QuickBooks export matches the report period selected (weekly = last 7 days, monthly = last 30 days).
Route optimization not working
An internet connection is required to geocode addresses. Check your connection and try again. Addresses that can't be found are placed at the end of the route with a warning.
Login screen appears every time
Your license file may have been accidentally deleted. Re-enter your account login. If you no longer have your key contact hayden@getgroundops.com.
Still Need Help?
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Can't find what you're looking for? Send us a message directly. Include a description of the issue, any error messages you saw, and your Windows version.
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