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Contents

Recording the master data

Before you begin to record the master data described in more detail below, you should ensure the following conditions are met:

  • Procurement of the required number of NFC tags for
    • the mobile {{{customerType}}}s (NFC company badge)
    • the {{{dataLevel3}}}s to be serviced and related {{{industry}}} {{{dataLevel2}}}s
  • Procurement of the pictograms for indicating on the phones
    • the services to be provided for each {{{dataLevel3}}}
    • the potential ‘special incidents’

Providing data by uploading a CSV or Excel file

Importing data

All the master data in the office software can be created by uploading a CSV file or an Excel xlsx file.

Details can be found here.

Create CSV / Excel sample files

To make the processing of existing data in Excel or CSV as easy as possible, we recommend you first export the empty tables as an Excel or CSV file as follows:

Right-click anywhere in the table header. Select the ‘Download data’ option and then download either as an Excel file or a CSV file. Select the other details of the download

and download the file. You then receive a file with the correct column headers but which is otherwise empty.

You can find more details on export data here.

You can use these column headers to prepare the existing data for ginstr web. Column headers must not be changed as this would make the data unusable.

Please speak to the ginstr support team in case you need to change the column headers.

In a future version of the application, you will also have the option to customise column headers yourself to suit your needs.

export data.png

Employees

The ‘Employees’ table is used to manage

  • all of the employees provided with the {{{appName}}}© app for use on a smartphone
  • all of the {{{dataLevel1}}} managers, including their contact details such as their e-mail address and phone number
employees table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

first name*
In this field, enter the employee’s first name
last name*
In this field, enter the employee’s last name
NFC tag id*
In this field, enter the tag ID of the employee’s NFC tag (company badge). This tag ID is subsequently used to identify the employee in the Android software.
An NFC tag can be assigned only once. If you attempt to assign the same NFC tag to more than one employee, an error message is displayed.
employee no.*
In this field, enter the employee’s employee number. An employee number must not be used more than once. Please ensure that you use unique employee numbers.
e-mail
In this field, enter the employee’s e-mail address. This is used for {{{dataLevel1}}} managers who are to be notified by e-mail as soon as an employee triggers an emergency call regarding a {{{dataLevel1}}} allocated to them.
phone
In this field, enter the {{{customerType}}}'s private phone number. This will appear in an e-mail to the {{{dataLevel1}}} manager as soon as an emergency call is triggered by this employee. {{{dataLevel1}}} managers are prompted in the e-mail to call the employee on this phone number.
Attention: Do not use the phone number of the SIM card of the smartphone that is used for the {{{appName}}}© app.
Once you have activated kiosk mode as described here, this smartphone can no longer receive calls.
remarks
In this field, you can save any desired remarks about this employee.

Customers

All the customers for whom {{{industry}}} services are provided are entered in the ‘Customers’ table.

customers table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

customer*
enter any name for the customer to be created. A customer name must not be used more than once. Please ensure that you use unique customer names.
customer no.*
enter this customer’s customer number. A customer number must not be used more than once. Please ensure that you use unique customer numbers.
remarks
in this field, you can save any desired remarks about this customer.

Customers can be either assigned to {{{dataLevel1}}}s, {{{dataLevel2}}}s or {{{dataLevel3}}}s depending on the structure of your business.
We recommend not to assign employees to different data levels because this can cause unpredictable results of the application.

Public holiday categories

Any number of public holiday categories can be defined in the ‘Public holiday categories’ table. A public holiday category is used to consolidate individual public holidays into groups and then allocate these groups to {{{dataLevel1}}}s with identical public holiday regulations.

public holiday categories.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

public holiday category*
in this field, enter a unique name of your choosing for the public holiday category. A name of a public holiday category must not be used more than once. Please ensure that you use unique names.
remarks*
in this field you can record any remark you like for this public holiday category.

Public Holidays

All the public holidays which must be taken into consideration for the various {{{dataLevel1}}}s are entered in the ‘Public Holidays’ table.

Public Holidays are summarised in holiday categories.

public holidays table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

public holiday category*
The ‘public holiday category’ field in this table is a so-called pointer which refers to the ‘Public holiday categories’ table.
While you are editing the data set, you are shown a list of all the public holiday categories created previously. Select from the list the public holiday category you would like to allocate this public holiday to. You can allocate as many public holidays as you like to a public holiday category.
date*
The date of this public holiday must be entered in this field.
remarks
You can record any desired remarks about this public holiday in this field.

Periodicities

All the periodicities with which the different services can be provided for one {{{dataLevel3}}} are entered in the ‘Periodicities’ table.

In this regard, a distinction is made between even and odd calendar weeks.

periodicities.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

periodicity*
A unique name for the periodicity to be created is entered in this field. A name of a periodicity must not be used more than once. Please ensure that you use unique names.
Monday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Monday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Tuesday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Tuesday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Wednesday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Wednesday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Thursday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Thursday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Friday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Friday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Saturday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Saturday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
Sunday (odd week)*
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Sunday during an odd week. If a 0 is entered in this field, the service is not provided on this day.
If a service is provided during even and odd calendar weeks with the same periodicity, it is sufficient if you fill out only the fields for the odd weeks.
Monday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Monday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Tuesday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Tuesday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Wednesday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Wednesday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Thursday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Thursday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Friday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Friday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Saturday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Saturday during an even week. If a 0 is entered in this field, the service is not provided on this day.
Sunday (even week)
In this field, a numerical value of between 0 and 99 is entered to indicate how often the relevant service that this periodicity is allocated to is to be provided on a Sunday during an even week. If a 0 is entered in this field, the service is not provided on this day.

