Entering Tasks

To enter a Task in VirtualBoss, you click on "Add a Task" from the Task Manager. You can then fill out the form that comes up with all relevant information such as Job# , Description, Assignee (who's doing the work), ect...

You do not need to fill out everything all at once, you are free to come back and edit Tasks as you see fit. We recommend to keep it simple at first and just give each Task a nice description and Job #. It's also important to understand the relationship between Task ID and Task #'s.

Creating a Schedule

Creating a schedule in VirtualBoss is not a difficult process. You start by simply adding Tasks. What makes these tasks a schedule is defined by what Job they are assigned to. Each task can be assigned a Job # (name of your job). By assigning a task to a job, you are telling VirtualBoss that this task belongs to this job. If you do this for multiple tasks, you start to see a schedule form. See (Filtering options to learn how to view different schedules)

A schedule is nothing more than a number of tasks associated with a particular job. You can create a new Job by going to the Job Manager and clicking Create a Job. You can also add jobs on the fly from within a Task if it does not already exist. Simply type the new job name into the Job Description field of a Task and VirtualBoss will ask you to create it if it doesn't exist.

Adding a New Job

Adding a new job in VirtualBoss is as easy as adding a Task!

First you go to the Job Manager and click "add job". You'll be asked to give the Job a name. Naming a job is important and you should choose the name that best describes your new schedule. You can think about jobs as if each one were a different schedule. Once you've given the job a name then you'll be shown a detail window that you can use to provide additional information about this job.

For just starting out, simply giving the Job a name is enough to begin making your schedule.

Duplicating a Job

Duplicating a job let's you take any previous job you've created and re-use it for a new Schedule.
To duplicate a job, go into the Job Manager and select the job you wish to duplicate. Then, while it is highlighted, click the "Duplicate this job and all it's tasks" option. You can also find this option by right-clicking on the job you wish to duplicate.

Task #'s Vs. Task ID

VirtualBoss has a system of Task #'s and Task ID's. Understanding the difference between these two can make scheduling with VirtualBoss much easier. To start, each Task has a Task ID #. This is a unique number given by VirtualBoss to any new Task. These numbers do not change and are assigned to tasks in the order they are created. They are simply an identification number to show which tasks are which. Unless you are doing Task Linking, you can usually ignore the Task ID.

The Task # field is a bit different and provides some functionality to each Task. Unlike the Task ID, the Task # can be changed. The Task # (previously called "order #") is a number given to a Task by the user. It's purpose is to show where this particular task falls in a schedule. (as of build 280, virtualboss has an option to automatically assign task #'s for a job)

We highly recommend to use this Task # field to give your schedules a sense of flow from the first task to the last. You'll also gain additional options by using the Task # fields such as the ability to sort a schedule (in ascending or descending order) based in these Task #'s.

QuickBooks Synchronization / Troubleshooting

VirtualBoss works with QuickBooks to sync your Contact and Job information between the two softwares. Before you are able to sync your information with VirtualBoss, you need to set up a certificate with QuickBooks. Here are the steps you need to follow before you can sync.
  • QuickBooks needs to be open on your Computer and logged in as the Administrator. This is important. Only the Admin login to QuickBooks can allow applications to set up a certificate for syncing.
  • VirtualBoss needs to be installed and running on the same computer.

Once you have achieved the above steps, it's time to initiate the sync process. In VirtualBoss, go to File, then QuickBooks Synchronization.

Problems When Attempting To Sync

Depending on your computer setup, you may encounter a problem when attempting to sync your VirtualBoss software with QuickBooks. Here are some common issues you may run into, and how to solve them.

Can't Open QuickBooks

If you encounter this error, please follow these steps.

  • Close VirtualBoss and then Right-Click on the program shortcut and go to Properties.
  • Under the Compatibility tab, un-check the box next to Run this program as an administrator. Then hit Ok.

Now open VirtualBoss again and go to Options, then QuickBooks Synchronization.

QuickBooks Is Not Running.

If you see this message, check to make sure that you have QuickBooks already opened. This message may appear if you have QuickBooks opened, but are not logged in as Administrator.

Error (Line 1232): Could not start QuickBooks...

This message is often seen if you have not initially set up VirtualBoss to sync with QuickBooks. Please see the beginning of this section. This message can also appear if you are attempting to sync for the first time and QuickBooks is not running.

Printing Work Orders and Schedules

To print, click on the Print/Email/Fax button from the Task Manager. This will pull up a menu you can use to print out work orders or a schedule.

Please note: VirtualBoss prints or emails every task that appears on the Task List by default

What does this mean? This means that if you have 200 tasks on your Task List and only wish to print out 10, you need to hide the other 190 tasks before you choose to print or else you'll end up printing all of them.

