Otuvy QM Overview

Otuvy QM Overview


Video Transcript

Welcome to CleanTelligent! CleanTelligent can do a lot for your company and understanding how it works is vital. To get started, let’s show you where everything is!
Each person’s default view is different, but for most users, when you first login, the Work Order Inbox is the home page. Other users who have access to the Dashboard might have the Dashboard as their home page.
Let’s start here with the Dashboards. The Business Intelligence Dashboard is a powerful tool that helps you  to track trends and patterns, giving you a broad overview of how you’re doing, and helps you identify key areas of success and places you can improve. Dashboards track your inspection and work order data and can be formatted to fit your company’s needs by using the Custom Dashboard and Visualizer tools. And it exports to both PDF and Excel spreadsheet formats so you can share it with your customers.
Another main hub of the software is your Work Order Inbox. Clicking the Work Order tab will take you to there. The Work Order Inbox is your communication center. Here you will be able to track service requests from customers, check the status of work orders, receive updates from your employees and much more, allowing you to deliver excellent service and build customers’ trust in you. 
The next three tabs along the navigation bar store information regarding your customers. 
The Clients tab holds client records. A client is the company entity that you service; for example, National Grocery is the client, where the individual stores are the locations. 
The Locations tab holds location records. The location is the physical location that you service; for example, National Grocery #2-158 and #2-203. These are individual locations both under the National Grocery client. Within each location record, you’ll be able to conduct inspections, schedule work through the job schedule, and view answered surveys and submitted work orders.
The Contacts tab holds contact records. A contact is  usually your point of contact at a location or a client; for example, Roger Barton and Anita Gomez are different location managers at the National Grocery stores we service.
You can find your employees’ records under the HR tab. If you work with subcontractors, their records should be here, as well. Employees who need access to the software need to have an HR record and have their user information activated. You can also see what locations they have access to with their position in the SP Org. Chart.  
The next tab over is the Reports tab. You can see that the reports are organized by what type of information they gather, such as inspections and work orders. Each report is unique, and most can be run as a PDF document or Excel spreadsheet. 
The final tab is the Admin tab and it will only be visible to users who are given admin permissions. This is where your administrators can find the SP Org. chart and all the configuration settings for inspections, work orders, and the whole company.
So, there you have it. We hope that you enjoy getting to know the software and we look forward to working with you and seeing how your business changes for the better with the help of this powerful tool!


Introduction

Otuvy QM is a compilation of tools that can help you manage your janitorial business. By combining Business Intelligence Dashboards, work orders, inspection data, and survey results, Otuvy Q helps you run your business smoothly and maintain high standards while keeping open communication with your customers.
This article is from the perspective of an HR (employee/subcontractor), or SP (Service Provider), user. To have an overview of Otuvy QM from a contact’s perspective, please see the article What Contacts See When They Login to Otuvy QM in our Knowledge Base.


The Navigation Bar displays your company logo next to the main tabs that house your information. We’ll cover each tab and what information you can find in each one.

Dashboard


The Dashboard tab holds the Business Intelligence dashboards. These help you track trends for your inspections and work orders. For those who have purchased the additional access to Visualizer, these can be edited to fine-tune the information you see and track. 
Users who have permissions to see the Dashboard tab will most likely have it as their default tab, meaning that when they log in, this will be the first screen that loads. The default load screen tab can be adjusted in the User Information in the employee or contact record.
To learn more about Dashboards, see our Knowledge Base articles covering Dashboards.

Work Orders

The Work Order tab takes you to your work order inbox where you can see open work orders for the locations you have access to. Any requests from customers end up in the Work Order inbox, as well as internal work orders from inspections and job schedules. Progress can be updated, and filters can be set so you see exactly what you need to see. 
To learn more about the work order inbox and work orders, see our Knowledge Base articles for Work Orders.

Clients



The Clients tab holds Client records. Client records are whole entities that can have multiple Service Locations associated with them. The initial screen lists active records, which you can search by using the Client search bar, or by navigating using the numbered pages below. You can also change the search criteria to search for inactive Client records.
To learn more about how to create a Client record, see the Knowledge Base articles for Client Record creation.



Within a Client record, you will see the main information, such as the address and phone number, contacts, and service locations. For customers who have Dashboards, there could also be a mini Dashboard that shows the average inspections scores over the last few months.