{{{dataLevel1}}}s

In the ‘{{{dataLevel1}}}s’ table, a customer’s individual {{{dataLevel1}}}s are allocated to the relevant customer.

Example

{{{dataLevel1example}}}

brands table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

customer*
The customer number to be specified here refers to the customer number in the ‘Customers’ table.
While you are editing this value, you are shown a list of all the customers previously recorded in the system. Select from the list the customer to which you would like to allocate this {{{dataLevel1}}} by clicking on it.
{{{dataLevel1}}} name*
In this field, enter a name of your choosing for the {{{dataLevel1}}} to be created. A {{{dataLevel1}}} name must not be used more than once. Please ensure that you use unique {{{dataLevel1}}} names.
{{{dataLevel1}}} no.*
In this field, enter a number of your choosing for the {{{dataLevel1}}} to be created. A {{{dataLevel1}}} number must not be used more than once. Please ensure that you use unique {{{dataLevel1}}} numbers.
{{{dataLevel1}}} manager*
The value to be specified here refers to the ‘Employees’ table.
While editing this data set a list of all the employees is shown. Select from the list the employee you would like to allocate to this {{{dataLevel1}}} as {{{dataLevel1}}} manager by clicking on him or her.
public holiday category
The public holiday category to be specified here refers to the ‘Public holiday categories’ table.
While editing this data set, a list of all the public holiday categories recorded previously is shown. Select from the list the public holiday category you would like to allocate to this {{{dataLevel1}}} by clicking on it.
remarks
in this field, you can record any desired remarks about this {{{dataLevel1}}}.

{{{dataLevel2}}}s

With the help of the ‘{{{dataLevel2}}}s’ table, the {{{dataLevel1}}}s created previously are split into individual {{{dataLevel2}}}s.

regions table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

{{{dataLevel2}}} name*
In this field, enter a unique name of your choosing for the {{{dataLevel2}}} currently being created. A {{{dataLevel2}}} name must not be used more than once. Please ensure that you use unique {{{dataLevel2}}} names.
{{{dataLevel2}}} working time decimal hours*
In this field, enter the {{{dataLevel2}}} working time in the decimal hours unit of measurement agreed upon with the customer for the {{{dataLevel2}}} currently being created. One hour is assumed to be 100 units in this case.
Example: In this case, 45 minutes correspond to 0.75 hours.
save timestamps for each {{{dataLevel3}}}?
This field contains a checkbox. If this checkbox is active, the individual times for starting and completing each {{{dataLevel3}}} subsequently allocated to this {{{dataLevel2}}} are transmitted individually and displayed in the evaluations.
To allow a post calculation to be performed for each {{{dataLevel3}}}, individual loss-making {{{dataLevel3}}}s can be reliably identified and appropriate counter-measures can be taken.
If this checkbox is not active, these times are not saved and cannot be restored at a later time either.
maximum deviation from {{{dataLevel2}}} working time in minutes
In this field, enter the maximum deviation in minutes between the actual duration of the employee’s actual {{{industry}}} work and the value defined in ‘{{{dataLevel2}}} working time’.
If this value is exceeded, information is sent to the {{{dataLevel1}}} manager by e-mail.
{{{dataLevel2}}}*
In this field, enter a unique {{{dataLevel2}}} number of your choosing for the {{{dataLevel2}}} to be created. A {{{dataLevel2}}} number must not be used more than once. Please ensure that you use unique {{{dataLevel2}}} numbers.
{{{dataLevel1}}}*
The {{{dataLevel1}}} name to be defined here refers to the ‘[[#{{{dataLevel1}}}s|{{{dataLevel1}}}s]]’ table. While editing this data set, a list of all the {{{dataLevel1}}}s is shown. Select from the list the {{{dataLevel1}}} to which you would like to allocate this {{{dataLevel2}}}.
remarks
in this field you can record any remark you like for this {{{dataLevel2}}}.

Services

The ‘Services’ table describes all the services that may potentially be carried out for the customers created previously.

Caregiver Manager Plus services table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

icon*
by clicking on the ‘+ add picture(s)’ button you can allocate an icon to the service to be created, which can subsequently be displayed on a smartphone in the {{{appName}}}© app.
service*
In this field you can specify a unique service name or number of your choosing for the service to be created. A service name or number must not be used more than once. Please ensure that you use unique service names or numbers.
description
In this field you can save a description for the service to be created. This is not transferred to the smartphone. It is used only for orientation purposes in ginstr web.

Potential special incidents per {{{dataLevel3}}}

The ‘Potential Special Incidents per {{{dataLevel3}}}’ table describes all the potential special incidents per {{{dataLevel3}}} which may occur.

Caregiver Manager Plus potential special incidents per resident table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

Icon*
In this field, you can add an icon, which can subsequently be displayed on a smartphone in the {{{appName}}}© app, to the special incident to be created by clicking on the ‘add pictures’ button.
special incident no.*
In this field, you can specify a unique number of your choosing for the special incident. A number such as this must not be used more than once. Please ensure that you use unique numbers.
special incident description
In this field, you can save a description of the special incident to be created. This is not transferred to the smartphone. It is used only for orientation purposes in ginstr web.
{{{dataLevel3}}}s for which this special incident might happen
In this field, you define all the {{{dataLevel3}}}s for which the incident to be created may occur.
While editing this data set, a list of all the {{{dataLevel3}}}s is shown. Select from the list the {{{dataLevel3}}}s to which you would like to assign this special incident by clicking on them.

