Monitor - Packages & Questionnaires

  Table of Contents
  1. Creating a Package Folder
  2. Adding a Package
  3. Packages – Edit, Copy & Delete
  4. Monitor Questionnaires
  5. Questionnaire Sign off
  6. Questionnaire Report
  7. Questionnaire Export
  8. Questionnaire Collapse
  9. Questionnaire Close

Before the questionnaire can be used it must be packaged. You can package a single questionnaire or create a Package Folder to hold several related questionnaires in a single package. The package can then be made visible to specific users.

Creating a Package Folder

Go to Admin > Package Folders [1] > Add [2]


Fill in the Name field [3] and click Save [4] to create a new Folder

NOTE  The name field has a 15-character limit.

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Adding a Package

Go to Packages > click the Packages menu tree [1] > click Add Package [2] > Add Package window [3]


In the Add Package Window, fill in the following fields:

  • Description: Give the package a brief description which will be used as the name in the Packages Menu Tree
  • Status: Set the package status to one of the following:
mceclip9.png  Open: This status is for new Packages that can only be filled in via the Desktop
mceclip10.png  In Progress: Set the Package to In Progress to make it available to Tablet users
mceclip11.png  Closed: A closed Package has been completed and is no longer available in the Monitor tab or on the Tablet.
mceclip12.png  Archived: An Archived Package is only accessible in the Archived menu tree. If the Archived Package is inside a Package Folder, the Package will be Archived and remain in the Package Folder.
  • Type: The following Types of Package are available:
    • Standard: For single use questionnaires, when these questionnaires are signed off it cannot be accessed by via the tablet
    • Repeating: For questionnaires that are repeated on a daily, weekly, monthly, or yearly basis
    • Survey: For questionnaires that are being used to conduct or carry out a survey to measure performance, quality control, gather feedback, etc
    • Assets: For questionnaires that are being used to assess and review available assets
    • Site Visits: For questionnaires that are used during site visits for inspections and reviews
    • Cleaning: For dynamic questionnaires that are used to check off cleaning responsibilities and tasks on a daily, weekly, monthly, or yearly basis. Cleaning Questionnaires are dynamic making it possible for users to design buildings/rooms which are being cleaned.
  • Start Date: The start date is used to set the order of active packages by start date in the package with packages yet to start being at the top of the list e.g. Kitchen H&S (start date 15/10/2020) will be below Cleaning (start date 10/10/2020)
  • End Date: The end date is used to automatically Close a package when the end date is past
  • Service: Create your own unique Service types to meet your needs in System > Admin > Types > Services
  • Package Folder: Select a list from the drop-down list, this list is populated with the lists created in Admin > Package folders
  • Email addresses: For users who will be alerted when changes are made
  • Lower overall score per critical failure: This records the answers to Yes/No questions ONLY by using the Weighting applied each question (i.e. critical questions No answers with weighting will be calculated by %)
  • Inspection failure limit: Total score from all weighted questions. This will record questionnaire as FAILED in Analysis.
  • Users: Checkboxes to select the users who will be able to access the Package
  • Questionnaires: Select the questionnaires to add to the Package using the Questionnaires checkboxes.

Click Save to complete the Package.

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Packages – Edit, Copy & Delete

When you click on an existing Package in the Menu tree you can either Edit [1] the Package, Delete [2] it or create a Copy [3].


When Editing the package details, you can edit all the fields, drop down menus and check boxes click Save [1] when done.


When Deleting a Package, a Delete Package warning message will pop-up to advise you the action cannot be un-done and all inspections done as part of the package will also be lost. Click OK [1] to delete the package.


After clicking OK a second Delete package pop-up will ask if you wish to ‘Leave the package intact?’, this is a preventative measure to confirm you haven’t accidently clicked the wrong button before deleting a package. To complete the Delete function click No [2].


When Copying a Package, the Copy Package window will open where you can edit the fields, dropdown menus and checkboxes before clicking Save [1] to create the new package.


NOTE When creating a copy of a Package the Description field [2] will have ‘Copy of…’ added to the field by default.

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Monitor Questionnaires

  Table of Contents
  1. Cleaning Questionnaires
  2. All other Questionnaires

Cleaning Questionnaires

Go to Monitor > Monitor [1] > open Packages navigation tree [2] > select a Questionnaire [3]


When the desired questionnaire is selected in the navigation tree the Questionnaires that have been assigned to you will be available in the Questionnaire table. Click on the Questionnaire [4] to start.

NOTE If you have several questionnaires listed use the Search bar [5], Filter [6] or Type [7] drop down menus to reduce the number of questionnaires being displayed.

