Smashburger Store Dashboard Overview

Transcription

1 Smashburger Store Dashboard Overview

2 INTRODUCTION Following is an overview of how restaurants can utilize the Dashboard to place Repairs and Maintenance service requests as well as to view existing requests, schedules and leave feedback regarding the work being done in the restaurant. The stores will go to Page 2

3 LOGIN Enter your login and password, then click Submit : Username = ****** Password = ****** Page 3

4 DASHBOARD SUMMARY Click here to create a NEW work order When you log into the dashboard the SUMMARY page will come up first. The summary includes information regarding the work orders for your restaurant. You may click on any of the links in the summary to view the respective work orders The user can also click on any of the menu links under the word SUMMARY at any time The numbers in RED or BLUE next to the dates on the calendar indicate that work orders are SCHEDULED to be performed that day. RED = Scheduled Services/PM s (i.e., cleaning, HVAC filters, ect) BLUE = Requested Repairs (i.e., too cold in the store) Click to view any Open & In Progress requested repair work orders for your store Page 4

5 VIEW OPEN TICKETS The default report is to show ALL open and in progress work orders by tracking number. The user can choose how to sort the report by clicking on the drop down box as well as choose what types of work orders to review (Scheduled Services/PM s versus Requested Repairs). Please note that there may be multiple Scheduled Services work orders issued for a given month for certain trades (i.e., HVAC, Pest Control). Click to change the report sort Click here to VIEW OPEN TICKETS All Notes can be viewed and notes can be entered using this link Legend indicates status of request By moving your mouse over the tracking number, the user can see additional details regarding this request Page 5

6 REQUEST SERVICE: CHOOSE PROBLEM Your store information will automatically populate. Step 1: Enter your name and title into the Caller field. Step 2: Choose the Area that the issue is located (i.e., Sales Floor or Rest Room). Step 3: Choose the most appropriate Problem Type. Step 4: Choose the Equipment ; if it is not applicable, None will auto-populate. Step 5: The list under Problem will automatically populate based on your choices in Steps 3 and 4. Choose the most appropriate problem. Step 6: Click Next to continue or Cancel to stop the request before submitting. Page 6

7 REQUEST SERVICE: REVIEW HISTORY Before proceeding with creating a new service request, the existing requests for this trade will show for review The Legend explains the colors and icons on the work orders. Repeated Issue this issue has occurred within the last 30 days. Click the link to flag the new work order as a repeat (possible recall). Open the request is a Scheduled Service/PM work order or has not yet been accepted by the vendor. In Progress the request has been accepted by the vendor and will be responded to accordingly. The user can view the notes and progress of the request. Pending Confirmation the request has been closed out the vendor and is awaiting store feedback. Completed the request has been closed out by the vendor; store feedback was received/work at the store should be done. Invoiced the work at the store is done and the vendor has submitted the invoice for payment. Click the appropriate button to continue: Previous go back a screen Cancel closes out of this screen without submitting the request Next continues with this request Page 7

8 REQUEST SERVICE: TROUBLESHOOTING If troubleshooting scripts exist for this Problem Type and/or Problem, they will come up after you clicked Next. If the troubleshooting works and you do not need to issue a service request, click CANCEL. The Dashboard can also show a Message to advise the store to call another department, etc. When the Message comes up instead of the troubleshooting, the user will NOT have the option to click next just Cancel. If you still need to place a service request, enter a complete problem description and click NEXT. Page 8

9 REQUEST SERVICE: SUBMIT REQUEST The data in these fields will automatically populate based on your choices on the previous page Click the appropriate button to continue: Previous go back a screen Cancel closes out of this screen without submitting the request Submit request continues with this request Update description of the issue here as needed The user may upload attachments as applicable Page 9

10 REQUEST SERVICE: CONFIRMATION Once Submit Request is clicked, the work order will automatically be dispatched and the user will receive a TRACKING NUMBER for reference purposes. Important Note: The vendor should be asking to use the restaurant PHONE to call in to an automated system when they get to your store and again when they leave. THIS IS FOR ALL SERVICES. These calls will help to ensure real-time information regarding your requests and the service provided. Page 10