{{{dataLevel3}}}s

In the ‘{{{dataLevel3}}}s’ table, individual {{{dataLevel3}}}s are allocated to the {{{dataLevel2}}}s created previously.

racks table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

{{{dataLevel3}}} no*
In this field, you can enter a unique {{{dataLevel3}}} number of your choosing for the {{{dataLevel3}}} to be created. A {{{dataLevel3}}} number must not be used more than once. Please ensure that you use unique {{{dataLevel3}}} numbers.
NFC tag id*
The tag number of the NFC tag, which subsequently identifies this {{{dataLevel3}}} by reading in the tag with the smartphone software, is entered in this field.
{{{dataLevel2}}}*
The {{{dataLevel2}}} name to be defined here refers to the ‘[[#{{{dataLevel2}}}s|{{{dataLevel2}}}s]]’ table.
While editing this field, a list of all the {{{dataLevel2}}}s is shown. Select from the list the {{{dataLevel2}}} to which you would like to allocate this {{{dataLevel3}}} by clicking on it.
reading this tag signals the start of work
This field is a checkbox. If this checkbox is active, the {{{dataLevel2}}} in which the employee is currently located is identified by reading in the NFC tag with the smartphone software. The working time starts when this tag is read in.
reading this tag signals the end of work
This field is a checkbox. If this checkbox is active, the end of the employee’s work in this {{{dataLevel2}}} is identified by reading in the NFC tag with the smartphone software. The working time ends when this tag is read.
special incidents that may occur regarding this {{{dataLevel3}}}
The potential special incidents to be defined here refer to the ‘[[#Potential_special_incidents_per_{{{dataLevel3}}}|Potential Special Incidents per {{{dataLevel3}}}]]’ table.
While editing this field, a list of all the potential special incidents is shown. Select the special incident you would like to allocate to this {{{dataLevel3}}} from the list. Any number of potential special incidents can be allocated to each {{{dataLevel3}}}.
next {{{dataLevel3}}}
The next {{{dataLevel3}}} to be specified here refers to the ‘{{ucfirst:{{{dataLevel3}}}s’ table.
While editing this data set, a list of all the {{{dataLevel3}}}s that have already been created is shown. Select from the list the {{{dataLevel3}}} you would like to define as the next one to be serviced.
We advise proceeding in reverse when recording the {{{dataLevel3}}}s, i.e. first record the {{{dataLevel3}}} to be serviced last, then the second-to-last {{{dataLevel3}}}, etc. That way, the ‘next {{{dataLevel3}}}’ information can be recorded at the same time without any effort.

Scheduled regular services per {{{dataLevel3}}}

The ‘Regular Services Scheduled per {{{dataLevel3}}}’ table describes all the services which are to be rendered for one {{{dataLevel3}}} on a regular basis.

Caregiver Manager Plus scheduled regular services per resident table.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

{{{dataLevel3}}}*
The {{{dataLevel3}}} to be defined here refers to the ‘[[#{{{dataLevel3}}}s|{{{dataLevel3}}}s]]’ table. While you are editing this field, you are shown a list of all the {{{dataLevel3}}}s that have already been created. Select the {{{dataLevel3}}} you would like to allocate the current service to from the list.
service*
The service to be defined here refers to the ‘Services’ table. While you are editing this field, you are shown a list of all the services that have already been created. Select the service you would like to allocate to the {{{dataLevel3}}} selected previously from the list.
quantity*
This information is used to specify how often the indicated service is to be performed for the {{{dataLevel3}}} it was allocated to previously. If the service involves e.g. {{{dataLevel3}}} cleaning and the {{{dataLevel3}}} has 4 sections to be cleaned, then ‘4’ is entered in this field.
service value (units / hour)*
The ‘service value’ field specifies how many times the services created previously can be provided per hour.
If the employee were to clean e.g. 3 {{{dataLevel3}}}s per hour, in this case the service value would also be 3.
This means:
60 minutes / 3 {{{dataLevel3}}}s = 20 minutes per {{{dataLevel3}}}
20 minutes per {{{dataLevel3}}} × 4 {{{dataLevel3}}}s to be cleaned = 80 minutes
In the example provided above, the employee has a time allowance of 80 minutes in total for cleaning the four {{{dataLevel3}}}s.
service to be rendered on public holidays?*
In this field, it is specified how to proceed with the service currently being edited if the service is to be rendered on a public holiday.
While you are editing this field, you are shown a list with the following options:
  • F: This {{{industry}}} work must also be performed on a public holiday
  • A: This {{{industry}}} work must be made up for on the next working day if not scheduled on this day anyway
  • X: This {{{industry}}} work is completely unnecessary if it falls on a public holiday
service to be rendered on public holidays.png
periodicity*
The value to be defined here refers to the ‘Periodicities’ table.
While you are editing this field, you are shown a list of all the periodicities that have already been created. Select a periodicity you would like to allocate to the service selected previously from the list by clicking on it.

Services scheduled per {{{dataLevel3}}} as an exception

The ‘Services Scheduled Per {{{dataLevel3}}} As An Exception’ table describes all the additional services which

  • are added based on non-regular requirements
  • are to be rendered over only a short period of time

These services are not included in the ‘[[#Scheduled_Regular_Services_per_{{{dataLevel3}}}|Scheduled Regular Services per {{{dataLevel3}}}]]’ table.

services scheduled per rack as an exception.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

