Learn how to do your daily route - MonitorQA or SafetyCulture

How to do home visits and complete your reports

(0:09 - 1:00) In this video, we’re going to look at how to perform your daily route with HomeWatch IT Fundamentals. So, I’m on my phone in this particular screen and I’ll point out a couple things. First of all, there are two programs that you need to have loaded on your phone.

So, the first app is the HomeWatch IT Fundamentals app and the second will be your reporting app, which could be either Monitor QA or Safety Culture. Most likely, it’s Monitor QA and that’s the reporting app that I’m going to use for this particular illustration in this video. So, once those two apps are loaded, you’ll make sure that you’re logged into both and that both work fine.

And then, everything from there will be automatic when you do your daily route. So, let’s click into the HomeWatch IT Fundamentals app. When you open the app, it’s going to open up to your properties list.

(1:00 - 3:31) So, this allows you to get any details from your particular property by clicking on it and going through the different properties. In this video, we’re not going to concentrate on that. We’re going to look at what we’re going to do on your daily route.

So, to do that, you’ll come down here to where it says Reports. And basically, these would bring up your reports and tasks for that day that needs to be completed. So, a couple things that you can set up here on the top.

So, the first is Assign to Me or All Assignments. By default, it’s going to bring up Assign to Me, but you can also flip this over to All Assignments, which is going to show you the reports that are due for anybody in your company, not just ones that are assigned to you personally. Most likely, you’re going to use Assign to Me and bring up just the ones that are due that have been assigned to you to perform.

Then, you’ll have the ability to look at anything not started. So, this is everything that’s on my list that needs to be completed. And I can also click over here if I want to look at reports that have previously been completed.

So, I can see what reports have been done, if the reports have been opened or clicked on, etc. But to do your daily route, most important is to look at what’s assigned to you and what has not been completed, what has not been started. So, this is my route for today.

I have basically one task here. We’re taking in trash cans, and I have a couple different reports at different clients. So, let’s go through each one of those separately.

First, we’ll do a task. Tasks are easy. Task, when you click on that, it tells you, hey, here’s what we have to do.

Okay, we know it’s a task, which means we don’t have to do a report for it. It’s just for, you know, doing an individual task like taking in trash cans, picking up packages, anything that doesn’t require a report. So, basically, this just says go out to the Armstrong’s house, take in their trash cans, you know, when it’s due.

And I also have this, you know, hint, which could contain some notes about what needs to be performed. So, you can also come in here, and when you’re out in the field, add some notes. So, you can say, you know, placed on the side of garage.

You know, place the, that’s tense, on the side of garage. There we go. Get all those typos fixed.

(3:33 - 7:35) Now, once this is done, I’m done with the trash cans, all I’ve got to do is hit mark complete down here, this little complete button. I do that. It’s done.

It’s off my list. Tasks are easy. You just perform them.

You make any notes if you need to, and then mark them complete. Now, when you get to anything that is a report and is going to require you to do a report or take a report, it’s two steps, but again, quite simple. So, first, you’ll click into a particular item.

So, I’m going to use the Browers here. It’s a weekly home visit. That’s mostly what you’re going to do.

So, we’re going to click on Brower. You can see this brings up on the screen. This is Browers.

It’s weekly home visit. Here’s a report, which template we’re going to use. There might be some notes in here.

In this case, there’s not, but the most important is hitting the open report button. When you click the open report button, this will automatically take you over to your reporting app and open up that report for you. So, you can see now I’m in monitor QA.

I’m in the Browers report. So, in this case, I’ll just hit the download, which will bring my report to my phone. If it isn’t already, it might already be downloaded, in which case, you’ll have the start button and you’ll just hit start.

This will now take you into the report and you can see for this report, I have four different sections I need to complete and it’s also going to require me to sign and you can see down below here, completed sections. You know, I’ve not completed anything yet. So, it’s telling me that, hey, I cannot complete this report because it’s not done.

So, in this case, let’s go through and do a quick report here. So, on the home exterior, we’re going to hit open. Now, you bring up all the questions for the exterior.

Now, it’s just a matter of locking the property and checking all the boxes as you go. If you run into a problem or an issue, like let’s say there was a storm last night and we had a broken limbs on the tree out front, we can click, you know, the appropriate response and you’ll notice below every question, whether it’s an issue or not, you can add notes or photos with these two icons. The first one that looks like a little text box with a plus is your comments.

So, if you click on that, that will open up a box where you can type all the comments that you need to. So, there were two broken limbs from last night’s storm and we’ll save that and you can see now that note is here embedded in the report. If you need to edit it, you can click on it and go in and make any notes.

