The Dashboard is a key feature of the Fixflo Professional and Fixflo Essential systems. It allows you to have full visibility of all of your issues on the system. Each Agent who has their own login has access to their very own Dashboard and can customise this to view what they would like to see.
The Dashboard is made up of 12 panels and they are easily customised.
How To Customise The Dashboard
To customise a panel on the Dashboard, you will need to find a blank panel:
You can click anywhere on that panel to select a new one. This will create a pop up:
You can scroll down to see all of the options available to you, and the search bar is available at the top of the pop-up to help you search for a particular panel.
Panels can be selected on the left-hand side of the pop up:
The middle section shows the layout of the panel, for example, the top panel is a bar graph, the middle panel is a pie chart and the bottom panel is text:
On the right-hand side, there is a description of the panel:
The panels have been segmented on the left-hand side of the pop up to help you search for panels under certain themes:
Once you have selected a panel, click on 'Add selected' and that panel will populate in the location which you had selected. Please note that only one panel can be selected at a time:
To remove a panel, you will need to hover over that panel where the three symbols in the top right-hand corner of that panel will change to six, the one in the far right being an 'x'. Click on the 'x' and the panel will be removed.
Tips For How To Customise Your Dashboard
When it comes to customising your Dashboard, it is worth starting minimal and building your way up as you get used to the panels and what they mean.
Your first to-do list should be: 'Reported issues to do':
This panel will show you all of your 'Reported' issues that have a 'Reminder date' in the past.
Fixflo Professional and Fixflo Essential allow you to resolve end to end management of a reported issue. Each issue will go through a workflow and as it gets progressed, the issue will go from one issue status to another. The first issue status of any issue raised by an occupier (or agent) will be 'Reported'.
As the issue gets updated and progressed the 'Reminder date' will also update to a future date. The 'Reminder date' can be manually updated as well, where you have the option to put the date in the future or the past. When the issue is reported by an occupier, the issue status will be 'Reported' and the 'Reminder date' will be set as the date and time which the issue was reported.
Your 'Reported issues to do' will show you all of your 'Reported' issues with a 'Reminder date' in the past.
You may want to bring the 'Reminder date' forward to a future date without changing the issue status. A good use case example of this may be an issue which you go back to the Occupier on. For example, if the Occupier has reported a broken hoover. You could then click into the issue and click on 'Comments' where you would be able to send the Occupier a message to say that they have a budget of £100 for a new hoover. You may ask for them to buy a new hoover with this budget and then send you the receipt so that you can reimburse them with the amount on the receipt up to that budget.
Once the message has been sent to the Occupier you could then go back to the 'Next steps' page of the issue and move the 'Reminder date' to a date in the future. Although this is not changing the issue status from 'Reported' it is moving the 'Reminder date' out of the past and so the issue will then come out of your 'Reported issues to do' and only come back into the panel on the new 'Reminder date'. This will allow the issue not to slip through the cracks.
You can click into the number of 'Reported issues to do' which will take you to a list of those issues. For more information on how to use this panel, please click here.
Your second to-do list should be: 'Issues requiring action':
An 'Issue requiring action' could mean one of two things:
1. The issue status naturally lies with the Agent to take the 'Next step'. For example, the issue may be 'Reported'; 'Awaiting instruction'; 'Landlord instructions received'; 'Awaiting invitation to quote'; 'Request for quotes ended'; 'Quotes reviewed'; 'Job completed, negative feedback' or 'Job completed, ready for closure'. Any of these issue statuses will lie with the Agent to resolve the issue and therefore will require your action.
2. Issues with a 'Reminder date' in the past. Any issue with a 'Reminder date' in the past will sit in this panel, this ensures that nothing slips through the cracks. For example if an issue is at the status 'Job awarded, awaiting appointment date' this means that the issue lies with either a Contractor or a Landlord to provide an appointment date to start resolving the issue. As the issue is progressed to the Contractor or Landlord, the 'Reminder date' will update to a date in the future. Once that date comes around, if the Contractor or Landlord has not added an appointment date, the job will come back into your 'Issues requiring action' allowing you to have visibility of this issue so that it does not get forgotten. You then have the option to either move the 'Reminder date' to another date in the future, giving the other party some more time to complete their action, or you can chase them.
