Administrator setup – your first week

A phase-by-phase checklist to take a new hospital or diagnostic centre from empty to running audits, alerts and reports.

Administrator

You're the company's first Administrator. The platform owner has created your company and sent you your login. Your company already has ready-made checklists installed for its type (hospital or diagnostic centre). Everything else is up to you. Work through the phases below in order. Each one takes between 10 minutes and an hour.

Tip: Every screen mentioned here is under More → Manage unless stated otherwise.

Phase 1 – Company settings

Open More → Settings (the page is titled Organization settings).

1. Branding & reports
   • Check the Organization name.
   • Pick a Brand colour. It's used on the header, buttons and PDF reports.
   • Upload a Logo (PNG/JPG, max 2 MB).
   • Fill in Report footer (appears on PDF reports), for example your NABH or NABL certificate number and address.
2. Maintenance costs & approvals
   • Labor rate (per hour) is used to price technician time on work orders.
   • Require approval at cost ≥ sends a completed work order to Approvals when parts plus labour reach this amount. Leave it blank for never.
   • Tick Always require approval for critical work orders if every critical repair must be signed off.
3. Email reports
   • Send: Off, Daily at 7:00 (yesterday) or Weekly on Monday at 7:00 (last 7 days).
   • Recipients (comma-separated emails), for example the quality manager and medical director.
4. Tap Save settings, then tap Email the report now to check that it arrives.

Details: Company settings, Notifications and reports.

Phase 2 – Campus and locations

Locations are where checklists happen (wards, ICU, OT, lab sections, X-ray room). They appear on assignments, reports and QR codes.

1. Open Campus & Locations.
2. Open Add campus, enter a Name (for example "Main Block") and an optional address, then tap Add campus.
3. Open Add location, choose the campus, enter a Location name (for example "Ward 3A", "ICU", "Collection Room") and an optional Code, then tap Add location. Repeat for each area.

See Campus and locations.

Phase 3 – Employees and roles

1. Open Employees and tap + Add employee.
2. Fill in Full name, Email (login) and the Role. Optionally add a password, Designation, Department, Campus / site, Reports to and Teams.
3. Tap Save employee and share the one-time login details.

Start with your leadership roles (quality manager, nursing superintendent, lab manager), then department staff. The full rules (which roles appear, seat limits, deactivating) are in Staff and roles.

Note: You can't create another Administrator yourself. Ask the platform owner.

Phase 4 – Teams

Teams let you assign a checklist to a whole group at once, and they feed My Team Dashboard.

1. Open Teams, type a New team name (for example "Nursing – Ward 3A") and tap Create.
2. On the team card, choose a person and tap Add. Repeat for each member.

Phase 5 – Review the installed checklists

1. Open Checklists. You'll see the installed templates, each marked Published or Draft, with its category, question count and assignment count.
2. Open Template library to see the packs. Your own company type's packs are tagged Your industry. Tap Add to install single checklists from another pack, or Add all n checklists.
3. Open the checklists you'll use first and adjust them to your SOPs in the builder: questions, scoring and pass mark, Require manager approval of completed inspections, Layout when filling in and Attestation statement.
4. Untick Published on anything you don't want staff to see yet, and delete checklists you'll never use.

See Checklists and schedules.

Phase 6 – Assign recurring audits

1. Go to Tasks and tap + Assign.
2. Choose the checklist and an optional Location, then pick people under Who (or Or a whole team).
3. Set the first Due date and time and choose Repeat: Never, Daily, Weekly or Monthly.
4. Tap Assign & notify.

Good first assignments: Hand Hygiene Audit (weekly per ward), the NABH or NABL department audits (monthly to each department in-charge), daily lab QC and analyzer start-up (daily to the technician).

Patient care-plan checklists aren't assigned here. Nurses and doctors start them from the patient page. See Patient stay.

Phase 7 – Print QR codes

1. Open QR codes.
2. Tap Print and stick the codes where the work happens:
   • A checklist code (for example by a crash cart) starts that checklist.
   • A location code (for example on the ICU door) lets staff choose which checklist to run there.

Staff scan the codes with the Scan tab or any phone camera, and must be signed in. See QR codes.

Phase 8 – Equipment and maintenance

You can do this yourself or hand it to your Biomedical engineer or Lab manager (both can manage equipment).

1. More → Equipment → + Add: enter Name, Category, Location, Serial number and Tag (blank = auto), then Save.
2. On the Equipment screen, tap Print QR labels and stick each label on its device.
3. More → Maintenance schedules: choose the equipment, enter the Task, choose Time-based (with a frequency, First due and Lead days) or Meter-based, set the priority and assignee, then tap Add schedule. Due schedules become work orders automatically (checked hourly).
4. More → Consumables & spares: add each part you stock with its SKU, Unit cost, In stock and Reorder at quantity, so low stock is flagged.

See Equipment, Preventive maintenance and Biomedical engineer.

Phase 9 – Automation rules

Rules run every time an inspection is submitted.

1. Open Automation.
2. Example: Rule name "Failed audit item → action". For When…, choose A Pass/Fail question is answered "Fail". Set Checklist to Any checklist and tick Create corrective action with priority High, due in 3 days, assigned to whoever assigned the task.
3. Tap Add rule. Use Pause / Resume to switch a rule off and on.

See Notifications and reports and Automation rules.

Phase 10 – Test with a demo run

Before go-live, walk one checklist through end to end:

1. Assign a short checklist (for example Hand Hygiene Audit) to yourself, due in an hour.
2. Open Tasks → Start. Answer one item Fail, add the description and photo, sign, and tap Submit inspection.
3. Check that the report opens and that Download PDF shows your logo and footer.
4. Open Deviations: the failed item is listed. If you set up the rule in Phase 9, a corrective action is waiting in Corrective Actions.
5. If the checklist requires approval, open Approvals and Approve it.
6. Check Home, Analytics and Audit log to see the activity.

When this works, tell your staff to sign in (send them Your first sign-in) and point them at their role guide.