General Questions

Q: How do I create an account?

A: Building Managers can easily create an account from our setup page. Our helpful Wizard will take you through the steps to set up your first building(s) and rooms. These can be added to and amended later using our web-based Dashboard. Building Users simply download the app, and once they launch it will be asked to set up an account.

Q: How do Alerts work?

A: Alerts are a mechanism to allow Building Managers to broadcast updates to all of the registered users of that building. These might include building closures, or scheduled maintenance works. Subscribing for alerts is easy. When you’re in the building you want updates for, simply start the app and select the “Alerts” section of the app. Press the scan icon, and the QR code scanner will be activated. Scan any QR code in the building and you’ll be asked if you want to Subscribe for building alerts. (You can also Unsubscribe in the same way, or by clicking Unsubscribe at the foot of one of our emails.) You can subscribe to alerts for more than one building if you want to.

Q: How do I reset my password?

A: If you can't remember your password, we can send you an email to reset it. Simply follow the link in the sign in form to visit the password reset page. Enter in the email address you used to sign in with, and submit to us. We'll send you an email with instructions on how to reset your password. If you can't remember which email address you used to sign up with, we'll let you know if it's in our system or not, so try anything you think it might be. If you still have problems, please send us an email so we can help.

Q: What devices does the app support?

A: We currently support Apple iOS Version 6 (minimum) and Android v 2.3.3 Density Devices (minimum).

Q:Which browsers are supported?

A: We support Firefox (Windows and OS X), Safari (OS X and iOS) and Internet Explorer at v8 minimum (Windows) browsers. We’ll continue to support these browsers at their most recent levels so make sure you set your bformRowser to update automatically so you don’t get left behind.


Support for Building Managers

Q: How do I generate location tags?

A: Location tags are automatically created when you set up each room. When you first register, the Wizard will help you set up the first set of building(s) and rooms. And you’ll be able to upload your company or building logo to display on the tags. Once you’re done, he’ll generate a PDF file for you with all of the room tags which you can then print off and post around your locations. Each tag has a unique QR code, as well as your building/company logo and the room/location name which you assigned. So its very easy to see which tag goes where. You can always return to the Manage Rooms tab on the Dashboard and click the small QR icon to regenerate any tag and print it again.

Q: Dashboard Basics

A: The Building Manager Dashboard is the web-based front end from which the Building Manager details the building(s), room(s), assets (like TVs or laptop projectors), and the types of fault you want to allow. Each fault request creates a Ticket and those are listed with their current status. From within the Dashboard you can update the ticket, and close it once the job has been completed. (Those updates and the closure are broadcast to the person who reported the issue and also those who pressed “+me” on the issue. The Dashboard allows you to add, remove or alter the buildings and the rooms within them. Note that removing a building or room also removes your ability to run reports against the data stored for these. When you remove a building or room, we remove the data associated with it from our records.

Q: Where should I display room tags?

A: We think the best place to put these is close to the main light switch for the room (if there is one) or close to the main entry door. Of course you can print (or copy) multiple identical tags if you want to – for example for a large conference room. Or generate several different ones if it’s a large open plan working space. Just make sure the location names make sense to your building users and operatives (for example Level 2 Open Plan West End).  In future we plan to offer a service to print high quality location tags in bulk and ship these to you, or in packs to each of your buildings.

Q: What type(s) of room codes are supported?

A: At present we support QR-codes which are automatically generated using a random sequence by our system when you set up each room. These can be read by both Apple and Android devices. In future we plan to support NFC tags, which are a form of Radio Frequency (RFID) tags which can be read by Android phones.

Q: What kinds of analytics are available?

A: At present we provide simple information like the number of outstanding issues. You can view a list of outstanding issues, by building, or by room, and drill down into these. In future we’ll provide full reporting with graphs and the ability to run reports showing comparisons over time.


Support for Building Users

Q: How do I register an issue?

A: Registering an issue is simple. When you start the app it will power up with with the QR code scanner open – scan a QR code in the location where the issue is, and the system will know where you are. Based on your location, the app will bring up a relevant set of options to complete about the type of issue you’ve encountered. Once you complete this and press “Submit”, you ‘ll be able to add a photograph of the issue. The information you provide together with the photo will be sent on to the operative who’ll make the repair.

Q: Do I get told when the issue is resolved?

A: Yes – when you report an issue we always make sure that you get told about updates on progress, and of course we tell you when the job’s been done. Updates are sent by alerts direct to the devices you’ve registered with us. You can also see all outstanding tickets you’ve logged in the “My Tickets” section of the app.

Q: What if a fault has already been reported?

