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
- How does the free trial work?
- Sign up to the free trial here
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
- Plans and Features
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
- PLAN - tasks are managed & assigned to sites by Admins
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
- Creating and managing sites
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’
- Creating and managing sites
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
- How do I manage my sites and billing during Covid 19?
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
- Managing Sites
Users
Active User
- This individual has accepted their invite and has an active account to complete actions on Trail with
- Managing users
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
- User roles & permissions
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)
- Overview of the task manager
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
- How do I change lists in a Record Log?
- Recording data with 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
- More about completing tasks
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
- More on Ad Hoc Tasks
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
- Copying tasks from a library
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
- Scheduling tasks
- Business hours, time slots & closed dates
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
- Business hours, time slots & closed dates
Reporting
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
- Get reports delivered to your inbox
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
- How are site scores calculated?