{{{dataLevel3}}}*
The {{{dataLevel3}}} to be specified here refers to the ‘[[#{{{dataLevel3}}}s|{{{dataLevel3}}}s]]’ table. While you are editing this data set, you are shown a list with all the {{{dataLevel3}}}s that have already been created.
services scheduled per rack as an exception rack.png
Select from the list of {{{dataLevel3}}}s the {{{dataLevel3}}} to which you would like to allocate a one-off additional service.
The list can be filtered with the {{{dataLevel3}}}s using the first row of the displayed list. Simply enter the {{{dataLevel3}}} number you are searching for here.
service*
If the additional service is a service from the ‘Services’ table, you can select it here. The description and the icon for the service are in this case loaded automatically and allocated to this additional service.
If, on the other hand, a service is to be rendered which is not provided for in your services, you can describe it in more detail with the following two fields:
description*
Here, enter the description of the service which is to be provided for the {{{dataLevel3}}} defined previously but which is not saved in your services.
icon*
In this field, you can save the icon to be displayed in the smartphone app for the additional service. To do this, click on the ‘upload picture(s)’ button.
date*
In this field, you can define the date on which this additional service must be provided.
start time / end time*
If this service has to be provided within a certain time period, you can specify this period in these fields.
quantity*
This information is used to specify how often the indicated service is to be performed for the {{{dataLevel3}}} it was allocated to previously. If the service involves e.g. {{{dataLevel3}}} cleaning and the {{{dataLevel3}}} has 4 sections to be cleaned, then ‘4’ is entered in this field.
service value (units / hour)*
The ‘service value’ field specifies how many times the services created previously can be provided per hour.
If the employee were to clean e.g. 3 {{{dataLevel3}}}s per hour, in this case the service value would also be 3.
This means:
60 minutes / 3 {{{dataLevel3}}}s = 20 minutes per {{{dataLevel3}}}
20 minutes per {{{dataLevel3}}} × 4 {{{dataLevel3}}}s to be cleaned = 80 minutes
In the example provided above, the employee has a time allowance of 80 minutes in total for cleaning the four {{{dataLevel3}}}s.

Working windows per {{{dataLevel3}}}

The ‘working windows per {{{dataLevel3}}}’ table contains a list of {{{dataLevel3}}}s where {{{industry}}} must start at defined times.

If a {{{dataLevel3}}} has to be serviced several times per day at defined times, you can record several rows with the same {{{dataLevel3}}} number in this table.

working windows per rack.png

The table contains the following columns (fields marked with an asterisk* are mandatory):

{{{dataLevel3}}}*
The {{{dataLevel3}}} to be defined here refers to the ‘[[#{{{dataLevel3}}}s|{{{dataLevel3}}}s]]’ table. While editing this data set, a list of all the {{{dataLevel3}}}s that have already been created is shown. Select from the list the {{{dataLevel3}}} for which you would like to determine the {{{industry}}} time.
weekday
In this field, you can define the weekdays on which {{{industry}}} has to take place at a particular time.
calendar week
In this field, you can specify whether the times defined here for the selected {{{dataLevel3}}} are only to be applied to a special calendar week.
date
In this field, you can select the date on which the {{{dataLevel3}}} has to be serviced at a particular time.
start time*
In this field, you can define the time at which {{{industry}}} for the {{{dataLevel3}}} is to start on the days specified previously.
tolerance (minutes)*
In this field, you can specify the maximum deviation between the actual start time and the defined start time.
If this value is exceeded, an alarm is sent to the {{{dataLevel1}}} manager by e-mail.

Calculating the task list

The task list is calculated once per hour using the services defined previously for each {{{dataLevel3}}}. This means that if new services are added to the task list, it can take up to 60 minutes for these services to be displayed on the smartphones.

{{{appName}}}© reports

Below is a description of the tables used to evaluate the work performed and the list of special incidents.

All of these tables are generated automatically based on the data supplied by the smartphone app.

All the reports can be filtered using the search field in the top left-hand corner or sorted by clicking on the column heading.

Some tables even have so-called links. So, for example, in the ‘[[#{{{dataLevel1}}}s|{{{dataLevel1}}}s]]’ table you can select a {{{dataLevel1}}} and only those {{{dataLevel3}}}s allocated to the selected {{{dataLevel1}}} are displayed in the ‘[[#{{{dataLevel3}}}s|{{{dataLevel3}}}s]]’ table.

You will find more details about linking tables here.

Ordered working times per {{{dataLevel3}}}

This report shows the working time per {{{dataLevel3}}} and compares the scheduled working time and the actual working time.

working windows per rack.png

Scheduled and real working time per {{{dataLevel2}}}

This report shows all the working times per {{{dataLevel3}}} and {{{dataLevel2}}} including other information about the customer the serviced {{{dataLevel3}}} is allocated to.

It also contains information about the employee who did the {{{industry}}} work.

All the rows displayed in blue in this report are data sets created before today’s date.

These data sets can no longer be edited in retrospect.

This report is generated automatically. It is not intended to modify the content of this table manually.

scheduled and real working time per region.png

Reports on special incidents per {{{dataLevel3}}}

This report shows all the special incidents reported by employees on site.

All the pictures of the special incidents recorded using the smartphone camera are also displayed here.

The potential special incidents were [[#Potential_special_incidents_per_{{{dataLevel3}}}|previously allocated to a particular {{{dataLevel3}}}]].

reports on special incidents per rack.png

Incidents reported

This report shows all the special incidents reported by employees on site. The app differentiates between incidents related to a particular {{{dataLevel3}}} and incidents which are independent of a specific {{{dataLevel3}}} (e.g. broken car).

All the pictures of the special incidents recorded using the smartphone camera are also displayed here.

SOS alarms of employees

This report shows all the emergency calls made by employees, the {{{dataLevel3}}} the emergency call was made from, and the list of persons who were notified as a result of the relevant emergency call.

Overdue employee check-ins

This report shows a list of all the cases in which {{{dataLevel3}}} {{{industry}}} was delayed or was not started.

To name but a couple of examples, the information about the {{{dataLevel3}}} and the {{{dataLevel1}}} manager who was automatically informed are also displayed in the columns of this table.

Employee bookings

This report shows a list of all the employee working times per working day. The calculation of working time starts with logging in at the first {{{dataLevel2}}} and ends with logging out from the last {{{dataLevel2}}} on the same calendar day.

