Glossary

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

• Overview of the Task Editor

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?