THE TENANTS DASHBOARD USER MANUAL

Transcription

1 THE TENANTS DASHBOARD USER MANUAL Elogbooks Facilities Management Ltd, 2013

2 The Tenants Dashboard Manual The Tenants Dashboard offers a limited amount of Elogbooks functionality. It allows tenants to carry out the following tasks View basic property/site information Raise a new job (for approval by the Facilities Manager or Building Manager) View the details and status of jobs previously raised We have tried to make this manual and the Tenants Dashboard as intuitive as possible, and we welcome any feedback on how we can improve your interaction with it. Please contact us (techsupport@elogbooks.co.uk) if you have any comments or queries regarding the Dashboard or this manual. Elogbooks Technical Support & Training

3 CONTENTS Logging In and Out... 4 Logging In... 4 Logging Out... 4 Password Reminders... 4 Changing Your Password... 5 Your Tenants Dashboard... 6 The NOTES tab... 7 The RAISE JOB tab... 8 The VIEW JOBS tab... 9

4 LOGGING IN AND OUT Before you can use your Elogbooks Tenants Dashboard, you will need to obtain a URL and a login password from your system administrator. The URL will have the following format where company will be replaced with the name of your company. Type the URL into the address bar at the top of your internet browser window and you will be presented with a login screen like the one shown below. LOGGING IN Type your address into the box Type the password that you have been provided with into the Password box Click the Login button and this will take you to your Tenants Dashboard LOGGING OUT You can log out at any time by clicking on the keys icon in the top-left corner of the screen, and then click on the Click Here To Logout link to log out of the system. PASSWORD REMINDERS If you forget your password at any time, you can use the Forgotten Password? feature on the login screen to remind you. Just supply your address and click on the Send Password button and a password reminder will be sent to your address.

5 CHANGING YOUR PASSWORD Your Elogbooks administrator may have initially given you a basic password, which is very easy for you to remember, but this means that it is also very easy for other people to guess! To ensure continued security of the system and the data stored within it, it is recommended that you change your password to something more secure. Click on the keys icon in the top-left corner of the screen (described earlier) and then expand the Change Password section, where you can supply your old password and setup your new one.

6 YOUR TENANTS DASHBOARD Once you have logged into the system, you will be presented with your Tenants Dashboard. Below is an example of what the Dashboard looks like when you log in. This is a screen shot from a demonstration system, so it does not look exactly like your own Dashboard (e.g. the pictures of the site will be different!) but the general layout will closely match your own Dashboard. The Dashboard is divided into three separate tabs Notes - Notes and contact details for the site Raise Job - Raise a new job View Jobs - View existing jobs that you have raised Simply click on the blue tab title to access any of the tabs. The Notes, Raise Job and View Jobs tabs are described in more detail in the sections that follow.

7 THE NOTES TAB The notes tab is automatically displayed when you first login to your Dashboard. It displays all of the contact information that you may need if you have a problem in your building. These notes are loaded by your building s Facilities Manager, and the instructions here should be followed carefully. If there is any contact information missing, which you feel is important and needs to be included on this tab, you should contact your Facilities Manager. Repeated here again from the previous page is an example of what your notes tab will look like. The tab contains basic/descriptive information about the property, as well as other optional information. The left-hand side contains the name and address of the site. Note: The information displayed on the left-hand side of the notes tab is extracted from your company s central site or property database. It is controlled by your Elogbooks Administrator and it cannot be edited or changed from within your dashboard. The right-hand displays specific notes which have been added by your Facilities Manager. These notes may contain special instructions and/or contact information.

8 THE RAISE JOB TAB The raise job tab allows you to raise a job in order to have a problem or issue resolved within your building. When you raise the job, it will be sent to the Facilities Manager for their review and approval before being assigned over to a contactor to carry out the required task or work. The raise job tab contains a text entry form into which you provide your contact details, together with information about the location and nature of the problem that you are reporting. An example of reporting a problem is shown here - As a minimum, you must enter information into each of the required boxes (marked with an asterisk *), but you can also provide the additional site contact information if appropriate. Once you have completed all of the relevant fields in the form, click the Raise Job button. You will then see a message appear in red text at the top of the screen indicating the job number that has been allocated to the job that you have just raised. New Job nnnnn Created Write this number down as it is a reference to this particular job. The job will initially be in draft status waiting for your Facilities Manager to approve it. The Facilities Manager will automatically receive an alert for your new job, and he or she can can then quickly approve the job by clicking on a link within the . Once your job has been approved by the Facilities Manager, they will then assign a contractor to carry out the work required. If you want to view the status and progress of this job, or any other job that you have previously raised, you can do so using your View Jobs tab, described below.

9 THE VIEW JOBS TAB The view jobs tab allows you to see all of the outstanding jobs that you have raised. Rather than call your Facilities Manager to ask why your air-con hasn t yet been fixed, you can first check here to see the current status of the job. The view jobs tab is divided into four columns Job number - The number allocated to the job when you raised it Description - The description of the job that you entered when you raised it Date Raised - The date that you raised the job Status - The current status of the job, which may be any of the following - o Draft - waiting for approval by your Facilities Manager o Cancelled - the job has been cancelled o Assigned - your Facilities Manager has assigned the job to a contractor o In Progress - the assigned contractor has started work on the job o Waiting Materials - the assigned contractor is waiting for materials o Waiting SubCon - the assigned contractor is waiting on a sub-contractor Of course, if you are unsure of a particular status, or if you want more detailed information on what s happening with a particular job that you have raised, you can still contact your Facilities Manager.

10 Elogbooks Facilities Management Ltd Unit 30 Stephenson Road St Ives Cambridgeshire V PE27 3WJ