A: The “+me” button allows you to add your voice to create extra emphasis that a fault needs to be fixed. The Building Manager is able to see how many +me’s have been logged for each request, and can use that information to help prioritise which jobs need to be worked on first. You’ll get updates on progress for any faults you “+me” and you’ll be told when the job’s complete.

Q: How do I delete my account?

A: We’ll be sorry to see you go – but if you do decide to stop using our service, all you need do is simply delete the app from your device. All emails we send out have an “unsubscribe” option, so clicking one of those will stop us sending further email information to you.

Q: How do I subscribe to building alerts?

A: When you’re in the building you want updates for, simply start the app and select the “Alerts” section of the app. Press the scan icon, and the QR code scanner will be activated. Scan any QR code in the building and you’ll be asked if you want to Subscribe for building alerts. (You can also Unsubscribe in the same way, or by clicking Unsubscribe at the foot of one of our emails.) You can subscribe to alerts for more than one building if you want to.


Support for Building Operatives

Q : Can I give my Building Operatives direct access to the system?

A: In the near future we plan to build a version of our App for use by Building Operatives. That means you’ll be able to issue the App to your cleaning staff, electricians, maintenance people, IT support, in fact to anyone who resolves issues in your buildings. You’ll be able to route requests directly to them – and they’ll be able to add comments, and when they’re ready they can close the issue directly in the App. We think that’ll save Building Managers a lot of time, and offer a really quick service to the Building Users. We’d welcome your comments and feedback on this.


Vocabulary

Definitions

Alerts: Alerts offer the Building Manager a method of broadcasting a message to all the Building Users who has subscribed to receive these. This helpful feature can be used for any broadcast message – for example when there is maintenance work planned, when work is completed, or even when there is a location-wide meeting. Alerts offer a very useful alternative to sending an email to all employees. Building Users can opt in or out of receiving these for any building or building(s) they visit. To do so they simply scan a Location Tag from the Alerts screen on the App.

Asset Type: We’ve grouped the “things” in the building into Asset Types in order to make it easy to view issues, and in future we can use it in reporting. For example “Radiator” and “Electric Heater” could both be asset types with the “Heating/Ventilation” Fault Category.

Building Manager: This is the the person or people with overall responsibility for the building. In a small organisation, it might be the Office Manager – in larger companies it could be a Facilities Manager. In a hotel it could be the Duty Manager. The Building Manager has access to our web-based Dashboard.

Building Operatives: These are the personnel who actually fix the issues. It could be a maintenance person, electrician, plumber, cleaner, or IT technician. They could include employees and also third parties who are contracted to resolve issues in your building. (In future they’ll have their own version of the App so that they can have requests sent directly to them.)

Building Users: Anyone who uses the building and who could report issues. That includes not just employees but customers or suppliers. The more people who have the app, the quicker issues will be reported – and resolved!

Dashboard: The Dashboard is the management system available to the Building Manager. It has a “Wizard” which helps to fill out the building and location information. There are options to add/remove details, to view outstanding (and resolved) tickets, and to issue Alerts. You can also set it to automatically alert the Building Manager by SMS text message or email when new issues are raised by Building Users. (In future we will be adding further reporting and analytics to the Dashboard.)

Fault Category: We’ve grouped all the Asset Types which could have issues into Fault Categories which are useful for reporting. Once we have our Operative App, you’ll be able to set the system to automatically route certain categories – for example electrical issues to the electricians. “Radiator” and “AC Unit” would both sit in the “Heating/Ventilation” Fault Category.

Location Tags: These are the signs which are placed around the building. Our system generates these automatically and currently supports QR-codes. In future we plan to also offer NFC (where the tag is read by waving an Android phone over the tag). You can place as many tags as you want to around the building – they work in open plan and shared areas just as well as they do in offices or meeting rooms. In fact the more you place the more precisely we can locate reported issues!

+me: Pronounced “and me”, this facility allows users to add their voice to a request which has already been logged in the system. This will allow a means of prioritising issues. (In future Building Managers will be able to report on the number of +me requests)

Tickets: Each time an issue is logged in the system, we generate a “ticket” to record the issue, the comments and updates, the number of +me’s, and the photograph. The ticket number links the app to the dashboard system and can be referred to by users of the system. We generate ticket numbers randomly, not in sequence, to prevent fraudulent access to ticket data.

Room Types: These are a simple way to categorise the rooms in the building – for example offices or meeting rooms. This helps with visibility in the dashboard if certain types of room are high priority (for example customer meeting rooms) or if there are repeated issues in one type of room. (As we build out our analytics and reporting you’ll be able to run reports on these.)

Wizard: Our helpful Wizard allows a very quick entry of building and location information into the system. It can be used when you first set up the system, and can be revisited if you have significant numbers of changes to make (for example if you want to widen the use of the system or if you’ve had a building refurbishment).