This may seem at first to be tricky, but by using the Filter Options you can quickly pull up any information you wish to view in seconds.

Support Plans

For help with the software, you'll need a support plan. While we offer basic support through online services such as email support or training videos, more personal and comprehensive support is available to Support Plan customers. Not only do you get live one-on-one help from a knowledgeable support person, but you'll also receive upgrades for your product for as long as you're support plan is active.

Here's a list of benefits you'll get as a support plan customer
  • Unlimited upgrades for VirtualBoss - When we release an upgrade it's available to you immediately
  • Live remote computer support - Have us log into your computer through the internet and troubleshoot or train!
  • Email and Live Webchat Support
The Support Plan is a monthly charge. Benefits for Support Plan customers end when the support plan has been cancelled.

Task Linking

Task Linking in VirtualBoss allows you to make a Task dependant on a previous Task before it can start. See our Task Linking section in our Getting Started Guide for a full explanation.

What's a User License?

VirtualBoss uses Licenses based on simultaneous user access to a single database. This means that if you'll need two people to have access to the same data at the same time, each one will need their own unique License. For those that would like VirtualBoss on a PC and a laptop, a single user license allows you to install the software to multiple computers using the same license.

Viewing a Gantt Chart

The Gantt Chart can be found by clicking on the "View Gantt Chart" button from the Task Manager. The Gannt Chart shows the same information you find on your Task List but in a more visible time line. You can make most scheduling changes from the Gantt Chart. Some users find it easier to do things like Task Linking and schedule changes by making changes on the Gantt Chart directly.

Filter Options

The Filter options in VirtualBoss is a tool you can use to show or hide information. As your Task List fills with tasks, you'll want to quickly be able to filter out anything you don't want to see. By using the Filter Options, you can quickly pull up tasks from any job, or show all the tasks that are assigned to a certain contact very easily.

Remote VirtualBoss

Remote VirtualBoss is a feature that allows you to access your Schedules from any web enabled device in real time. You can set up Remote VirtualBoss on your own computer. But what is Remote VirtualBoss?

Some products let you synchronize your data to mobile devices and take it with you where ever you go. Remote VirtualBoss does something a bit different. It allows you to directly connect to your data through a website that you control. There is no synchronization needed here. All information is updated in real time as it's changed so anyone using the software from an office PC or using the Remote VirtualBoss website from a mobile device will see the same information as it's entered.

You can set up Remote VirtualBoss yourself, or have us handle it for you! (Support Plan required for Remote VirtualBoss set up help)

VirtualBoss API / SDK

This is for software developers looking to integrate their products with VirtualBoss. VirtualBoss API information

Network Setup

VirtualBoss can be set up on multiple office PC's. By sharing a database, multiple people can access the same information through your Local Network. Support Plan users can have VirtualBoss support in setting up networked installations.

In order to have multiple users on VirtualBoss, you'll need to install the software on each computer you wish to use. Next, you'll want to identify a single database you wish to share among all users. This database can be created on any machine, so long as it's accessible to other network users.

Once you have your database created and shared, you'll simply open each copy of VirtualBoss and open your database. The idea here is that you have one database being used by multiple people so your information is shared in real time between everyone. When one person makes a change, everyone sees it!

Troubleshooting Apache Install

Most installations of Apache will install just fine with no problems. Just in case you do experience an issue, here are some common problems some users may experience and how you can solve them.

When you install Apache, it installs a service that listens on port 80. Sometimes you'll see this error screen:

Apache Socket Error

If you see this screen, it means that another program or service is using (Port 80) and Apache can't install its service.
To fix this problem, close the program that may be using port 80. Programs like Skype use Port 80. Try shutting down skype and running the Apache Software again.

If you have IIS already on your computer, this could cause a conflict as well.

Since it's not always obvious which program is causing the port 80 conflict, another way around this problem is to install the Apache service on a port other than Port 80. We typically use port 90 in these cases as 90 is not commonly used by other programs.

First, browse for the Apache config file (httpd.conf) in the Apache installation directory (or under the start menu). It's usually located at "C:\Program Files (x86)\Apache Group\Apache2\conf\httpd.conf". Open this file with a text editor like NotePad or WordPad.

Go under "edit" and "find" and search for Listen 80. This will bring you right to the entry we need to edit. Change the 80 to whichever port you'd like to use. In our example we use 90. So when it's done it will say Listen 90.

apache config file

Save and close the Apache config file. Do not use "Save as", just use "save" and then close.
VISTA AND WINDOWS 7 USERS!! - When you go to save the changes you made to the config file, if you see a pop up window asking you to save a new file, hit cancel. Something is preventing you from making changes to the config file. The User Account Control setting is usually the culprit.