11 VIEW WORK HISTORY Click to change the report Sort and/or Period (3 month, 6 month 12 month) Click which types of requests to view (All, Scheduled Services, Requested Repairs) The Legend explains the colors on the work orders. Each color denotes a different STATUS. By moving your mouse over the Tracking Number, the user can see additional details regarding this request. All Notes can be viewed and notes can be entered using this link. Page 11

12 VIEW/ADD NOTES If notes exist for a work order, the date of the LAST note will show as a link under the Notes column. If there are no notes yet for a work order, the link Add Note will show under the Notes column Click the link to view the existing notes or add a new note Highlighting the tracking number brings up a speech bubble with additional information regarding the work order for reference purposes All Notes can be viewed and notes can be entered using this link Page 12

13 VIEW/ADD NOTES The notes contain a diary or log of all the actions/communications regarding a specific work order. They track WHO entered the note, the DATE/TIME the note was entered, who it was ED TO, and if the SCHEDULED DATE/TIME was updated. Many actions that are taken by the client automatically generate a note. These help to track the progress of the work order The notes show in order of newest to oldest Date/time the note was entered Who entered the note Click on of the buttons to add a note or cancel out of this screen Page 13

14 VIEW/ADD NOTES Step 1: Enter your name Step 2: Enter note Step 3: Choose the recipient to the note Step 3.5: Upload attachment and enter description, if applicable Step 4: Click Submit or Back to Report The note will show immediately after clicking Submit. Page 14

15 LEAVE FEEDBACK The restaurant has an opportunity to provide feedback for five (5) days after a work order has been closed out by the vendor/service provider. Click on the Leave Feedback link on the Menu or the respective link on the Summary to review these items Work orders will appear on this page to review once they have been closed out by the provider/contractor A summary of the service request will show here for reference purposes Page 15

16 LEAVE FEEDBACK Step 1: Enter your full name Step 2: Choose the most appropriate rating for the service performed Step 3: Enter comments/supporting information regarding your choice in Step 2 (required if Unsatisfactory is chosen) Step 4: Click one of the Submit Feedback buttons to post this information to the service request You will receive confirmation immediately after clicking Submit. If unsatisfactory feedback is left, the vendor and Facilities will be notified immediately so they can take the appropriate action. Page 16

17 HOW TO CANCEL A REQUEST If the need arises to CANCEL a service request, from the SUMMARY page follow the steps below. The restaurants are also directed to call the appropriate representative to cancel an emergency request. Step 1: Click View Open Tickets Step 3: Click the Notes link Step 2: Review the report and locate the request to cancel Page 17

18 HOW TO CANCEL A REQUEST Click Add Note Step 1: Enter your full name Step 2: Enter note be very specific that you need the request cancelled and why. If this request is an EMERGENCY, also call the VENDOR to notify them Step 3: Choose the Vendor to e- mail the note to Step 4: Click Submit The note will show immediately after clicking Submit. Click the appropriate link to continue. Page 18

19 HOW TO APPROVE INVOICES You will first need to APPROVE or DECLINE any open invoices. Once APPROVED you will need to print them and process to your Accounting Department as normal. Step 1: Click Approve Invoices or one of the links on the Summary Page Step 2: Review the report and locate the invoice you would like to Approve or Reject Step 3: Click the GO link Page 19

20 HOW TO APPROVE INVOICES Step 1: Enter your full name Step 2: Enter Approval/GL Code (if needed and available) Step 3: Select Approve or Reject Step 4: Enter Comment (if necessary Step 5: Click Submit The invoice status will change immediately after clicking Submit. Click the appropriate link to continue. Page 20

21 HOW TO PRINT INVOICES Once the invoice(s) is APPROVED you will need to print them and process to your Accounting Department as normal. Step 2: Review the report and locate the invoice you would like to print Step 1: Click View Invoice History Page 21

22 HOW TO PRINT INVOICES Once the invoice(s) is APPROVED you will need to print them and process to your Accounting Department as normal. Step 1: Click Print Invoice Page 22