When completing a questionnaire for a Site for the first time, or if a template has not been saved for that site, add the buildings by left clicking on Blocks [1] then clicking on Add Block [2].


In the Block field [3] give it a name i.e. Dining Room, add any useful Notes [4] and click Save [5].

When the New Block [1] (building) has been created, select it from the navigation tree and click the Add Room [2] button to add the relevant rooms e.g. Classroom 1A.


The Room type [3] dropdown list are the Question group headers from the Questionnaire in the package, for more details on Question Group headers refer to Adding Questions to a Question Group. The Questions are automatically added from the Questionnaire based on the Group header.

Manually enter the Room Name [4] (e.g. Classroom 1A) and set the Floor Type [5], the Floor Type options are created in System > Admin > Types > Floor Types.

Manually enter the name of person cleaning the room in the Cleaner [6] field, the size of the room in the Area (m2) [7] e.g. 20 and the number of hours to clean that room in the Hours [8] e.g. 0.2.

Use the Note [9] field to manually enter any additional information/details then click Save [10].

When a building has been added, select it from the Navigation tree [1] and click Save as Template [2] to create a template so when new questionnaire is started all the buildings/rooms/questions are ready to fill in.


A confirmation box will appear, click OK [3] to complete the action.

If a Template already exists a confirmation box will appear, click OK [4] to replace the existing Template.


Sites that have a Template are highlighted in Yellow [1] in the Monitor page.


Cleaning Reports

When a Cleaning Questionnaire is complete users can run two type of Reports [1].


The Standard Report [2] is a complete breakdown of the details collected in the Questionnaire. After clicking the Standard Report option, you can select which details are generated in the report using the Checkboxes [3] in the Monitoring Report window and click OK [4] to generate the Report.

Standard Report Example


The Cost Report [5] generates a Report using the Cost details taken from Floor Types in System > Admin > Types [6] > Floor Types [7]


Cost Report Example

Floor Types

mceclip9.png mceclip10.png
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All other Questionnaires

Users can fill in a packaged questionnaire on the Desktop Monitor page.

Go to Monitor > Monitor [1] > open Packages navigation tree [2] > select a Questionnaire [3]


When the desired questionnaire is selected in the navigation tree the Questionnaires that have been assigned to you will be available in the Questionnaire table. Click on the Site [4] to start.

NOTE If you have several questionnaires listed use the Search bar [5], Filter [6] or Type [7] drop down menus to reduce the number of questionnaires being displayed.

In the Question Group table the whole questionnaire will be visible, click on the Answer cell [8] for each question to either select an answer from the list, calendar or manually enter an answer.


If the questionnaire is too big to easily view on your screen click the Expand/collapse icon [9] for a Question Group when you have filled it in. If you need to stop midway through a questionnaire click Save [10] before leaving the questionnaire to record your answers.

When the Questionnaire is complete, and no Actions are required, click the Sign off button [11].

In the event one of the Critical (Red) or Compulsory (Grey) questions is answered No you will need to Add an Action [12].

If you want to save a copy of the completed questionnaire to your desktop or print a copy click the Report button [13].

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Questionnaire Sign off

Before Signing off a Questionnaire it must be Saved [1].


If the Questionnaire has been signed off on the Desktop the Signature [2] and Name [3] fields will be left blank. Leave any appropriate Comments [4], change the Status [5] to Closed and click the Sign Off button [6].


If the Questionnaire has been Signed Off via a Tablet the Signature [2] and Name [3] fields will be populated and un-editable. The Comments [4] and Status [5] fields can be edited before clicking the Update button [7].

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Questionnaire Report

Users can generate a downloadable report of the completed questionnaire by clicking the Report button [1].


By default, the published Report will have a Summary and Signoff details. All other details must be selected via the Monitoring Report window checkboxes [2]. When you have made your selection click OK [3] to download the word document to your desktop.

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Questionnaire Export

You can download an Excel copy of the completed questionnaire to your desktop by clicking the Export button [1].


NOTE The excel download will only contain the details you see on-screen.


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Questionnaire Collapse

In the top left of each Question Group is an Expand/collapse button [1], for large questionnaires use the Collapse button [2] to collapse all the Question Groups to quickly navigate the questionnaire.


When you have found the Question Group you need click the Expand icon [3].


NOTE To expand all the Question Groups click on the Expand button [4].

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Questionnaire Close

When your filling in a questionnaire you can Close [1] the questionnaire at any time to return to the previous screen.


If you have answered any of the questions you will need to Save the questionnaire, in the Save Changes Window click OK [2].

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