How to quickly getting started with monitorQA's mobile inspection and audit software. This video is for administrators setting up their account and creating their first audit.
As soon as you register for an account with monitorQA, you'll be presented with a quick setup wizard to guide you through basic configuration steps.
Simply enter your company name, followed by the number of users, the industry you’re in and a general guidance on what you will be auditing. Don’t worry if the exact perfect answer isn’t there; just choose the closest option available.
In the next step, you'll have an option to invite other users to your monitorQA account.
You can also do this later. So, if you’re not ready to add other users immediately, just click “Next”. To invite users, type in their name, email address and choose their role. The role will determine their permissions within the system. For example, if they're someone who only needs to do audits, then choose the "Auditor" role. On the other hand, if they are someone who needs full access to the system, choose the "Admin" role.
A detailed overview of roles and permissions is available in this additional article. For quick info, click on the question mark (?) next to the role field, as shown in the screenshot above. You can always change roles and permissions later on.
On the last step of the initial setup guide, you’ll be able to choose one of the premade audit templates.
Choose something that's closest to your industry, and you'll be able to customize it later on. If none of these makes sense for your organization, then just click Finish, and you’ll create your own audit template later.
Congratulations. Your basic account setup is complete!
At this point, you can explore the system by following the menu on the left, where you can see which features are available to you. One recommendation to get your account going is to follow the steps highlighted on the dashboard.
Once you have all these steps completed, your account will be fully up and running.
The first couple of steps are already marked as completed through the initial setup you just went through. If you invited some users, then that step will also be marked as completed. If not, then you can proceed to that step.
Just click on the "New user" button, and the system will take you to the "Users" section and open a dialog box to add a new user for you.
To add a user, simply fill out the name, email and select the role of your user, and you're good to go. Users that you add will each receive an email with instructions to download our mobile app and log in with a temporary password provided in the email.
It's worth mentioning that you can also define tags, which you can assign to users, audit objects, and audit templates. Think of these tags as categories you can use to slice and dice data later on. For example, if only certain users could do a "security" audit, then you could create the tag called "security" and tag users and audits that require some special skills. Or, you can tag certain audit objects to belong to a certain region or business unit.
Once you add a couple of users, go back to the dashboard to see what the next recommended step is.
Now we need to add some audit objects on which audits will be performed. To give you an example, for a restaurant chain, the audit object would be a restaurant location or the kitchen in a given restaurant. For a construction company, it could be their machines or construction sites. It's basically the "thing" on which you're performing an audit.
Clicking the option to add a new audit object will take you to the settings area, or more specifically, to the list of Objects and display a dialog to add a new audit object.
Simply give your audit object a name (in our example we're going to add a restaurant name). If you already checked our article about tags and added some tags, then you can also tag it here; otherwise just skip that field. If you added some users, then you can choose to notify one or more about audit results performed on this audit object. In our screenshot above, we have chosen to notify Jenny Williams about audit results. In our example, since that’s a restaurant, then we also gave it a physical address, but if you're adding something where a location is irrelevant, then you can skip that step. In that case, just leave the Location toggle disabled.
Once you complete adding one or multiple audit objects, you can move on to scheduling an audit based on the template that we chose to use during the initial setup. If you go back to the Dashboard, you’ll see that the last step still pending our action is scheduling an audit.
To finalize the last step of the onboarding guide, click on the "New schedule" option. By clicking this option, the system will display the Schedule section and we'll have a new schedule dialog in front of us.
Choose one of the templates that you added during the initial onboarding. In our example above, you can see that we chose the "Restaurant Inspection" template. In case you've skipped this step in the initial onboarding, then check out this article which will guide you through the process of creating your own audit template first. Once you create that template, you'll be able to schedule it here.
After the template field, select an audit object to which this audit applies. In our case we chose “Restaurant ABC - SD”. Afterwards, you can name your audit or leave it blank. In our screenshot, we named it "Monthly Restaurant Inspection". As before, if you already have some tags, then you can assign these here, if not, then simply skip that field. Finally, let’s choose the recurring frequency for repeating this audit similar to the screenshot below.
In our example we chose something simple for our repeating options. It’s basically repeating monthly, every month, with a start on January 1st 2021, and it stops on December 31st 2025. Simply click the “Schedule” option when you’re done with defining your repeating frequency.
At this point the guidance steps are now gone from the dashboard since you have completed all the steps.
Here’s a guide to the main menu of the system:
- the Dashboard is where you can see a current snapshot of compliance within your business, and also see outstanding corrective actions that need to be addressed. You’ll want to check out the dashboard frequently;
- the Audits section is where you can review any pending or completed audit results as well as check and approve corrective actions that came out of performed audits;
- the Library section is an area where you can create new audit templates or adjust any of the existing ones;
- and finally, the Settings section is where you can tweak your account configuration, manage users and audit objects, as well as tags, review access roles, and a few more options.