In this new module comes many new powerful features, workflows and logic that greatly expand the possibilities to create effective digital task- and checklists for complex routines combined with clear customizable reports.
This is a first presentation of the new features and this is a summary of its capabilities:
1. Flexible scheduling of checklists
– Checklists and schedules are separated, allowing for greater flexibility. The same checklist can be linked to multiple schedules to accommodate varying operational hours across different locations.
Use case
– A checklist titled “Daily Opening Routine” can be scheduled differently for stores opening at 9 AM and those at 11 AM, ensuring that the right tasks are performed at the right time.
Customer benefits
– Customizes operations to local needs without duplicating efforts, ensuring efficiency and compliance across all locations.
2. Dynamic checkpoints
– Checkpoints within checklists can be marked as OK/NOT OK or as a numeric measurement value, with automatic evaluations by the system based on predefined acceptable ranges.
Use case
– For a checkpoint measuring the temperature of a walk-in cooler, the system automatically flags entries outside the acceptable range and notifies relevant personnel.
Customer benefits
– Simplifies compliance monitoring and reduces the need for staff to make judgment calls, thereby minimizing human error.
3. Automated workflows and triggers
– Each checkpoint can trigger specific automated actions based on its status, such as sending notifications to designated roles, emails or SMS or create corrective tasks for selected recipients.
Use case
– If a light fixture is reported as faulty (“NOT OK”), the system can automatically notify the property manager and create a task for repair.
Customer benefits
– Ensures immediate attention to issues, enhancing operational responsiveness and reducing downtime.
4. Advanced audit features
– Audit checklists with weighted values for each checkpoint and compliance thresholds that trigger specific actions if not met.
Use case
– During on-site visits, auditors use the checklist to score various compliance factors, which can automatically highlight areas below the acceptable threshold.
Customer benefits
– Provides a clear and quantifiable measure of compliance, helping to maintain high standards across all locations.
5. Comprehensive reporting and real-time insights
– In-depth reports and analytics that can be customized to focus on specific areas such as daily routines or specific operational challenges.
Use case
– Managers use the dashboard to monitor morning routines closely, with detailed reports showing real-time compliance levels and areas requiring attention.
Customer benefits
– Offers actionable insights that help managers make informed decisions quickly, enhancing overall operational efficiency and standard compliance.
Checklists & Schedule are separated
In this version, the checklist and checkpoints themselves will be a separate entity, and the schedule, i.e. the periodicity, will be another. Simplified, a checklist that is to be done regularly needs to be linked to a schedule. But the same checklist can be linked to several different schedules.
Example
Let’s say we have a checklist called Daily Opening Routine, in that list there are a number of checkpoints that are common across all our locations. However, some locations/stores open at 9 am, others at 11 am and some are not open on Sundays.
We can then create different schedules, for example Mon-Sat 09.00 – 11.00 and Mon-Sat 11.00 – 12.00, etc for the different store types. However, we link the same checklist to both schedules since they have the same routines. This gives a great deal of flexibility to customize so that the right lists come up at the right times for the right locations.
Features & Functions Checklist
The basic principle of a checklist is to add one or more checkpoints to the list. A checkpoint can be answered or verified in two ways; As OK / NOT OK or as a numerical measurement value (numbers), e.g. temperature value from fridge/freezer or quantity of an item, or time in min, sec etc.
On a checkpoint with “measurement value” it is then specified within which “range” is OK or NOT OK, this assessment is then made automatically by the system based on the value the user enters. Thus, staff do not need to understand, or make judgments about what is right or wrong – just enter a number, the rest is automatic.
Workflows & triggers
Then you can create several different events and workflows based on different scenarios or triggers at each individual checkpoint.
Example
IF the checkpoint “Lighting” is marked as NOT OK – THEN a notification/message will be sent to the selected Role/Location/Person/Email/SMS. For example, the property manager and/or the store manager.
IF the walk in cooler has a temperature above X degrees F – THEN messages are immediately sent to the selected Role/Location/Person/Email/SMS – AND a TASK is automatically created and assigned to the selected Role/Location/Person.
Each individual checkpoint can be given multiple triggers and workflows. These automated workflows ensure that no important or critical checks or deviations are missed or fall through the cracks as responsibility and ownership become clear.
Reports
There will also be a brand-new report module with the ability to create your own reports and filters with different levels of detail at local, central and global levels.As an Admin, you can create your own dashboard with a focus on the reports and processes that are important, easy to change and update. In the picture above, we have two reports specifically for “Morning routines” as we want to follow it and any deviations more closely. Local managers have access to reports for their location(s).
