Archives

Unplanned task

Start task

Start unplanned task is accessible from the menu. If it is marked with a red square it means that there are no ongoing unplanned tasks, and you are able to start a new one. Click on Start unplanned task.

Click Start unplanned task to launch the feature.

Depending on your settings on your device you have some options:

Click on the field Start if you want to start task manually.
Click on Start and end  if you want to start task manually, but come directly to the end of task för registering done actiovities.
Click on Start by QR code if you have a QR code assigned to the customer’s avista place. The camera will be started. Take a photo of the QR-code to start task.
You can always start with a NFC tag if you have one for the customer and avista place. Touch the NFC reader on the mobile with the tag to start task. Most often the reader is on the back of mobile.

If starting manually

If you have one or more ongoing order tasks, the Avistaplace linked to these will be suggested as locations for the unplanned task. You are of course able to choose others.

Avistaplaces can be organized in different ways. The standard is set to organize them according to their organization. You can change this under Settings if it’s allowed for your organization unit to do so.

You will now view one or more units that you have permission to work for. Click on the unit to which the Avistaplace is linked. You can only choose units that are linked to Avistaplaces.

When choosing this, you will see one or more alternatives to choose from. Depending on the organization of your business, you might have to choose on several different levels to be able to select the right Avistaplace.

Click on symbol with an ‘i’ onside to get more information

Attachments

If there are one or more attachments linked to an Avistaplace, this will be visible by the paperclip symbol to the right of its name. You can add attachments to all Avistaplaces, except for rooms.

Click on the paperclip symbol to view any attachments and to download them to your smartphone.
Click on the document you want to view. You can open any document readable by your smartphone.

Select an Avistaplace by clicking on it.
Work instructions

If there are any work instructions linked to the Avistaplace you will view them now

Choose Start or Do not start after reading any instruction.

If you start the unplanned task will be marked with a green square in the main menu to indicate it is started. The time is counted from started task.

If starting by NFC tag or QR code

You will return to the main menu, until you decide to end the task.

The unplanned task will be marked with a green square in the main menu to indicate it is started. The time is counted from started task.

End task

Click on End unplanned task.

Depending on your settings on your device you have some options:

Click on the field End task manually if you want to end task manually.
Click on End by QR code if you have a QR code assigned to the customer’s avista place. The camera will be started. Take a photo of the QR-code to end task.
You can always end with a NFC tag if you have one for the customer and avista place. Touch the back of the mobile with the tag to end task.

You will come to a page with activities you can mark and comment.

b

Select the performed activities. Mandatory activities are pre-selected and marked in red and requires you to enter a Memo to be able to end the task.

The activities that are available to you depends on your roles and individually linked activities. By clicking on an activity row you will access fields such as Memo. Fill in any needed information.

Pictures. You can attach photos. This is done by clicking the camera symbol in the bottom panel. Or you can click on Picture symbol to attach picture already stored in mobile gallery.

When you are done with choosing activities, adding pictures etc. you click on Save to upload the registering.

The task is now finished a new unplanned task can be started.

Error message

Error messages are either displayed with white lettering on red background, at the bottom of your screen, or in some cases with red lettering in the middle of the screen.

Common errors:

You do not have an NFC reader in your telephone. Start and end manually.

The NFC reader is turned off or does not work. Start and end manually, or turn on the NFC scanner.

The NFC tag or the QR code is linked to an Avistaplace to which you do not have access. Contact your manager.

More error messages can occur.

Check in/out

Use feature Check in/out 

Start the feature Check in/out in the menu, if this is not already done.

Check in

First you enter your User ID.

The app will ask you if you are ready to log in.
The user should answer Yes to log in. Answer Cancel if you have entered the wrong user ID.

A green box confirms that you are logged in.
Now it’s possible for another user to log in or out, or for you to log out.

Check out

First you enter your User ID.

The app will ask you if you are ready to log out.
The user should answer Yes to log out. Answer Cancel if you have entered the wrong user ID.

A green box confirms that you are logged out.
Now it’s possible for another user to log in or out, or for you to log in anew.

