 | This page shares several Flowtify features that are only accessible to Hub Managers. In order to have a general overview of Flowtify as an app, click here. |
The Calendar
The calendar view gives you a structured overview of everything documented in the Flowtify HACCP app. In case of an inspection or quick update, this is the best starting point.
General overview
The "Calendar" tile is found in the general overview of the web dashboard of each hub.
This means that, if you are responsible for 2 or more hubs, you need to select the hub first to receive this overview.
2. When you click on the “Calendar” tile, the calendar opens and highlights the present day’s date in a light blue color.
3. You can switch between a weekly or a daily view on the top-right corner.
1. The weekly view displays checklists that start and end within the same calendar day.
4. Checklists that cover several days, weeks or months are displayed accordingly.
5. To move between weeks, use the sideways arrows on the top-left, next to the “Today” button.
6. To move between months, click on the calendar icon next to the current date you are viewing (displayed as a blue button, next to the sideways arrows on the top-left).
Color scheme and its meanings
In order to have a more detailed view of the tasks, including their attributed color, change to the day view on the top-right corner.
The colors mean the following:
Green: displays all tasks that have been successfully checked off in the Flowtify app.
Orange: points out deviations from set values. Deviations commonly happen with yes-or-no questions within the tasks in the checklists or temperature checks.
Grey: indicates that a task or entire checklist was exceptionally deactivated in the Flowtify app. Deactivated tasks always include a given explanation, the employee's name and their signature.
Blue: highlights resolved tasks.
It is needed for someone who has access to the “Issue” section in the Web Dashboard to mark tasks blue.
This can be done by either commenting on or resolving issues.
White: indicates tasks that are still pending.
Their due time has not yet been reached.
Purple: used to mark failed tasks.
Employees are requested to leave details within the task.
Tasks that are marked as “failed” by employees in a checklist also appear in purple.
Red: highlights tasks that expired undone.
From our point of view, this is the worst that can happen in your documentation. It gives the impression that no one feels responsible for those tasks.
Note:
Green, gray, purple, orange and blue tasks demonstrate a vivid quality in management, because conspicuities are promptly reported by employees. Moreover, these colors indicate that issues are regularly observed, commented on or resolved by the management.
This joint effort ultimately leads to more transparency and safety when dealing with regulatory and quality standards.
Searching and Filtering
To find specific information, enter the name of a checklist or task in the search bar on the top-left.
Alternatively you can use different filters next to the search bar:
Filtering by "Status" will show all checklists that include tasks that match the selected status.
Both filters can also be combined to narrow down results.
Whether all filters are available or not depends on the company and branch settings.
Viewing in-depth information from a checklist
First, click on a checklist to see its content.
Select one of the tasks to see more details.
In the color-coded header of a task (see previous dropdown for a breakdown of the color scheme’s meanings), you see its current status. Further down, you will find all relevant information about the task, such as attachments, all given answers and pictures that were taken during processing the task, among other info. What you will see in your branch depends on the set up of each task.
Further down, you can find more details about the task's history and its synchronization status.
The synchronization information can be helpful in case a tablet was offline at the time the task was performed.
With this status, you can trace easily when something was documented while a device was offline at the moment a checklist expired.
To go back to the checklist overview, click on the arrow on the top-right.
To leave the checklist overview, click on the X on the top right.
Note:
As you can see, the calendar is the pivotal spot for obtaining a solid overview summary about the status of your documentation, no matter if you just need a quick update or if you want to know more about the general conformity of your documentation.
Whenever you want detailed information about a specific task, you will find it within the Flowtify calendar.
How to generate reports
Go into the web dashboard.
Go into the general overview of the hub.
Select "reports".
"Compact Report" is our preset as it is ideal for most purposes.
Other report types are available when selecting "Compact Report".
The next step is to specify the time period to be covered in the report (see text below under “Filtering Reports”).
Filtering Reports
First, set the "Start date".
We recommend keeping the time period short - depending on the report type the results can be too extensive, especially on devices with small screens.
Next, select the "End date".
Depending on the chosen report type, there are additional filters to choose from:
In case "Labels" are used in the company, only tasks associated with the selected "Label" will be shown.
"Areas" and "Labels" can also be used in combination. If you do so, the report will contain only tasks that correspond to the areas and labels that have been selected.
The more precise filtering is used, the larger the time periods that can be covered in reports.
Once you’re done, click the blue “Download Report” button to view the report.
The report may appear in different formats, depending on the report type you selected.
To exit the generated report, click the arrow in the upper-left corner.
To go back to the menu drawer, tap on “location level”.
Note:
You can generate as many different reports as you like by repeating the steps above.
If you have time, check the various report types. This might be helpful before the next inspection.
The Issue Section
Explaining the color coding of issues
The colored numbers on a branch tile give you an instant overview of accumulated irregularities.
Click on your branch and select the "Issues tile" to resolve open irregularities.
Here is a summary of the color-coding of issues:
Red summarizes all unfinished tasks.
If too many issues pop up in this category, consider that the total number of given tasks might be too much for a specific day or shift.
Rebalancing the workload among your team could ease the problem in the future.
If there are other reasons that repeatedly lead to expired tasks, use Flowtify reports for a fact-based discussion with your team.
if necessary, point out the function of "deactivation" to prevent that too many tasks expire undone.
Purple shows all failed tasks.
These tasks have been confirmed using the purple button within the checklists’ tasks.
Failed tasks are not bad in principle, because staff members have left a comment as to why they reported a task as failed.
This information will usually help you to initiate appropriate action in due time.
Orange highlights all deviated tasks.
This may be the case with "yes or no" questions or temperature measurements within the checklists’ tasks.
Orange tasks are also helpful, as employees are immediately made aware of the deviation when completing tasks.
You can search for specific tasks using the menu bar on the top-left.
You can also filter by "Areas". This is very helpful when various managers are allowed to solve issues in the same branch.
Editing irregularities
To resolve an irregularity, first, select the tile at the top you are interested in seeing (Expired, Failed, Deviating or Comments).
Tap on the date to see all issues of this day.
Tick the box in front of the date if you want to select all tasks within that day.
Alternatively, you can select or deselect one or several boxes.
You will see a pop-up in red that will allow you to mark the selected tasks as either solved or reopened (see picture above).
When selecting "mark as solved", select the reason from the drop-down list.
You can also choose "other" and enter an individual reason why you could solve this issue.
When reopening tasks, they will reappear in the app and must be processed again within a given time.
In both cases, the corresponding tasks are removed from the issue section.
The “Comments” section
"Comments" section, highlighted in blue, is more of a nice-to-have in the issue section, since it has no effect on the actual status of a task. It shows all tasks for which an employee has left a comment, regardless of the task's status.
To read a comment, open the task.
Once you have read the information, click on the button “mark as read” on the bottom right to mark it done.
You can also leave a reply. However your reply will only be displayed within the app as long as the task is set as “Active”!
If the checklist that contains the reply has expired, the employee will no longer see your comment.
Notes
Everything you do within the issue section has a positive effect on your branch statistics, for example in the "Comparison Report".
To summarize the most important learnings about dealing with issues:
Issues stay in the issue section until they have been resolved by someone no matter how long this will take.
That is why we strongly advise to regularly go through the accumulated issues and resolve them as soon as possible.
Keep in mind that too many open irregularities will not reflect well on your documentation.
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