We’ve compiled a handful of (probably slightly patronising) admin hints and tips for your perusal:
- This might sound obvious, but… Ensure a copy of all invoices relating to asset maintenance (eg, garage bills, parts invoices) are passed to your ToolFleet “person in charge”, so that they can check everything’s been input into the system, eg, the cost of repairs.
- If information is being filled in on paper forms, rather than in real-time via the app itself, it’s important that the information should get batched in as quickly as possible, so that the priority lists are accurate, and so that critical issues get dealt with promptly.
- Take occasional backups, so that you have a copy offline, in the unlikely event that your internet connection fails catastrophically. This is under “manage”, “transfer data”. Obviously, we take regular backups from our end as a precautionary measure, but if your internet’s off, that’s not much immediate help to you!
- Your own offline ‘local’ copy of your data (in Excel format) can be used to run custom reports. Bear in mind that this “local” copy will NOT automatically update itself.
- Tag defective assets. By this, we mean that you should physically attach a luggage-tag to any machinery which is not working, needing some kind of attention, or unsafe to use. Click here for more information and advice, regards physical ‘tagging’ of assets.
So, am I done yet?
This is the end of the ‘management’ part of the induction, however, you should also read ‘Induction materials for a new user’.
1. Management tips, for successful implementation of your maintenance system.
2. Set up new users’ accounts.
3. Upload your logo.
4. Give all your assets a unique ID.
5. Setting up ‘categories’.
6. Add your assets individually, or upload multiple assets in a batch.
7. Set up your inspection and service intervals for each different model.
8. Fit hour-meters to any assets that don’t have them.
9. Times when you might want to make use of paper forms, instead of keying data in directly.
10. Admin tips.