Provider rollout kit
Start with one agreed area. Help each company produce a useful first report, then reuse the setup at the next site.
Print these four worksheets or save them as PDF. Fill them in with your customer and keep them in your existing private customer record. This page saves and sends nothing.
1. Install a small area first
SiteClara · Provider rollout kit
Site / agreed area:
Site administrator / installer / date:
- Agree what is live. Check the location names, floor, company responsibilities and reporting times. At a shared site, its administrator switches on only the agreed locations.
- Check one sample. Open Posters from the site page. Print one poster on the site's specified paper at full size, then scan the QR code with a phone. Check the site and location before printing the batch.
- Take a floor pack. Choose a floor or area under Install a floor at a time. Print the pack, or its installation list separately. Posters and list use the same order; switched-off locations are excluded.
- Fit and verify. Match the name to the actual room. Where the poster has a tap circle, programme and fit the matching NFC sticker underneath it, then tap with a phone. QR-only posters need no NFC sticker. Tick the list only after checking each method and fitting the poster.
- Walk through with both providers. Each uses their own enrolled phone to check that the location opens with their own work and questions. Use actual work in a real building; practise invented examples on a separate demo site.
Corrections / missing tags / owner:
Reuse at the next shared site
From the new site's setup, choose Reuse setup from another site. Select your company's checked source. Review forms against each target location. For each new schedule, choose the target locations and check days, local times and checklist before saving. Avoid adding a second copy of an existing round.
Confirm the new site's time zone, cutoff and report readers. Reuse the same company accounts and form library; enrolment, permissions and approvals still belong to each site. Changes to a shared form can affect every location using it: create a separate form when a site needs different questions.
2. Teach, practise, explain back
SiteClara · One sheet per provider. A champion helps colleagues; the title grants no additional access.
Company / site / champion:
Cover / authorised daily reviewer / agreed review time:
Explain the purpose first: record work fairly, surface problems and give the client a useful report. Ask what would make this easier on a normal shift. Demonstrate, then let the person try and explain the result in their own words.
| Try it with the right role | Can explain without prompting? |
|---|---|
| Operative: scan or tap, check the location and complete a due check after the work. A visit photo alone does not complete it. | ☐ Yes ☐ Needs help |
| Operative: report a problem; distinguish a saved action from one queued without signal. Photos and problem reports need a connection. | ☐ Yes ☐ Needs help |
| Supervisor: find the company's jobs, handle a held-up check, give context and review after cutoff. Each provider approves its own section. | ☐ Yes ☐ Needs help |
| Building manager: answer an escalation. Explain that the answer does not close the job and phone enrolment is separate from report access. | ☐ Yes ☐ Needs help |
| Report reader: accept the separate invitation, open the approved report and identify the work done and anything needing their help. | ☐ Yes ☐ Needs help |
Use a demo site for fictional problems and outcomes. In a real building, observe real work only. Try a known dead spot with the team, then reconnect and check what was accepted; a queued mark is not yet server-confirmed.
Question that needed help / next practice / owner:
Recover without depending on Terry
For access, ask the enrolling administrator to check the assignment, number, text setting and sign-in route. For a missing report, check the reader's acceptance, the cutoff, the right company's approval and the inbox/junk folder. Confirm actual receipt. Use siteclara.com/support when the existing controls do not resolve it.
3. Remove duplicate administration
SiteClara · Complete together with the provider and the person who relies on the record.
Company / site / process / review date:
Walk through one real shift and its report. List every retyped answer, copied photo, extra spreadsheet and follow-up message. Ask who uses it and what decision it supports. A customer's required record stays in place until they agree an acceptable replacement.
| Existing step / record | Same information elsewhere? | Reader and decision it supports |
|---|---|---|
Review each form question
- Who reads this answer and what would they do differently?
- Is it already known from the location, company or recorded check?
- Does it give needed context about the work or an exception?
- Can it be clearer, optional or removed while retaining what the customer needs?
Proposed change / record to keep or replace:
Customer decision / person agreeing / date:
Small area to try / owner / review date:
What must still be visible / how to restore the old process:
Review the resulting report with its reader before retiring the old step. Edit future questions through the form designer after agreement; preserve historical evidence. Record the help and time actually needed, including unsuccessful attempts.
4. Confirm value before expanding
SiteClara · First useful report, then the next comparable site
Site / payer / agreed success criterion:
Buyer / next commercial decision date:
| Real handoff | Confirmed by / when / next action |
|---|---|
| Provider A: accepted, own phone tested, actual work reviewed and approved. | |
| Provider B: accepted, own phone tested, actual work reviewed and approved. | |
| Intended reader: report received, opens correctly and is useful for their decision. | |
| Both champions and cover: can repeat the daily handoff without assistance. | |
| Buyer: agreed next step and date, including payment or the reason to stop. |
“Setup at a glance” shows current configuration. An assignment does not prove phone sign-in, and approval does not prove inbox receipt. Record these real checks separately.
Active setup/help minutes / waiting time and reason:
Most repeated question or blocker / observed cause:
One improvement to try next / owner / date:
At the next site, repeat the same small-area process and compare assistance for similar work. Review after the first useful report, then after the next site. Keep, amend or undo the change based on what people actually do.