 

Error message

Errors occur if the staff member ID is not registered to any staff member of the concerned organization unit.

The staff member that are logging in needs to belong to the same, or any underlying, organization units as the one that the app is logged on to.

Enter the correct number and try again.

Create one time order

Introduction

The typical user of this feature belongs to another organization unit than the one planned to perform the order.

Some conditions must be fullfilled 

  • The order creator needs to have registered contact information to be able to receive notifications
  • Notification messages for rejected or approved mobile orders need to be registered, so that notifications can be sent to the order creator after an order has been rejected or approved by planner.
  • Mobile schedule row for the organization unit to which the order creator belongs needs to be chosen. Go to Settings → Organization → and the column Mobile schedule row.

Start feature

Click on Create one-time order in the menu.


You can get an error message if schedule row for the organizartion unit the performer belongs to is not defined. Add it on web and try again.

Enter information

Enter the information from top to bottom.

Enter an order name.

Choose an Avistaplace from the dropdown menu.

Information about Customer is filled in automatically when choosing Avistaplace.

Choose Activities from the dropdown menu.

Enter a Work instruction for the staff member, and a comment for within company use if wanted.

Start time is set according to standard as to when work order is created.

Duration is set to 1 hour according to standard. Validity period is set to 1 week from current date.

End feature

Click Save to upload your order and to end the feature.

Managing orders in daily planning

  • When the planner moves an order from one schedule row to another it becomes Approved. An input form will open, where one can choose who should receive the notification as confirmation.
  • If the planner instead chooses to deactivate the order it becomes Rejected. An input form will open, where one can choose who should receive the notification as confirmation.

Work shift

Start work shift

The red square beside Work shift in the menu shows that the user is not registered to an ongoing work shift.

Click on Work shift in the menu to start your work shift.

The window that opens will show your name in the left column.

You can start a work shift in three different ways, depending on your permissions:

  • Drag your name from the left to the right column by sliding your finger over the screen to start the work shift.
  • Use an NFC tag for the Avistaplace and scan it with your phone’s NFC reader to start the work shift. It is not possible to start a work shift by scanning your personal ID tag.
  • Scan a QR code. Click the QR symbol in the lower right corner to activate the camera.

   

The switch can add an unplanned shift if no suitable planned shifts are available. The switch can also be hiiden by service settings so only planned workshifts are visible.

Depending on the settings for your account a time selector will open, either with actual or planned start time. If you start your work shift outside the preset time tolerance you will have to leave a comment.

Then click OK.

When the start time has been registered you will see this in the window, as your name and start time has moved from the left to the right column. Expected end time may be visible after the start time, in grey.

Click < to return to the menu.

End work shift

Click Work shift in the menu to end work shift.


The window that opens will show your name in the right column.

You can end a work shift in three different ways, depending on your permissions:

  • Drag your name from the right to the left column by sliding your finger over the screen, to end the work shift.
  • Use an NFC tag for the Avistaplace and scan it with your phone’s NFC reader to end the work shift. It is not possible to end a work shift by scanning your personal ID tag.
  • Scan a QR code. Click the QR symbol in the lower right corner to activate the camera.

 

   

If more than one work shifts are registered during the same day, ended work shifts will be visible in the left column and last started work shift will be visible in the right column. See example below.

The switch can add an unplanned shift if no suitable planned shifts are available. The switch can also be hiiden by service settings so only planned workshifts are visible.

Depending on the settings for your account a time selector will open, either with actual or planned start time. If you start your work shift outside the preset time tolerance you will have to leave a comment.

Then click OK.

When the end time has been registered you will see this in the window, as your name and start time has moved from the right to the left column.

Click < to return to the menu.

 

Settings

Settings is done on web for the organization unit the user belongs to.

 

Attendance

Start feature

When you as a time terminal user has logged in with username and password you can see this menu.

Click on menu item and you will see the Attendance view


NOTE: If this function is the only one in your menu, or you use a kiosk portal, you should at startup be directed directly to the Attendance view.