To overcome this, you can either turn the User Account Control setting off, or go to the Apache install folder and set the permissions on that folder to allow full control (right click on the folder and go to properties, then security tab). Now you should be able to save the changes you made to the Config file.

Next, open a command prompt by going under the start menu, accessories, command prompt. Right Click on the command prompt and choose "run as administrator".

type this command into the prompt: cd c:\Program Files\Apache Group\Apache2\bin\ and hit enter. (use "Program Files (x86)" if that's where it installed to)

You should now be located in the "bin" folder of the Apache install directory. Type apache -k install and hit enter.

This will install the Apache Service using Port 90 - or whichever port you chose in the config file earlier. When that's finished type apache -k start and hit enter. This will start the service and you should now have a working apache webserver running. Just remember which port you are using when installing Remote VirtualBoss later, you'll need to enter that into the software when it asks for it.

Exporting and Importing

You can Import and Export data using VirtualBoss. The most common method for importing and exporting with VirtualBoss is through microsoft Excel. This section will break down the different ways you can use this feature and how to make it work for you. (for simplicity, we'll assume that all imports and exports will be using Excel)

There are actually 2 different types of Imports you can perform with VirtualBoss, Adding information or Updating existing information. It's important to understand the differences and when to use each one. When importing tasks from an excel spreadsheet, you need to ask yourself this question: "Are these new Tasks, or am I updating existing Tasks?"

If the answer is "New Tasks", then you'll want to leave the Task ID field empty. When you do this, VirtualBoss will automatically assign Task ID's to tasks without ID numbers and a new task will be created. This is crucial. If VirtualBoss sees a Task ID on an imported Task, it will attempt to find and update that task within the system (this is the 2nd type of import). This is due to the nature of Task ID's Vs. Task #'s. If no Task ID is found, then a new Task will be created with the Task ID you specified. However, this is not recommended. VirtualBoss creates and distributes Task ID's based on the order Tasks are created and by specifying a Task ID through importing may cause problems in your database.

To keep things simple, Task ID's should only be manually entered on imported Excel sheets if you intend on updating existing Tasks with new information. When in doubt, leave the Task ID field blank and VirtualBoss will take care of it.

Backing Up Your Data

Making a backup of your VirtualBoss data is easy and in most cases, automatic. By default, VirtualBoss is set to create a backup of your entire database each time you shut down your software. You can find these backup options in the Preferences.

Backups can be used to restore your database back to point the backup was made. The backup files are usually small enough you can put them on a flash drive or email them to someone. This is great if you want to Move your data from one computer to another.

You can also perform a manual backup anytime by going to File, and then Backup. The default location for backups are located on C:\Virtualboss\backup, but can be changed to any location you wish by using the preferences.

Restoring Your VirtualBoss Database

Using any of your backup files, you can restore a complete database back to the moment the backup was created. By double-clicking on a backup file (they have a green virtualboss icon) this will start the restore process (though we recommend to restore using the option under File, then Restore).

Restoring a backup file will ERASE your current opened database and replace it with the information found in the backup file. If you are unsure about restoring from a backup, we highly recommend to create a new database first and restore your data into that to make sure it's what you're expecting.

Creating a New Database

To create a new a database, go to File and then Open Database. From here you'll find the Recently opened database list. Click on the button called "Create blank database". You can name the database anything you'd like, but we recommend to name it something that tells you what information can be found within. (such as: "master data" or "All Schedules" - it's really up to you.)

If you ask anyone here, they'll say you never need more than one database. Thanks to our Filter Options, you can sort through thousands of Tasks and hundreds of Jobs with ease.

Since information in VirtualBoss isn't shared between databases, you may find it hard to keep track of things if you operate with more than one database. Of course, having multiple databases works just fine if that's the way you decide to do things.

Upgrading VirtualBoss

We are constantly working to make VirtualBoss better. We add new features and enhancements all the time! Our What's New page details each release and what we've changed/added. Support Plan customers can always upgrade to the latest release as soon as we release it. For information on how to get upgrades as well as support for VirtualBoss, please contact us or purchase a Support Plan.

Upgrading is very easy! Once you decide you wish to upgrade to a newer release, just visit our download page and follow the instructions. Your software and database will be updated to work with the latest release. It's a good idea to have VirtualBoss closed before running any updates. If you use multiple computers with VirtualBoss, you'll need to update all installations.