You can click into the number of 'Reported issues to do' which will take you to a list of those issues.
This panel can also be viewed as a list of issues, either with the most or the least outstanding first:
It is also worth having the following panels on your Dashboard:
This shows you an overall count of how many issues you currently have open on your system. This can be a good thing to have an overview of when you are on your Dashboard.
Issues requiring action, by status:
This panel will show you a breakdown of hard numbers of how many issues are at each status which require your action (has a 'Reminder date' in the past). This can be helpful to see how the 'Issues requiring action' are divided out amongst the different issue statuses. You can hover over each colour and number to see which status this refers to.
You can click into each number which will then take you to a list of those particular issues.
This can be viewed as a bar graph or a pie chart:
Comments recently received:
Comments are key feature on the Fixflo Essential and Professional systems. This allows you to communicate with all parties on an issue and it centralises all communication. You can keep an eye on the recently received comments on your dashboard. On the right-hand side of the panel you can see when that comment was received:
This allows you to look at the five most recently progressed issues, so you can quickly dip in and out of these issues. On the right hand side you can see when the 'Reminder date' was/is going to be. Green symbolises that the 'Reminder date' is in the future and red highlights that the 'Reminder date' is in the past (and this issue will be sitting in your 'Issues requiring action':
For example in this example, the top two issues have a 'Reminder date' of today, the third issue down has a 'Reminder date' in 7 days, the fourth issue has a 'Reminder date' in two days and the last issues on this list has a 'Reminder date' of yesterday.
This panel will show you the issues which Contractors have submitted their quotes on. One of the work flow options is to 'Request quotations' and this panel will allow you to keep an eye on the issues which have quotes submitted on them and now need to be progressed by the Agent.
If this is a workflow you use often, this will be a part of the life cycle of a job which may come in use to you.
On the right-hand side, you can see how long ago the issue was reported:
Jobs awaiting invoice:
This panel will show you all of the jobs which contractors have completed and are awaiting an invoice. On the right-hand side of each issue on the panel you can see the job completion date:
How to Move The Dashboard Panels
Panels can easily be moved from one location to another. To do this simply pick (click and hold) a panel up from the top of the panel and then drop it in the desired location:
Filters On The Dashboard
Each panel will have filters added to them on the Dashboard. These appear on the top right hand corner of each panel and these can be filtered out to show you whose issues you are viewing and which type of issues you are viewing.
Whose issues you are viewing:
This will be shown on the symbol which is on the left-hand side on the row of symbols which are displayed. This is showing you whose issues you are viewing.
This can be split between 'All', 'My properties', 'My (including unassigned)', 'My (only)' and teams, if you have teams set up on your Fixflo system.
To explain these further:
'All': Everybody's issues
'My properties': These are the issues which you are not necessarily assigned to, but these are all of the issues at your properties. This works well if you do not manage the day to day maintenance of properties, but perhaps you manage the budgets instead. To assign yourself to a property as the property manager (which will not automatically assign you the issues at that property) please click on 'Properties' and into the desired property. Scroll down to where it says 'Property manager', add yourself using the drop-down and then click 'Save':
My (including unassigned): These are all of the issues which are allocated to you and all of the issues which are currently marked as unassigned.
My (only): These are all of the issues which are assigned to you and you only. These will not include any unassigned issues.
Teams: If you have teams set up then you can oversee all issues assigned to that team. This will not include unassigned issues.
When you hover over a panel the symbols will slide out to the left-hand side and you will be able to make changes to whose issues you are viewing. These options allow the Dashboard to work across all roles within your company.
Which issues you are viewing:
If you are subscribed to Fixflo Professional then you will be able to manage all of your Planned Maintenance issues on Fixflo as well. If this is the case you will be able to use the filters to filter out between viewing all issues, reactive issues and planned issues.
'All issues' are both your reported and planned issues, and this is shown using a globe symbol. Reactive issues are symbolised using a spanner and planned issues are shown with cogs.
If you hover over the panel you will be able to make changes to these filters as well.