Locations


The Locations tab holds Service Location records. Service Locations always need to belong to a Client. Like the Client page, the initial screen lists active records, and can be navigated through by using the search bar or using the page numbers below. You can also search for inactive records.

To learn more about how to create a Service Location record, see the Knowledge Base article for Creating Service Locations.


Service Location Records hold lots of information. The collapsible sections below the main information are: Service Location Info, Inspections, Job Schedules, Surveys, and Work Orders.
  1. The Service Location Info section holds the Address, Phone, Email, Contacts, Attached Files, and Goals.
  1. The Inspections sections holds submitted Inspections and assigned templates such as Job Templates and Custom Question Templates.
  1. The Job Schedules section holds any created Job Schedules for that location.
  1. The Survey section holds submitted Client Surveys and Mobile Surveys.
  1. The Work Orders Section hold work orders that have been created for that location.

Contacts



The Contacts tab holds Contact records. Contacts are your customers who are typically your point of contact for Clients, and can be tied directly to Service Locations, when needed. The initial screen lists active records, where you can see which contact users have active user information or not. Contacts who have active user information will have a black silhouette next to their name. You can use the search bar or the page numbers below the list to find different records. You can change the search criteria by using the drop-down list.

To learn more about how to create a new Contact Record, see our Knowledge Base articles for Creating Contact Records and Activating User Information.



Contact Records show you the full details for a contact, including their contact information, user information, position within the Client Organization Chart, and any service locations they have access to through their position.

HR


The HR tab holds the records for your employees and subcontractors. The initial screen lists active records, where you can see which employees/contractors have active user information or not. Employees who have active user information will have a black silhouette next to their name. You can use the search bar or the page numbers below the list to find different records. You can change the search criteria by using the drop-down list.

To learn more about how to create a new Employee Record, see our Knowledge Base articles for Creating Employee Records and Activating User Information.



HR Records, like the Contact records, show you the full details for an employee, including their contact information, user information, position(s) within the SP Organization Chart, and any service locations they have access to through their position.

Reports


The Reports tab is where you can find reports that Otuvy QM provides. The sections are separated by type of information: Inspection Reports, Work Order/Message Reports, Miscellaneous Reports, and Barcode Reports.
To learn more about the reporting capabilities of Otuvy QM, see our Knowledge Base articles on Reports.

Admin



The Admin tab is only visible to admin users. All the sections on this page are configuration menus. The sections of menus are Job Configuration, Scheduling Configuration, Work Order Configuration, Language Configuration, Organization Configuration, and Other.

Other admin options are found by hovering over the Admin tab.




The Search button will allow you to search your records within the system. Use keywords or names to find records for Clients, Locations, Contacts, or Employees, etc.


User Information

The final button on the navigation bar is the User Information Button. Hovering over this will show you your name, account number, and other items.



The Account Number is good to know when calling Otuvy Product Support. This button is also a quick way to access your own record when needing to update your contact or user information.

To learn even more about Otuvy QM and how to use it in your business, contact our Customer Success team by email at support@otuvy.com or call us at 801-874-3443.


    • Related Articles

    • Custom Question Templates Overview

      Video Transcript Custom Questions can be used in many parts of the software. Inspections, work orders, and surveys just to start. In this video, we’ll briefly discuss how to set up custom questions. To start, we’ll go to the Admin tab and click ...

    • Using the APPA Rating Scale in Otuvy QM

      What is APPA? The APPA organization, or APPA: Leadership in Educational Facilities, is an organization that sets forth several industry standards for higher education facilities including cleaning standards across the US. As such, the APPA standard ...

    • Setting Up External Emails in Otuvy QM

      Generate Work Orders from Emails in Otuvy QM External emails allow you to connect 3rd party work order systems with Otuvy QM or submit work orders via email. External email setup involves combining several parts of Otuvy QM's system: Creating ...

    • Giving an Employee or Contact Access to Otuvy QM

      Video Transcript Employees and contacts can be given access to CleanTelligent by activating their User Information. First, they’ll need an active record. See our article about how to create an Employee record or a Contact record before watching this ...

    • What Contacts See When They Login to Otuvy QM

      Video Transcript Welcome to Otuvy QM guide to the view your Contacts have when they log in. This view is dependent on the user permissions you give your contacts. For our purposes today we have given this contact all permissions. The view contacts ...