Service Visit Checklists

Service Visit Checklists 

What’s New? 

Experience enhanced Work Ticket management with the ability to create a visit checklist that individually lists tasks to be completed within a service that can be added to all Opportunity Types. This added granularity provides you with the ability to ensure that specific tasks are carried out before a work ticket is completed. Secondly, you are provided with additional data insight regarding Work Tickets. 

Requirements 

• You must have the View Visit Checklists permission enabled under your user role to view the Visit Checklists Report.

Configuration 

Once this functionality is enabled at the system and branch level, you can configure a visit checklist under a service that can be added to Opportunities that are associated with the Properties assigned to branches for which this functionality is enabled. 

Configure Admin Settings 

First, enable this feature at the system level by taking the following steps: 

1. Go to the Administration menu. 
2. Select Configuration. 
3. Click on Application. 
4. Select Enable Visit Checklists. 
5. Click Save. 

Configure Branch Settings   

Once you have enabled visit checklists at the system level, the option to enable it at the branch level will appear and you can take the following steps to enable the feature. 

1. 1. Go to the Administration menu. 
2. Select Organization. 
3. Click on Branches. 
4. Select Enable Visit Checklists. 
5. Click Save. 

Keep in Mind

• Even if your company has one branch you must enable this setting at the branch level by selecting the Main Branch. 
• If the Enhance Branch Security feature is enabled you can only enable this functionality for the branches to which you have access but you can view all checklist items. 

Configure Visit Checklists Item  

After you have enabled the feature at both the system and branch levels, you can create the visit items that you will use to compose your visit checklists. These items should consist of the tasks that will need to be carried out by the crew. Take the following steps to create visit checklist items. 

1. Go to the Administration menu. 
2. Select Estimating. 
3. Click on Visit Checklist Items. 
4. Select New. 
5. Make sure that the Active switch is toggled on so that you can add the item to your checklist. 
6. Create your Visit Checklist Item Name. 
   1. The name should denote the task to be completed such as clean windows, etc...
7. Select all of the Branches for which the visit checklist item should be available. 
8. Select all Divisions for which the visit checklist item should be available. 
9. Click Save. 
10. Click on the three dots menu to select the option to Delete the Visit Checklist Item. 

Add Visit Checklist Items to a Service

After you create the visit checklist items, you will use them to compose visit checklists for existing and new services by following the instructions listed below. 

1. Go to the Administration menu. 
2. Select Estimating.  
3. Click on Service Catalog. 
4. Select a New or an existing service. 
5. Navigate to the Visit Checklist section on the Service details screen. 
6. Click on the Select One dropdown under the Checklist Item header to begin adding the visit checklist items you have created. 
7. Select Mandatory for checklist items that must be completed and therefore cannot be deleted from the Visit Checklist. 
8. Delete any checklist items that should be removed from the list by selecting the blue trash can icon.
9. Click Save. 

Keep in Mind

• Use the search field under the Visit Checklist pane to navigate to the visit checklist items that have been added to the list. 
• To make a visit checklist item mandatory you must have the Make Visit Checklist Items Mandatory in the Service Catalog Admin permission enabled under your user role. 
  • If you have a Branch Admin user role, you can only make items assigned to your branch mandatory. 
  • If you have an Admin user role without this permission enabled you will have read-only access so that you can view which items in the service catalog are marked as mandatory.  
    

• Sort a visit checklist item by dragging and dropping the item in the order that you want it to be shown and click Save Sort Order to confirm the changes. 

• To add a visit checklist service to contracts, you must first enable Contract Service on the Service Catalog details screen. 

Add and Manage Visit Checklists in an Opportunity 

Once you have services containing the visit checklists you created, you will need to include the services in an Opportunity by following the below-listed steps:

1. Create an Opportunity .

2. After you select Create Estimate, add the services you created that contain visit checklists. 

3. Click on the hyperlinked service to view and manage your visit checklist. 

4. Consider the following information when managing your visit checklist: 

1. Mandatory checklist Items cannot be removed from opportunity services and reflect a grayed-out checkmark in the Mandatory column of the Visit Checklist pane.  
2. Non-mandatory items can be removed from the checklist by clicking on the blue highlight trash bin icon next to the item. 
3. You can add additional items by selecting an existing checklist item from the Select One dropdown menu or by adding a new checklist item by first selecting Add One-Time Checklist Item from the top of the dropdown menu. 
   1. You can add the same item to the same visit checklist more than once. That way, you can easily account for the same task that will need to be completed on different floors or in different sections of a building. 
   2. Items that are added to the Visit Checklist on the Service Details screen will not alter the original visit checklist that was configured in the service catalog 

Keep in Mind

• Visit checklists will only appear in newly created services and not existing opportunity services.