Times in which the employee uses the smartphone app to log breaks are automatically deducted.

Console

This report contains errors which occurred during hourly background processing of the data. Most of the errors usually relate to the generation of the schedule. Typical schedule generation errors are:

  • No start NFC tag was found for {{{dataLevel2}}} x
  • No end NFC tag was found for {{{dataLevel2}}} x
  • Service with number x can't be rendered for {{{dataLevel3}}} x because appropriate icon was not uploaded into ‘Services’ table
  • Render count of service x in room y for date ... (...) is more than count of start times for this date: ...

Services rendered

This report provides a list of services rendered related to some record in table ‘executed and scheduled working time per {{{dataLevel3}}}’.

Executed and scheduled working time per {{{dataLevel3}}}’ table holds visits to a {{{dataLevel3}}} and ‘Services rendered’ table contains a list of services which should be / have been executed during the visit.

Target services per {{{dataLevel3}}}

This is a list of services related to records in table ‘ordered working times per {{{dataLevel3}}}’.

The records of this table are replicated to the ginstr app and are shown there to the user as soon as he/she visits the {{{dataLevel3}}} (scans the NFC tag of the {{{dataLevel3}}}). It shows a list of services, which should be rendered during the visit.


Export data

In some cases, it is desirable to further process data generated using ginstr apps in other programs or Excel. The ‘download data’ feature allows downloading data stored in ginstr tables to your local PC.

To download data from a table or ginstr app, right-click anywhere in the table then select the ‘download data’ option to display the following pop-up window:

download data’ pop-up window


The following options are available to configure the data download:

export format

  • CSV
Files with .csv file extension (Comma-separated values) are commonly used to exchange data between different applications; so in case you would like for example to further process your data in a dispatching or book-keeping software then you can export the data to a .csv file and then import this .csv file into your other software.
  • Excel
This option creates Microsoft Excel compatible files with .xlsx file extension.
Excel 2007 version or newer is required to open such files.
.xlsx files can hold up to 1 million records.

include attachments

  • yes
In case you select this option the data will be downloaded as a .zip file which contains several other files:
  • the .csv or .xlsx file depending on the chosen export format
  • all media files (e.g. .png image files, .wav sound files etc.)
Depending on your operating system and version there are different steps how to extract the individual files contained within the .zip file. If you don´t know how to do this please contact your system administrator.
  • no
  • download of the data of just one table
In this case just the .csv or .xlsx file will be downloaded depending on the chosen export format
  • download of all tables of a ginstr app
In this case the data of all tables of the selected ginstr app will be downloaded packed into one .zip file.

rows filter

  • all rows
This option allows to download all records of a table independent of currently applied filter options.
  • visible rows
ginstr tables provide a multitude of options to filter and sort the content of tables.
In case you have filtered some records to be shown on your screen and you choose this option then only the records currently shown on the screen will be downloaded.
  • table with dependencies
This option allows you to download the selected table together with any related tables connected through pointer and/or assignment datatype.
  • all tables of this ginstr app
In case the table you right-clicked belongs to a ginstr app, then this additional option will be available which allows downloading all tables of the ginstr app in one step.
all tables of this ginstr app’ option displayed in ‘download data’ pop-up window if the selected table belongs to a ginstr app
This feature is sometimes used for local data backup on a customer’s PCs in addition to the automatic backup the ginstr cloud provides by default.
In case of CSV export format, each table will be represented as a separate .csv file. In case of .xlsx export format, each table will be represented as a separate sheet inside one single .xlsx file.

columns filter

  • all columns
This option allows to download all records of a table independent of currently applied column visibility settings.
  • visible columns
ginstr tables provide a multitude of options to filter and sort the content of tables.
In case you have hidden some columns to be shown on your screen and you choose this option then only the columns currently shown on the screen will be downloaded.

language

Most ginstr apps are available in multiple languages. The language selection does not only affect the UI of the apps on the phone but also the table headings. With this option you can select the language in which the headings of the downloaded tables must be stored in the .csv or .xlsx file.
Default value depends on the settings of the user in his ginstr web preferences.

time format

ginstr supports multiple time formats. This option allows defining in which time format the data should be downloaded. This might be relevant for you because the software that will be used to further process the data might have some restrictions in this regards.
Default value depends on the settings of the user in his ginstr web preferences.

date format

ginstr supports multiple date formats. This option allows defining in which date format the data should be downloaded. This might be relevant for you because the software that will be used to further process the data might have some restrictions in this regards.
Default value depends on the settings of the user in his ginstr web preferences.

number format

ginstr supports multiple number formats. This option allows defining in which number format the data should be downloaded. This might be relevant for you because the software that will be used to further processing the data might have some restrictions in this regards.
Default value depends on the settings of the user in his ginstr web preferences.

time zone

ginstr internally stores all data in UTC time zone; this is the universal time which is the same worldwide. Before presenting dates and times on the screen, each timestamp is adopted to the time zone selected by the user in his ginstr web preferences.
This option can be used to override the time zone settings in the ginstr web preferences.
Default value depends on the settings of the user in his ginstr web preferences.
Export into Excel of numbers, dates, times and pointers to these datatypes is done supporting Excel cell formats according to the operating system's 'Region and Language' settings. This means that if a date is exported as "1 January 2016" but Excel is opened on a system with 'Region and Language' format set to German, it will be shown as "1. Januar 2016".


Each table is exported with one additional column: "record created on". The value in this column stores the record creation date which is used for filtering in the case of a large data table.