Attendance of view

Explanation of content in left column

Service performers who have not yet started a work shift or who have finished a work shift are listed on the left side of the view.
You can expand/compress groups of data, for example
Went home
Not arrived
(different organization units listed)
Exactly what is shown depends on your organization, roles, schedules and settings.

Explanation of content in right column

Service performers with ongoing workshifts are liste in the right coklumn with schedule name, performer name, Avista place if selected in settings and time for start of workshift.

Login with schedule

 

Using NFC

When the service performer touches the phone / tablet’s back with his personal tag will a time picker be shown*. The employee can choose to accept or change the time shown. No matter what the employee chooses so also recorded the current time in the system.

When the selected time differs from the scheduled time so can a comment be required for registration.

The service performer’s login time is now shown to the right in the view. First is actual time shown and after that the expected logout time in grey. Schedule and Avista place for login site are also shown.

If more than one workshift is planned for the day

If you start workshift with NFC or QR-code and more than one workshift is planned for the day, you have to choose which to start.

Manual registration

Draw with finger name of performer from left to right, and if needed, give a comment.

Logout with schedule

Using NFC

When the employee touches the phone / tablet’s back with his personal tag, a time picker is shown. Employees can choose to accept or change the time shown. No matter what the employee chooses, current time is also recorded in the system.

When the selected time differs from the scheduled time  can a comment be required for registration.

*) IIn Settings can you decide if a time picker should be shown. If time picker is not active all starts and stops are registered accourding to the rules for time tolerances.I

The service performer’s logged in/out time is now shown to the left in the view. First is actual time at login and after that the actual logout time. Schedule and Avista places for both login and logout sites are shown.

Manual registration

Draw with finger name of performer from right to left, and if needed, give a comment.

 

Login without schedule

Using NFC

If you login without belonging to any schedule, the default is actual time. If time picker is on you can change the selected time and give a comment to why. Regardless what are choosen by the time picker are the actual time also registered in the system.

Manual registration

Draw with finger name of performer from left to right, and if needed, give a comment.

Logout without schedule

Using NFC

If you logout without belonging to any schedule, the default is actual time. If time picker is on you can change the selected time and give a comment to why. Regardless what are choosen by the time picker are the actual time also registered in the system.

Manual registration

Draw with finger name of performer from right to left, and if needed, give a comment.

Settings

The view can look as above.

Select organization units and optionally schedules
The selection determines who’s asttendance can be seen and reegistered.
Time picker
You can set the time picker on or off. Shown default time in time picker could be actual or planned.

Only NFC

You can either demand that only NFC registrations are done, or allow manual registrations.

Sycronization

Set the time interval for syncronization.

Avista Place

You can assign the device to a specific avuista place if you have more than one device for the team of performers and want to be sure what device they use.

Attendance and time tolerance

Subscriber parameters

Subscriber parameters are set by Avista Time support for the subscriber account.
Time tolerance can be set for start time relates to time after planned start time.
Time tolerance can be set for end time relates to time before planned end time.
You can have parameters set to 0 tolerance.

Settings for attendance

In settings you can select to use actual time or planned time for registrations as default.
(Actual time is shown on device even if planned are selected, after registration)

With the Time picker on can the time be changed by user before registration, a comment is when needed to explain why.
Com,m,ent is needed also if start or end is done outside of planned working hours.

 

 

 

Quality inspections

Quality method with inspection level Unit

Choose a quality method with inspection level Unit, and a window looking something like the one below will open:

Specify values according to agreed value scale, and add a comment for your inspection, if wanted.

Standard texts

The speech bubble with three dots, to the right side of the row, indicates that there are standard texts to choose from. Click on it to be able to choose one.

These are predefined by you in the web version, and can be different from the ones in the example.

Comment

Add a comment for your completed inspection, if wanted. Click on the pen symbol to open the comment input form.

Add your comment and click OK. Click Done on lower panel when you are done.

Upload inspecion

Upload your quality inspection by clicking Yes.

Quality method with inspection level Room

Choose a quality method with inspection level Room, and a window looking something like the one below will open:

Select room type

Click on the room type you want to inspect.

Grade

Specify values for the room’s different object groups. The object groups can vary between rooms.