Unlocking / Registering VirtualBoss

When you first install VirtualBoss, you'll be asked to perform a few steps to unlock and register your software. You'll be provided a License # with your purchase, this will work as your "unlock code". Unlocking your software is the first step in this 2 step process. Entering a valid License # will "unlock" your software, validating it as a purchased copy. You'll next be asked to "Register online". This registration is the final step in fully unlocking your software. Once registered with us, your software will be unlocked and ready to go.

You'll need to register the software with us online for each new install. This is an easy process and all automated. You can unlock multiple installations without worry.

Can I Use My 1 Workstation License on More Than 1 Computer?

The answer is yes, you can. VirtualBoss licensing allows you to install your single user license on more than 1 computer for you to use. For example, if you use a desktop PC and a laptop and would like both to access your data, you can.

System Requirements

We've always said that VirtualBoss can run with minimal computer specs. This is still true. Like any program though, faster hardware makes for a more compelling user experience. In the more than 10 years that VirtualBoss has existed, some amazing products have hit the market that users can take advantage of.

While not required, using a Solid State Hard drive is our number one recommended upgrade to any PC if you're looking to make programs run faster. Of course, to re-iterate, VirtualBoss runs more than fine on any hard drive that exists in your computer. However, if you're looking for pure performance, you'll more than double the speed of any program run from one of these drives.

A minimum of 512MB of RAM is recommended. Most computers these days have 2-4GB of RAM so typically this is not an issue. VirtualBoss will run on 32-bit and 64-bit versions of all Windows OS (xp/vista/7/8)

If you plan on using VirtualBoss on a wifi network, we recommend g or n level speeds. VirtualBoss will work best on a wired connection.

Running VirtualBoss on a VPN

Commonly, users will ask if they can connect a home installation of VirtualBoss to their office database. While this is technically possible using a VPN, performance will suffer greatly depending on your internet connection at both ends.

Most internet service providers do not yet offer fast enough speeds to make this a viable option.

A more practical solution is to use Remote VirtualBoss to connect to your data from anywhere!

VirtualBoss on a Mac

VirtualBoss is a PC (windows) only software. But that hasn't stopped our Mac customers from enjoying it! You can run VirtualBoss on a Mac computer through a program called Parallels. This lets you emulate a Windows desktop right on your Mac computer.

Adding VirtualBoss as an Exception to your Anti-Virus Software

VirtualBoss accesses database information frequently throughout its use. Most Anti-Virus software actively scans your computer for malicious and harmful software. While that is a good thing, a consequence of this action affects the performance of some programs. We highly recommend to add VirtualBoss as an exception in these programs. This is crucially important if you are using your database through a network. We'll outline the steps needed to add VirtualBoss as an exception to some popular Anti-Virus Programs here (if the one you use isn't listed, the steps should be similar or you can contact the maker and ask them how).

Microsoft Security Essentials:


AVG Anti-Virus:

While this isn't a necessary step, by adding VirtualBoss to your Anti-Virus protection Exception list, you should see an increase in speed when using the program.

Using More Than One Database

VirtualBoss works best when only a single database is used. The reason for this is because no information can be shared directly between 2 databases. For most users there is typically no need to use more than one database. You can store unlimited contacts, jobs, and tasks, in a single database.

While we recommend to just use a single database, you are also free to use multiple databases. Just keep in mind that when starting a new database you are essentially starting over from scratch.

You can switch between databases easily by going to File, and then choosing Open Database...

Common Error Messages and Solutions

When using VirtualBoss, you may encounter messages when attempting to open a database. Most of the time, these errors are caused by restrictive account permissions or computer security software blocking access to needed resources.

If you connect to a networked database and see the message No VirtualBoss data exists at this location, 9 times out of 10 your mapped network connection did not fully re-connect after a recent restart. To fix this problem, simply refresh your network connection navigating to your mapped networked location in windows explorer. You may even see a red "x" over a mapped drive icon in your My Computer area. Double clicking on the icon will re-connect the location. Once you've done this, VirtualBoss should be able to open the database again.

Printing Issues

Some users may experience problems when printing a Gantt Chart. If you have trouble making a Gantt Chart print on larger than 8.5x11 paper, please contact our office. We can help diagnose the problem and offer solutions to help you print your Gantt Charts.

VirtualBoss on a Network

You can share your VirtualBoss data with multiple computers simultaneously. To do this, you will need to create a database in a network location that all users can access. Once done, you will then need to open VirtualBoss and go to File, Open Database, Open Other Database. This will allow you to browse your network for the database you created. When you've selected the folder containing the database, your software will now display the same information other networked users see.

Please keep in mind that you will need additional licenses for each simultaneous user that accesses the same database.