Here to help!

Setting up and managing your Forms first begins with creating Form Sectors, Form Names, Question Groups & Questions. The steps below outline this simple process and help you categorise Forms in a way that suits your organisation.

Form Sectors: 

Form Sectors can consist of categories such as Fire Safety, Asbestos, H&S. These are the main heading of which your Checks will be categories under. To begin creating a Sector, open the Sectors tab and press Add. 

Then simply enter the desired title. We will use Fire Safety for this walkthrough. Hit Save to confirm your addition to the Sectors list.

The next step is to create your Form Name.

Form Lists:

Form Lists determines the title of each Form. For our Fire Safety Sector, we will create a Form Name of Fire Safety Check – Monthly. To add your Form List, just press add, then choose the frequency and ensure you choose the Sector you just created in the previous step. 

Press Save to confirm your addition.

Question Groups:

Question Groups consist of different variations of Fire Safety, these can be Firefighting Equipment, Escape Routes, Emergency Lighting and much more so you can designate Checks for specific Types of Fire Safety.

Press Add to create a new Group, and enter the information required. We will use Fire Warning System to continue our set up process.

Questions:

Now you have set up your Form Sectors, Form List and Question Groups, you can begin creating your Questions. Open the Questions tab using the left-hand menu and press Add to begin the process.

Reference: This is the order the Question was created in the System.

Form Sector & Form Name: These apply to what you created earlier on in the process. This just ensure that the Question appears under the Form you intend it for. 

Question Type: You can choose either Checkbox or Upload. Only one upload question per check can be used.

Options: Provide up to 5 answers for each question, ranging from a grade, to yes or no.

Value Limit: Set a maximum number value to use in both checkbox or upload question types.

Question Group: Assign to Escape Routes (applies to different Questions and what they are linked to)

Order: You can customise how they appear on the Check. This order can be changed at any time.

Active: Make the Question appear or keep it in the list ready for when it may be needed again.

Checks:

Now all you need to do is create your Checks which will utilise the Form you have created. Head back to the main menu and open the Checks option underneath compliance.

You will be presented with a list of your previously completed checks.

Filter options can be used to find specific checks on your system. 

More about this part of the module is located in the Managing Checks section.

Press Add to create a new Check. The Window shown in the image adjacent will appear. 

Choose your Form Sector and Form List to link it with the necessary Form. If a specific location or asset applies to the Check, fill out the information through the dropdowns.

Choose a Due date, Department and user to refer the Check to. 

As this Check is required every three months, just choose Enable Scheduler and fill out the required schedule information. 

*Amber days determines when the traffic light against the check will turn to amber.

*Call Ref - If this Check is related to a Job Request you can link it here by entering the Job Request reference number.

Now you are all set to begin assigning and completing your Checks.

Checks can be assigned to users designated as “Forms Users” in their account. This enables them to access the Form Stored under their account on the Web Portal or Desktop System.

Our example check is shown in the image below. Any additional information can be added under the Notes & Documents tab as well as important documents to attach.