Certificates & Checks Setup

Checks Setup

What are checks?

Checks covers all the compliance related checklists required that need to happen at ad hoc points throughout the year. These can refer to things like mandatory fire safety checks that need to happen between every guest stay, daily hot tub checks, swimming pool ph checks and more.

To show compliance and safeguard yourself against any guest claims it’s essential to store records to prove you carried out the necessary checks.

Think of a checklist as a form which can include a series of questions or items to tick off. You build the checklist and on saving it we generate a unique URL (with a handy scannable QR code) which can be visited to complete the checklist (form). There is no app to download and all smart phones have a web browser so your intended completers can just bookmark the URL to use whenever needed (alternatively you can print the QR codes for each property and leave them in the properties).

The submission (or completion) of a form generates a PDF that is timestamped based on when it was completed and is stored in your dashboard in the Chosen Property > YourCompliance > Submitted Checks page as well as the Compliance > All Checks page. Checks are also visible in the Owner/Upload portal so that users with access to that property have access and visibility to the completed forms without needing to be an admin. You can also optionally receive an email each time a report is submitted.

URLs for forms can be shared with whomever needs access (either by emailing the URL or printing the QR code to be left in the property) and it can be completed at any time.

Read this article to learn about Adding A Check

ADDING A CHECK

Each region has it’s own governmental rules surrounding checks so for this reason we do not pre-populate checks with pre-loaded checklists.

To add your own you need to visit the Settings > YourCompliance > Checks area. Or click here:

https://dashboard.yourwelcome.com/settings/product/compliance/checks

The green Add New option in the top right will start the process and will take you through a 3 step setup flow.

1) Details

Give your checklist a name, this will be used in Report names, email subject lines and in various tables in both the main dashboard and the Owner/Upload portal. For this reason it’s best to make the name something easily identifiable by all team members.

Next you will need to choose the type of list. We offer 3 types.

• Single Checks – these are individual ‘one-line’ checks such as ‘Check the Air Conditioning filter’. For checks that do not need a proof of completion and for teams who already know what they’re doing in a property you could leave a one-line check task such as ‘Fire Safety Check’ – this can be useful where your team already know the items that make up the full list of tasks they need to do but still allow them to ‘tick off’ the check as complete (and thus admins can receive the confirmation the check has been done) without them needing a multitude of grouped tasks on a list.

• Checklist (Standard) – this allows for a classic checklist of tasks and allows you to break down a bigger task such as a ‘Turnover Fire Safety Check’ in to smaller related tasks. It’s better than a Single Task for ensuring you get what you need from the task assignee, especially when managing remotely as you can include more granularity. The assignee will have no excuse for not having completed a full checklist if they have read each item on the list and marked them individually as complete. Standard checklists have no grouping and are presented in a simple list.

• Checklist (Grouped) – Depending on the level of detail you include in your check lists you may find a single list of tasks becomes too overbearing. By utilising the grouped list you can compartmentalise the related tasks even further. This allows for the ultimate in customization as you can choose to group your checks by anything. Examples of ways to group include ‘by room’, ‘by task type’ or ‘by housekeeper’ (if you have multiple housekeepers performing a single check).

Within each of the above 3 choices the setup configuration options for each individual task (whether solo or part of a task list) remain the same but the layout in the resulting check URL (or QR Code) will vary. Here are some examples of what these types of checks would look like on a QR code link:

Once you have chosen a type of check, you can begin adding the task(s).

For a grouped checklist you must first add at least one group. Then you can add tasks to the group. Clicking the Add Task option takes you to a page to add the details for that task.

TASK NAME

Typically if this is a Single Check the task name will be the same as the Checklist name.

There is no character limit for your task name but it will be truncated in some of the browser views so we recommend keeping the task name to under 50 characters and if needed utilising the Description field to add more context.

DETAILED TASK DESCRIPTION

If the name of your task is not descriptive enough or you feel it needs expanding on you can opt to add a detailed task description text. Adding text here will supplement the task name in the Task App, here is an example of how this looks to your task assignee:

There is no cap on how much can be inserted here however it is recommended to keep it brief and if a large amount of info is required use a Guide to link to an article.

PROOF OF COMPLETION

Each task within a tasklist requires at least one proof of completion but you can combine several to achieve your needs. Choice for what can be required include:

• Tickbox
• Supplementary Photo
• A Date Input
• A Time Input
• A Number
• Multiple Choice Question & Answers
• Rating out of 5
• Rating out of 10
• A Comment
• A Yes/No Answer

When adding a proof type you can name the proof type, eg the tickbox may say ‘Tick to complete’ or just ‘Completed’ and for a Photo you may want the name to be more descriptive of what type of photo (if not already clear in the checklist name or description) eg ‘Photo of pH Kit Result’.

You can also optionally tick the box to make that proof type mandatory (required) ie the checklist will not be considered complete without it. This can be useful for adding optional items (like comments or photos alongside a tickbox). Mandatory fields are highlighted with an asterisk in the completion URL layout however it is usually best to be clear (in either the task name, the description field or the proof name) any further info (ie adding description text like: “You can optionally leave a commment to explain which type of pH test kit was used in the check”).

You can combine the answer formats above to use checklists to capture records for all types of compliance checks.

Once you have built the check you need you can click the Next button to move on to step 2

2) Settings

There are 4 optional settings you can utilise when creating checks.

• Send Message on Completion – as this sounds, you can define the message template that gets sent when a checklist is completed and which notification group (ie cluster of recipients) it gets sent to. Read our article about Creating Message Templates and about Notification Groups to get more info on those. You can also nominate a custom mailbox to send the message from (read more about custom mailboxes here).

• Set Security Pin – for users who intend to print QR codes to leave in properties, to safe guard against inquisitive guests scanning the QR code you can optionally set a pin to prevent someone from completing it. This can be any length and can be letter or numbers so it could be a the nickname of the property, a unique 4 digit pin or whatever you think is easiest for your intended completer to remember.

• Display a Homescreen Landing Page – With this feature turned off, the URL (QR code) link will take the intended completer straight to the main checklist page to start completing the check. If you would prefer to greet the user withe a homepage you can turn this on and add additional details – An example of a completed Homescreen:

• Track team member completion – this is a binary on/off toggle with no further settings. Turning this on adds an additional text input box at the end of the checklist page which allows your intended completer to add their name or user ID to which is then added to the completion reports. This is useful for monitoring who completed the checks when looking back at them in the future.

3) Properties

The final step is to choose which properties this check should be available for. The usual property select table is shown where you can select ‘All Properties’, a group of properties or expand the groups to select individual properties.

To see the URL and/or QR code of the check you need to visit Properties > Choose a Property > YourCompliance > Check Links where you can copy the URL or download/print the QR code to share with your intended completer(s).

Once the above 3 sections are complete you can click the green ‘Save’ option on the left which will save the check and generate the URLs and QR codes for the intended checks. You will be returned to the checks table with an entry for your new check.