Having read through the definitions and the recommended Help Centre Articles, feel free to reach out over the in app support if you're still unsure on anything!
Trial & Activation
Free Trial
The 30 day free period gives you the freedom to test out Trail to the max
You'll only get charged when your 30 free days are up, if you choose to activate
Activate
A subscription is activated when we have a valid payment method - you won't be charged until your trial is over and you go live in their first site
Head to your billing page to Activate your Subscription
Plans
Solo - For managers at 1 site digitising their paperwork
Team - For small business owners with more control & accountability
Standard - For operators maintaining consistently high standard
Site Statuses
Setting Up
This is the period within your free trial, where you’re setting up your Sites, Users and Task Content
Tasks are created and can be tested ahead of going live
Sites in this stage are not included in reports and are free until the live date
Demo
A Demo Site gives you free reign to test tasks and train teams
It's not included in reports and is completely free
Live Date
A Live Date is when your sites will start completing Tasks using Trail at that site
Future Live Dates are useful for planning a rollout - the site will automatically change to Live, on the day
After this date, your site is now Live and chargeable
Live Site
This is a chargeable site, where tasks have been assigned and are available to complete
Data is captured and included in reports
You can set this Site to ‘Inactive’ by heading to Site Settings and ‘Deactivating’
Deactivate > Inactive Site
By deactivating your site, billing will be automatically paused and your site will become ‘Inactive’
You can still manage Task Content and Users, but no tasks can be completed until a new Live Date is set
These sites will be excluded from reporting
Perfect status for intermittent opening/closing due to Government restrictions where longer term closures are expected
See ‘Closed Days’ below for more on shorter term closures
Archive Site
Tasks will not be created, and the site won't be included in reports
Historical data is still available
Tasks and Users can't be assigned, and it's not included in the subscription count
Delete Site
Deleting a site will remove it permanently, you'll no longer have access to the records and it can't be recovered
Areas
A way to group together various sites so that they’re all in 1 place under an area name
Ideal for individuals in charge of multiple sites, where the area is named after the Area Manager
Ideal for grouping together sites in a similar geographical area, where the area is named after the region
Users
Active User
This individual has accepted their invite and has an active account to complete actions on Trail with
Trail Champion
Identify an internal Trail champion who will fly the flag for Trail within your organisation - they'll be the main point of contact for the Trail team moving forwards
They...
Train the teams who'll be using Trail
Manage task content & schedules
Set up business hours & time slots
Create sites & set Live dates
Invite managers & teams
Respond to site requests
Admins - The people who configure how Trail works, similar to Admins
Managers - The people who run and monitor Sites
Team Users - The people who complete tasks at Sites
Tasks
Manage Tasks
Where you’ll find and manage all your Company’s tasks, including ad hoc tasks
Head here to ‘create a new task’ or edit existing ones
Head here to assign/unassign certain task(s) to certain site(s)
Task Editor
Your 1 stop shop for what, when, where and who your Tasks relate to
You can play around with your:
Content - where you'll configure what you want your teams to see, including; title, description, checklists and record logs to enter data.
Schedule - this is where you decide when you want your task to be completed, eg daily/ad hoc
Assign - to specify where you want your task to be seen
Report - to determine who needs to know when the task has been done
Record Log
A Record Log is attached to a task
When you create a new task, there is a drop down list of available Record Logs which will be in a ‘form’ like format and is what captures your data on site, eg. Temperature Checks
Completing tasks - How do I complete Record Logs?
Creating tasks - Creating my own Record Log
Complete Tasks
Where you’ll select your Site name and see all your tasks that need completing for the day, aka, your site’s trail
Ad Hoc Tasks
Sometimes you'll need to create a task that’s completed on an ad-hoc basis, rather than on planned intervals, e.g Food Poisoning Reports
These won't be on your daily view of Trail but can be added by staff as required when in ‘Complete Tasks’
Read about the ‘task editor’ above to learn how to make an ad hoc task
Task Library vs My Tasks
The Task Library is a collection of common tasks we've built to help you set up
You can adapt existing checks, or copy them as they are, and assign to your sites to complete
My Tasks is your own personal library where you'll find all the tasks that you've created or adapted from Trail templates
Business Hours
Time Slots
A set time period you can customise in your Site settings, eg:
Open - 6:00 - 7:00
Morning - 7:00 - 12:00
Lunch - 12:00 - 13:00
If you have different opening hours across days or sites, time slots make scheduling tasks so that they appear at the right time, much easier
You can also close a time slot completely via your site business hour settings by clicking the adjacent check box - no tasks will appear in this period
Closed Days
For one off occurrences eg. if you’re closed for refurbishment/Christmas Eve, head to your Site settings calendar view and set a day as ‘closed’
For more regular occurrences, e.g closed every Monday, head to your business hours rather than the calendar view, to select ‘closed all day’
No tasks will appear on this days, so no scoring either
Reporting (Standard Plan only)
Daily Digest
The daily digest arrives each morning showing how your team has performed the previous day, with scores for each site
Teams see just one site, Managers can see multiple and Admins will see all sites
Scores
Site scores give a numerical value to a site's performance to allow for benchmarking
10 points for completed on time, 5 for late and 0 points for incomplete
The totals are then split over the number of tasks to produce a final average out of 10