For photographs, it’s quite simple. You have this little camera icon here with a plus on it. So, all you have to do is tap on that.

That will open up your device’s camera. You can get a picture here, you know, whatever the issue is. So, we’ll just say that that mouse is the tree.

You can take multiple pictures if you want to and it’ll just put them all in here. If you need to, you know, edit the photo, let’s say you took three or four photos, you decide you didn’t want one, you can tap on that photo and you can hit the trash can here to remove that photo. You also can draw on the photo.

So, if for some reason you need to highlight something, you can hit that little draw and then just use your finger to draw on or save or annotate that however you need to. If you need to pull in additional photos from your gallery or camera, you can do it with these icons or over here where it says add details, you can tap on that and this would allow you now to pull out photos from your gallery. So, if you’ve already taken photos and just need to pull them into the report, quite easy to do right here.

And the last thing to point out too is if you do hit this plus to add a photo, you will notice that you can also flip it over to video mode. So, you can add a short video, try to keep them to under, I believe it’s 90 seconds, but again, the shorter the better because they are quite lengthy to load. So, then we’ll go ahead and let’s just, you know, quickly go through the rest of the report here.

(7:36 - 8:54) I’m gonna go through and just, you know, say, you know, yeah, everything’s good. Once we’re done with our exterior sections, you’ll see it tells us 13 out of 13 questions have been answered and we can click here to go to the next section, which now takes us to our interior section. And again, you know, same thing here.

I can hit the okay, I can put in what the temp was, what the thermostat is set to, and so on. And you can, you know, do whatever you need to here as far as answering your questions. In the event that you have a question that doesn’t really apply, you also have the ability to click here on these three dots and say not applicable.

So, if the home doesn’t have a garbage disposal, we’ll just mark this not applicable. You’ll see it’ll come up this way. It will let you complete the report.

You know, it’s going to know that you actually did answer that question. And the nice thing is that you can set up your template so that these responses don’t even show up on the customer’s report. So, it’s a nice way to add questions in here that you might use for some clients, but not for all.

(8:54 - 9:04) So, I’ll do the same thing here with phone. But for example, previously where I had my section about pools, I could have done the same thing. So, let’s answer the rest of these.

(9:04 - 10:50) I’m going to accidentally skip one there on purpose to show you that when we get to the bottom now of our interior, you’ll see it’s going to tell me, ah, you haven’t answered all your questions. We missed one. So, this is a reminder to look back up and say, okay, yeah, the garage door.

That’s the one I missed. Now, we’re complete. So, at this point, we’ll go back to our next section.

This will bring up our additional services section. So, yeah, we drove the cars. We didn’t water the plants.

So, I’m going to mark that as applicable. And for the mail, we did receive the mail, but it was all junk. Okay.

Again, we see that this has answered all of the questions. And you’ll notice it’s two out of two, even though there’s three questions here because one was not applicable. Next, we’ll go to our next section.

This is our departure. So, as we’re going out the door, the water main is turned off. You’ll notice that this is in red.

Here, it says add details. Why? Let’s click on this to see. We have our template set up to require, which is annotated by this little red asterisk, some media to prove that the water main was off.

So, let’s hit camera. We’ll take a picture here of our water main. And now, you’ll notice that that red marking is gone so that because we fulfilled that requirement, it’s good.

The alarm is set. There’s no additional comments. So, you know, we can just say not applicable.

And you’ll see now everything is green here. Up here at the top, take a look at this little arrow. When you hit this arrow, this takes you all the way back to the beginning where we had all four of our sections.

(10:50 - 11:45) So, what you’ll notice here now is you can look at each section. You can see each section is complete. We have one failure.

That was the one with the broken limbs. So, that tells you that we had one issue. Down here, if you look at the bottom, you’ll see that you cannot click the finish audit button because even though we’ve answered all of our questions, we have not put in the required signature.

So, I have my template set up to require a signature. You may not have that, but if you do, you’ll notice it’s also marked with the red asterisk to tell you it’s mandatory. So, what we’ll do is we’ll tap right there where it says signature.

I’ll go ahead and sign it and save it. Now, you’ll see it says required signatures are there. So, now I can actually click on my finished audit.

That will now finish everything. It will sync it in the background. You don’t have to sit here and wait for it, but you can just hit the close and that goes back to here.

(11:46 - 12:17) Now, let’s go and just we’ll just swipe back to where our report was. We actually completed this one. So, we’ll just close that window.

And once the report actually syncs through the system, this report will disappear from this list automatically. So, it’s quite simple. And that’s it to do your daily route.

So, just go through, complete all your reports, complete all of your visits, complete all of your tasks, and you’re done.