Standard texts

The speech bubble with three dots, to the right side of the row, indicates that there are standard texts to choose from. Click on it to be able to choose one.

These are predefined by you in the web version, and can be different from the ones in the example.

Comment

Add a comment for your completed inspection, if wanted. Click on the pen symbol to open the comment input form.

Add your comment and click OK.

Next room

Click Done to proceed to the next room.

This will open the window with room types again.

Choose either

  • same room type again, to inspect another room of the same room type
  • a different room type, to inspect a room of a differnet room type

Upload inspection

Click Save into finish the inspection.

Statistics

Start feature

Click on Statistics in the menu to launch the feature.
Then click on Activities, which is currently your only option. The page that opens can look somewhat different, depending on your settings. Click the [≡] symbol in the lower left corner to open settings.

Choose time period

Specify time period from which you want to collect your statistics. You can choose between Day, Week and Month.

Choose data

Choose to present Number of activities performed, or Sum of the values given after performed activities

Choose chart or table

Select if you want to view the information as a Chart, a Table or both.

Close Settings by clicking the [≡] symbol again.
Click the arrows two times to return to the main menu.

Unplanned contract

Prerequisites

An unplanned contract is a task performed for customers who have registered contracts with an activity of an activity type that are not linked to a specific time, and thus not scheduled. An example is security alarms – a task that is only to be performed if and when needed.

Activities need to be linked to the administrator’s role to be able to be linked to an activity type.
For the staff member to be able to perform a task, the activity needs to be of the same activity type as the contract, and the activity needs to be linked rto the role of the staff member.

Start feature

Start the feature by clicking the option Unplanned contract in the menu.

The eligible customers, i.e. customers with contracts of an activity type of the right sort, will be viewed in a list.
To select a customer you can either scan their NFC tag with your phone, or select it manually.

By clicking a customer you will view the eligible contracts.
Perform the task and end the fearture to send a report.

End feature

End the feature by clicking the option Unplanned contract in the menu.


You will be aske to end it manually, and then be redirected to the input form for performed tasks to enter your information.
Specify your performed task.

Send the report by clicking Save.

N.B! If the customer has more than one registered Avistaplace the top one is assumed to be valid.

Manage keys

Introduction

In the daily use of managing registered keys there are three main features; collecting a key, transfer a key to another staff member and returning a key.

Collecting a key

Launch the feature Event reporting in your mobile phone.

Collect the key from the key box and scan the key fob with your phone. The key is now registered on your user.

Transfer key to another staff member

The receiver needs to launch the feature Event reporting in its phone.

Transfer the key by letting the receiver scan the key fob with its phone. The key is now registered on its receiver.

Return a key

Scan the key fob with the phone designated as ‘Key box’. The key is now registered as returned.

Event reporting

Start feature

Touch on the option Event reporting in the menu. Event reporting is often used during the same time as an ongoing task, but can be performed individually.
The feature is primaraly used in situations when one cannot, or do not want to, end an ongoing service task. An event is reported for an incident of time, not for a period of time. It can also be used to manage keys, when one overtakes responsibility for keys with NFC tags.

Managing keys

If you use event reporting to manage keys you can now scan the key fobs to be taken over with your phone. You do this by touching the key fob with the back of your phone. When this is done you can either go back to the menu or proceed by choosing Avistaplace and event, if these are to be reported at the same time. See the guide Manage Keys for further information.

 

Select Avistaplace

The proposed Avistaplace, presented in the top, is the same as the one for the ongoing service task.
Choose Other if you want to choose another Avistaplace for the event.

You can start by scanning an NFC tag by touching it with your phone.

If you want to start by scanning a QR code you touch the symbol in the lower right corner of your screen, and direct your camera to the symbol you want to scan.

Report an event

After selecting your Avistaplace you will be redirected to a page where you can report events by checking them in a list. You are also able to take pictures, if wanted, by touching the camera symbol.
Events are a specific type of Activities created before hand to be used in this feature. Other type of activities cannot be used here.

Touch camera symbol to take a new picture or add an existing picture from gallery.

 

Touch Save to send the report.

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