Access to media files (pictures, videos, audio files, documents) after download

Export without attachments
In this case the URL of the media files will be stored in the .csv or .xlsx file. In case a table cell contains multiple files, then the URLs will be separated with “|” (i.e. http://ginstr.com/image1.jpg|http://ginstr.com/image2.jpg)
These links will be available until the attachments (or the entire row which contained such attachments) are deleted from the ginstr cloud.
Note: ginstr credentials are not required to open these links (i.e. anybody with the link can view the attachments).
Export with attachments
  • Tables that do not belong to a ginstr app:
In this case the .csv / .xlsx file will contain relative links to the appropriate files in the archive folder.
For example pictures/image1.jpg in single table export will mean that this file is placed inside the archive at the following path: /pictures/image1.jpg.
  • Tables belonging to a ginstr app:
In this case pictures/image1.jpg of “customers” table will be stored in the archive at the following path: /customers/pictures/image1.jpg.
As per Export without attachments (above), if a table cell contains multiple files, then the URLs will be separated with “|” (i.e. pictures/image1.jpg|image2.jpg)


Import data

In some cases it is desirable to import data generated using third party programs or to upload data that has previously been exported from the ginstr cloud back to the cloud again. The ‘upload data’ feature allows uploading data stored on your local PC to ginstr tables in the ginstr cloud.

To upload data to a ginstr table or ginstr app, right click anywhere in the table then select the ‘upload data’ option to display the following pop-up window:

upload data’ pop-up window

In order to ensure that the headings of the tables to be uploaded to the ginstr cloud are correct and complete, it is recommended to download the existing table(s), even if they are empty, and to use these downloaded files for editing and subsequent data upload.


The following options are available to configure the data upload:

upload data

  • in this table only
Use this option if you want to upload data for the selected table only.
  • all dependent tables
If you had previously downloaded the selected table together with any related tables connected through pointer and/or assignment datatype and made some changes to these downloaded tables, this option allows you to re-upload all dependent tables in one step.
  • in all tables of this ginstr app
In case the table you right-clicked belongs to a ginstr app which is using multiple tables, then this option will be available; it allows uploading data to all tables of this ginstr app in one step.

include attachments

  • yes
In case you select this option, the data must be uploaded as a .zip file which contains several other files:
  • the .csv or .xlsx file
  • all media files (e.g. png image files, .wav sound files etc.)
Depending on your operating system and version there are different steps how to pack individual files into a .zip file. If you don´t know how to do this please contact your system administrator.
  • no
In this case just the .csv or .xlsx file(s) will be uploaded without attachments. These files must be packed as a .zip file in any case if you are going to upload data, which will go into tables belonging to ginstr apps.

language

Most ginstr apps are available in multiple languages. The language selection not only affects the UI of the apps on the phone but also the headings of the tables in ginstr web.
With this option, you can select the language in which the headings of the table columns to be uploaded have been stored in the .csv or .xlsx file.
This is essential to ensure that the upload routine can assign the content of the various columns in the files to the related columns of the ginstr tables.
Default value depends on the settings of the user in his ginstr web preferences.

time format

ginstr supports multiple time formats. This option defines in which time format the data should be uploaded. This is essential to ensure that the upload routine treats the timestamps in the various columns correctly.
Example: 10:00:00 PM or 22:00:00 - one of these two time formats can be used with the values stored as text.
Default value depends on the settings of the user in his ginstr web preferences.

date format

ginstr supports multiple date formats. This option allows defining in which date format the data is stored. This is essential to ensure that the upload routine treats the dates in the various columns correctly.
Note that two date formats can look similar: dd/mm/yyyy and mm/dd/yyyy, hence 01/02/2016 can be either the 2nd of January 2016 or the 1st of February 2016. This cannot be detected automatically and therefore setting this option carefully is required.
Default value depends on the settings of the user in his ginstr web preferences.

number format

ginstr supports multiple number formats. This option allows defining in which number format the data should be uploaded. This is essential to ensure that the upload routine treats the numbers in the various columns correctly.
Default value depends on the settings of the user in his ginstr web preferences.

time zone

ginstr internally stores all data in UTC time zone; this is the universal time which is the same worldwide. Before presenting dates and times on the screen, each timestamp is adopted to the time zone selected by the user in his ginstr web preferences.
This option can be used to indicate the time zone in which the data contained in the file to be uploaded has been saved.
Default value depends on the settings of the user in his ginstr web preferences.

choose file

This option is used to select the file on the local disk drive which contains the data that should be uploaded to the ginstr cloud.


If the “record created on” column is empty in the file to be uploaded, then the newly uploaded records will have a record creation date from the moment when the data was uploaded. Otherwise the record creation date provided in the imported file will be used.


File names and table names

Excel files
For the upload of Excel files the Excel file names and sheet names are not relevant.
Each Excel sheet must provide in cell A1 the precise name of the table to which the data will be uploaded. This table name must correspond with the language which was selected in the ‘language’ option of the file upload pop-up window.
.csv files
.csv file names must have the following format:
table_name_in_language_of_import.csv (i.e. customers.csv)
Data with references to other tables in the ginstr cloud (not presenting in Excel file) can only be uploaded if the relevant columns with the references have the ‘unique’ attribute set for them. In case of Excel import and both rows present (row to which reference is created and row which has reference) import can be done to non-unique row in case reference is a correct Excel reference.


Please note that the data upload feature does not update records; it just creates new records.

In case of uploading Excel .xlsx files with dates and numbers columns stored in 'text' cell format, these values should have the format which was previously selected in the data upload pop-up window.

If dates and numbers are stored in an Excel file like a number datatype, then the Excel cell format will be used during the data upload and therefore the format specified in the upload dialog will be ignored.

Data upload is limited to max. 100 MB per file to be uploaded.

