Before we get started with iCloudFIS, your account manager needs some information in order to complete your customer setup process. This is how we tailor our platform to your needs and make sure you’re ready to go on day one.
To do this, we’ll need you to answer the Who, What, Where, and When of your operations in our iCloudFIS Customer Setup spreadsheet, which your account manager can provide.
We also need floor plans in PDF, PNG, or JPG format.
The spreadsheet has numbered tabs at the bottom of the screen for each section. Your account manager will take care of 0. Customer.
WHO: Users, Groups, and Roles
The first thing we need to understand is the Who of your operation. This refers to your users, their groups, and their roles.
01. Groups and Roles
Groups are like teams of employees with similar responsibilities. For example, you could make Groups for Cashiers, Store Managers, or your Maintenance Team.
Roles are a way of organizing the tasks that will be performed. This determines which checklists your employees see when they perform an inspection.
For instance, you could create Roles for General Inspections, Electrical, and Janitorial. When you create checklists, you’ll place them under those areas of responsibility.
These are the people who will be using iCloudFIS, and this is where you define what aspects of the platform they have access to.
Fill in their information – name, username, email, contact information, and the preferred language they will see when they login to iCloudFIS.
Under User Type you decide whether they will be able to access just our app by selecting Inspector, or both the app and the web-based Customer Administration Dashboard by selecting Administrator; this should be reserved for users who have the authority to access and alter data.
The WO Mode – or Work Order Mode dropdown is how you give your inspectors more or less autonomy.
Supervised means a user can create Work Orders, but not assign them to others. In this case, a manager or supervisor will need to step in to delegate these Work Orders.
Quick Mode is for users who have the authority to both create and assign tasks without outside approval.
If you would like to provide a profile image for your users, you can list the file name under the Avatar column and share the file with us when you send the finished spreadsheet.
03. User Assignments
This is where you connect the Users you’ve just created to the Groups and Roles that you created previously. If a User falls under multiple Groups or Roles, you can create an additional line item for each one.
WHAT: Checklists for Inspections
Now let’s review the What of your operations – as in, what your employees will be doing according to their check lists, and what assets they’ll be inspecting.
This is where you list the areas of your facility to inspect. For example, this could be a physical area like a restroom or parking lot, or it could be something more general like lighting or security cameras.
Next you’ll identify what user Role will be assigned to that task. This is where you connect a role like Janitorial to Restrooms, or Electrical to Lighting.
List the items that appear in your inspectors’ checklists. This is where you could list toilets, sinks, and floors, and connect those to a Restroom checklist.
You will also choose a Status List for these items. These are the options an Inspector will select based on the item’s condition when completing inspections. Defaults include Passed, Failed, Needs Attention, Does Not Apply, and Not Inspected, but your account manager can provide custom selections if desired.
06. Item files
You have the option to provide reference materials. This could include warranty information, spec sheets, instruction manuals, or any other image or PDF that could help your inspector better understand the item.
WHERE Part 1: Sites, Buildings, and Floors
Now let’s get to the Where. This is how we define where your tasks will be performed, from site, to building, to floor.
Sites are the regions of your facilities, and one site can contain many buildings. This could be by state or territory, like Midwest or Northeast.
Assign each building a name, which could be their store number, a time zone, and the site that they fall under.
Name the floors within each building. Under Code you can provide the floor number which allows us to sort your floors sequentially.
Provide us with floor plans for each building in PDF, PNG, or JPG file formats and include the corresponding filename under the Floorplan column. This is crucial to loading your data into our platform.
WHERE Part 2: Areas of Inspection
We need to define where you would like to place your Areas-of-Inspection or AOIs.
10. AOI Types
These are areas that will be assigned the same checklists. For example, if you have many offices in your facilities, you can create an “Office” Area-of-Inspection type and assign the same check lists to all of them.
Set the color for this Area-of-Inspection’s marker on your floor plan.
11. AOI Type Checklists
Assign the checklists you created previously to the Areas-of-Inspection that you’ve just created. You can add more than one checklist to an AOI by creating another occurrence on a new line.
Your account manager will take care of this.
WHEN: Inspection Schedules
Define when your inspections will take place.
Name your inspections; for example, “Daily Cleaning” or “Monthly Cleaning”, or more general like “Electrical”.
Select the start and end dates and times and the time zone they occur in.
Select a Periodicity from the dropdown. This is how frequently inspectors will be prompted to perform these inspections. Options include one time, hourly, daily, weekly, and monthly, or you can choose “custom” and enter a value in the Minutes column.
Reset All Status when set to “Yes” resets your Area-of-Inspection status to “untested” at the start of each new inspection cycle. “No” will retain a failed status until it is manually updated.
When you are finished, save the spreadsheet and email it to your account manager, along with your floor plan files and any other supporting documents, so we can configure iCloudFIS to your needs.