Managing Visit Checklists in Work Tickets

Once you have won the opportunity, a visit checklist will be included in each visit associated with a Work Ticket.  A visit checklist can be managed from the visit details screen . 

From the visit details screen of a work ticket, you will be able to do the following: 

1. Initiate a Bulk Action^a to one or more items that are within 7 calendar days after the visit date. Note you can delete Completed checklist items.  
   1. Mark a visit checklist item as complete to indicate that the task is completed. 
   2. Mark a visit checklist item as uncomplete to indicate that the task is still open. 
      1. Items that have been completed that are marked as uncompleted will delete the originally completed timestamp.
   3. Delete checklist items. 
      1. Mandatory items cannot be deleted. 
2. Add new checklist items. 
   1. New checklist items can only be scheduled on or before the scheduled visit date. 
   2. When adding a new item, you can apply it to an individual visit or all visits associated with the opportunity. 
3. View the status^c of the visit checklist item
   1. Open - the task is not complete. 
   2. Complete - the task is complete. 
4. View a timestamp^d indicating when an item was completed. 
5. View the status of the visit checklist.

   Status Icone	Definition
   	A mandatory item has an open status.
   	All mandatory items are completed.
   	All items are completed.

   1. You can also view these status icons indicating the status of a visit checklist from the Time Entry screen.

 Keep in Mind 

• You can grab and sort items by clicking and dragging on the grid icon to the left of an item. 

Using Visit Checklist in Crew Mobile 

 Use the instructions listed below to view and manage visit checklists in Crew Mobile. 

 View and Manage Visit Checklist in Crew Mobile 

1. Once you have clocked in within Crew Mobile, navigate to Schedule.
2. Select the Route and Day under which your Work Ticket is scheduled. 
3. Select your Work Ticket. 
4. Click Visit Checklist which will appear under the option to Start with a red highlight. 
   1. The number you see listed to the right of the Visit Checklist denotes the number of open tasks. 
5. You will then be able to view all of the tasks to be completed under the service associated with the Work Ticket. 
   1. Mandatory items will appear with a red highlight and non-mandatory items will not be highlighted.

Complete or Uncomplete Visit Checklist Items in Crew Mobile 

Manage to visit checklist items by taking the following steps: 

1. Select Start from the Work Ticket menu screen. 
2. Click on Start Work. 
3. Click Back to navigate back to the Work Tickets menu screen. 
4. Select Visit Checklist again. 
5. Checkmark an open item to complete the task. 
   1.  Checkmark the box in the header row to simultaneously complete all tasks. 
6. Click Save.                                                                                                                                                                                    
7. After clicking Save you will see the Work Ticket Menu again. Select Stop Work once you have completed some or all of the tasks listed within the checklist.
8.  You will then see a prompt to complete the work ticket.                                                                                                                                                        
   1.  If you select Yes and all checklist items are completed, you will be directed back to the Schedule screen. 
   2. If you select Yes but some items are not completed, time will stop automatically, and you will see a visit checklist warning screen giving you the option to mark open tickets as complete.
      1. If you choose to complete All selections, the ticket will be marked as complete, and you will be redirected to the Schedule screen. 
      2. If you do not mark all open items and then select Complete Selections, the ticket will not be completed but the status of the items that were completed will be updated along with timestamps, and you will then be redirected to the Schedule screen.                                                                                                                                                                                          

Keep in Mind

• Work Tickets that cannot be completed in Crew Mobile can be completed from the Time Entry Screen in Aspire seven calendar days before the ticket creation date. 
  • After completing the Work Ticket from the Time Entry screen, the checklist icon indicating open tasks will remain.

Visit Checklist Reports 

To view and manage information that is associated with service visit checklists, you can use the Visit Checklist Report by following the below-listed steps: 

1. Go to the Main Menu.  
2. Select Reports.  
3. Click on Standard Reports. 
4. Select Visit Checklist under the Production heading.

Keep in Mind

• The following fields can be displayed, grouped, sorted, and filtered by the following fields: 

• By default, information is grouped first by Work Ticket Number, then by Occurrence, and then by the Visit scheduled date. 
• The following fields are displayed by default: 
  • Property Name 
  • Zip Code, Work Ticket Number 
  • Visit Schedule Date
  • Occurrence
  • Checklist Item Status
  • Mandatory
• You can view more information about the visit tied to the report data you are viewing by clicking on an entry from the report list.  
• As with another advanced search list, you can convert the visit checklist report into a Dashboard dial.
• The visit checklist status field in both the Visit Checklist and Work Ticket Visit reports displays the icon indicating the current status of the associated visit checklist items. 

Frequently Asked Questions

•  Can I modify a visit checklist for specific work tickets with a change order?
  • Yes, the changes that you make will reflect on currently scheduled visits and visits that will be created in the future under the opportunity. If you are within 7 days of the creation date of the ticket you can modify the visit checklist of the original ticket.