{{{appName}}}© Android app

First steps

Downloading the app

The {{{appName}}}© app can be downloaded from the Google Play Store using the following link:

https://play.google.com/store/apps/details?id={{{googlePlayURL}}}

Alternatively, you can read the following QR code with your Android smartphone to start downloading the app: [[File:QR_{{{appName}}}.png|border|none|100px]]

Installing the software

Ensure that the phone is connected to the Internet via WLAN and, for security reasons, deactivate the mobile connection to the Internet or remove the SIM from the device.

Once you have selected the {{{appName}}}© app in the Google Play Store as described previously, tap the ‘INSTALL’ button:

[[File:GooglePlayStore_Install_{{{appName}}}.png|border|none|220px]]


Once the app has been installed, you must ensure that the ‘Auto-update’ feature has been activated in the Google Play Store for {{{appName}}}© on every phone!

To activate this feature, please tap the three dots in the top right-hand corner of your screen as soon as the app has been successfully installed on your smartphone.

[[File:GooglePlayStore_Installed_{{{appName}}}.png|border|none|220px]]


Once the ‘Auto-update’ feature has been activated, please do not click on the ‘OPEN’ button. Press your smartphone’s ‘home button’ instead.

You are now shown the selection between your standard menu and the {{{appName}}}© app.

In this window, please select {{{appName}}}© and click on the ‘Always’ button:

[[File:GooglePlayStore_Always_Open_{{{appName}}}.png|border|none|220px]]


The app now opens and you can proceed with the next steps.

Downloading app data to the Android smartphone

In the following screen, you are prompted to enter your login credentials for the ginstr web user account. This step, which is only required once per phone, logs the smartphone into your user account with the app. To do this, please enter your login credentials and confirm the entry by tapping the button with the blue tick.

[[File:{{{appName}}}_App_Login.png|border|none|220px]]


Once you have successfully logged in, the smartphone’s database is synchronised with the server’s database:

[[File:{{{appName}}}_App_DataSync.png|border|none|220px]]


This step can take a few minutes depending on the size of the database.

Once synchronisation has been successful, you can proceed with the next step to activate kiosk mode. Until then the smartphone is blocked.

Activating the kiosk mode

Activating the kiosk mode is optional. The kiosk mode ensures that the smartphone can only be used to perform the features of the {{{appName}}}© app.

To activate kiosk mode, please tap anywhere in the log-in screen shown below until the following context menu appears:

[[File:{{{appName}}}_App_KioskMode_Context_Menu.png|border|none|220px]]


Now select the ‘kiosk mode’ menu item.

In the following screen, you are now prompted to define a password for kiosk mode. Under no circumstances should this password be made available to your employees.

Enter the password and confirm the entry by tapping the ‘OK’ button.

In the following screen, activate the smartphone’s kiosk mode by clicking on the ‘Activate’ button:

  • [[File:{{{appName}}}_App_KioskMode_Password.png|border|none|220px]]
  • [[File:{{{appName}}}_App_KioskMode_Activate.png|border|none|220px]]

Take note of the password! This is absolutely essential if you are to be able to exit kiosk mode again.

Logging an employee into the software

If all of the settings have been made successfully, your employees can start using the app.

Once the device has been switched on, the {{{appName}}}© app starts automatically and kiosk mode is activated.

Once the device has been switched on, the employee is first prompted to log into the software.

To this end, the NFC tag allocated to this employee in the ‘Employees’ table must be touched with the smartphone’s NFC reader. Generally speaking, this should be the company badge.

[[File:{{{appName}}}_App_Employee_Login.png|border|none|220px]]


Alternatively, the employee can also tap and hold anywhere they like and, using the menu that appears and the ‘PIN code log-in’ menu item, log into the app by entering the NFC tag ID.

If the employee has successfully logged into the software, their name will appear on the screen:

[[File:{{{appName}}}_App_Employee_Logged_In.png|border|none|220px]]


To get started with the {{{industry}}} work, the employee must now read the NFC tag defined as the starting tag for the {{{dataLevel2}}} to be processed. Recording of the working time starts now.

Once the NFC tag in the {{{dataLevel2}}} has been read successfully, the employee is shown which {{{dataLevel3}}} he has to service first today:

[[File:{{{appName}}}_App_Region_Active.png|border|none|220px]]

Services per {{{dataLevel3}}}

Now, the employee should go to the {{{dataLevel3}}} and scan the NFC tag installed at this {{{dataLevel3}}}.

By reading the NFC tag of the first {{{dataLevel3}}} to be serviced, the employee is automatically forwarded to the screen below, which shows the employee all the services which have to be rendered for this {{{dataLevel3}}} now with the help of icons.

[[File:{{{appName}}}_App_Services_to_be_rendered.png|border|none|220px]]


Once the {{{industry}}} services to be rendered by the {{{customerType}}} have been performed in full, the employee must confirm this by tapping the button with the blue tick.

Following this confirmation, he is shown the next {{{dataLevel3}}} to be serviced:

[[File:{{{appName}}}_App_Region_Active.png|border|none|220px]]

Special incidents per {{{dataLevel3}}}

The special incidents report is important for the company so that it can draw conclusions with regard to improving work processes, whether there is any potential for increasing {{{customerType}}}s’ efficiency, etc.

Customers may be interested in this information too, in the sense of them being provided with a smooth service.

Furthermore, the special incidents report protects both {{{customerType}}}s and the company from any false accusations and suspicion. Using this information, the {{{dataLevel1}}} manager is capable of responding immediately to any faults which occur during ongoing operation before the situation can potentially escalate.

If an employee would like to report a special incident regarding a {{{dataLevel3}}}, they should click on the yellow exclamation mark in the bottom left-hand corner of the screen. They are then automatically forwarded to a screen with icons illustrating the potential particular incidents allocated to the current {{{dataLevel3}}}.

  • [[File:{{{appName}}}_App_Services_to_be_rendered.png|border|none|220px]]
  • [[File:{{{appName}}}_App_Special_Incidents.png|border|none|220px]]


The following icons are shown:

SOS icon
Tapping on the SOS icon triggers an emergency call.
This is automatically forwarded to the responsible {{{dataLevel1}}} manager.
To reassure the employee, a voice message is played informing them that they will be called back immediately.
Camera icon
Tapping on the camera icon allows the employee to take a picture in connection with the special event. This picture is automatically transmitted to the server.
Other icons
Other icons for potential special events are shown if they have previously been assigned to the current {{{dataLevel3}}} in the back-end.
If the employee taps on one of these icons, the {{{dataLevel1}}} manager is informed of the special incident by e-mail and/or SMS.

Logging out

Before the employee can log out of the app on the smartphone, they must log out of the {{{dataLevel2}}}. You will find more details about this [[#Logging_out_of_a_{{{dataLevel2}}}|here]].

If the employee is logged out of the {{{dataLevel2}}}, they will see a screen where they are prompted to log into a {{{dataLevel2}}}.

[[File:{{{appName}}}_App_Employee_Logged_In.png|border|none|220px]]


If the NFC tag which identifies the employee is read in this screen, the employee is logged out of the software and the current time is transmitted to the office software as the ‘end of {{{dataLevel2}}} working time’.

Logging out of a {{{dataLevel2}}}

If the employee has finished their work in one {{{dataLevel2}}} or has to stop working in this {{{dataLevel2}}} for whatever reason, they can log out by reading the NFC tag that identifies the current {{{dataLevel2}}}.

If there are no further {{{dataLevel3}}}s in a {{{dataLevel2}}}, nothing is displayed under ‘next {{{dataLevel3}}}:’.

The employee is also informed of this situation by a notification on the screen as soon as they report that the last {{{dataLevel3}}} to be serviced in a {{{dataLevel2}}} is finished.

[[File:{{{appName}}}_App_All_Tasks_Completed.png|border|none|220px]]


If there are {{{dataLevel3}}}s in a {{{dataLevel2}}} which are not yet serviced and the employee wants to log out of the current {{{dataLevel2}}} by reading the {{{dataLevel2}}}’s NFC tag, they are notified of this by a note on the screen that still non-serviced {{{dataLevel3}}}s remain:

[[File:{{{appName}}}_App_Unfinished_Tasks.png|border|none|220px]]


To switch between two {{{dataLevel2}}}s, the employee must first log out of the current {{{dataLevel2}}} they are logged into, after which they can then log into another {{{dataLevel2}}} by reading an NFC tag which identifies another {{{dataLevel2}}}.

If an employee exits a {{{dataLevel2}}} where there are still {{{dataLevel3}}}s due to be serviced, they can return to it at any time.

Processing {{{dataLevel3}}}s in a deviating order

There is always the possibility of an employee logging in to a {{{dataLevel3}}} which either does not have to be serviced at the present time or even today.

If there are currently no services to be rendered for such a {{{dataLevel3}}}, no services are shown on the screen:

[[File:{{{appName}}}_App_All_Tasks_Completed.png|border|none|220px]]


But if one or more instances of {{{industry}}} work are scheduled for the {{{dataLevel3}}} today, they are displayed and the employee can service this {{{dataLevel3}}}.

As soon as the employee marks the {{{dataLevel3}}} as complete, they are shown the {{{dataLevel3}}} they actually had to service, and the smartphone software automatically returns to the scheduled order of {{{dataLevel3}}}s for today.

In this case, the {{{dataLevel3}}} which has already been completed is skipped in the order of {{{dataLevel3}}}s to be processed now.

Several employees in one {{{dataLevel2}}} at the same time

It may happen that several employees log into a {{{dataLevel2}}} at the same time. To name but one example, this feature is used in the event of several employees acting on an employee’s behalf in a {{{dataLevel2}}} e.g. in case the original {{{customerType}}} is unwell.

If several employees are working in one {{{dataLevel2}}} at the same time, they are shown the next {{{dataLevel3}}} to be serviced on their phones based on the specified order.

Any {{{dataLevel3}}}s that have already been serviced by another employee are skipped.

Displaying the remaining {{{dataLevel2}}} working time

As soon as an employee has logged into a {{{dataLevel2}}}, a coloured bar and the remaining {{{dataLevel2}}} working time are displayed along the top edge of the screen.

This bar is yellow to begin with and its length is proportional to the scheduled {{{dataLevel2}}} working time decimal hours (defined in the ‘[[#{{{dataLevel2}}}s|{{{dataLevel2}}}s]]’ table)

As the employee spends more working time in the {{{dataLevel2}}}, the bar gets progressively shorter and thus indicates the remaining time available for this {{{dataLevel2}}}:

[[File:{{{appName}}}_App_Region_Active.png|border|none|220px]]


If the {{{dataLevel2}}} working time has elapsed, the bar is filled with red and shows the same time provided for processing this {{{dataLevel2}}}, thereby indicating that the scheduled {{{dataLevel2}}} working time is being continuously exceeded:

[[File:{{{appName}}}_App_Region_Working_Time_Remaining.png|border|none|220px]]

Offline mode

The application’s entire database is saved locally on the device. This means it is also possible to work with the app during times when there is no Internet connection.

All the data recorded is saved locally on the phone and the next time an Internet connection is established, synchronisation with the database on the ginstr cloud servers will take place automatically.

Any activities recorded retrospectively using the office software and which could at first not be sent to the smartphone for lack of an Internet connection are not displayed until the Internet connection has been re-established.