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Optimize your processes (Part 1)

Learn how to perfect your SafetyCulture implementation and improve your team's efficiency using key features of the platform.

How can I make my processes more efficient?

At this point, you’ve successfully set up your SafetyCulture organization and rolled it out to your pilot users. You have also gathered your team's feedback and finalized how you want the experience to look. Now is the perfect time to start thinking about closing the improvement loop.

Imagine your users conducting inspections in SafetyCulture and identifying several non-compliance areas. Similarly, imagine users reporting something wrong in the middle of their shift, and as an administrator, you would want to announce the issue to your area managers so these are acted upon.

In such cases, consider using the following features to complement your processes so you can focus on other goals you have set for your business.

1. Actions

Use this feature to instantly address issues your users found while conducting inspections or create standalone actions anytime. You can also create recurring actions if you have scheduled workflows like maintenance tasks.

2. Issues

Use this feature to empower your users to report observations, incidents, or hazards as soon as they occur.

3. Heads Up

Use this feature to send messages to your team through SafetyCulture. With Heads Up, you can now broadcast messages, discuss announcements as a group, conduct inspectionscreate actions, and report issues all from one place.

4. Assets

Use this feature to perform scheduled inspections and create actions around your assets. Through integrations, you can also connect SafetyCulture with your existing asset management system to create a centralized repository for your asset information.

5. Sensors

Use this feature to receive alerts when your assets go out of critical range and record business-critical data automatically. We support a variety of sensors, and if you already have some on hand, you can still set them up in SafetyCulture.

Sensors page in SafetyCulture.

6. Training

If you have not converted any materials into training content, it's time to enhance your team's training experience with interactive courses and lessons.

This article sums up the basics of Actions, Issues, Heads Up, Assets, Sensors, and Training. You can check out more in-depth content in the following Help Center sections:

1. Actions

What are actions?

The Actions feature allows you to identify, track, and complete tasks as a team. You can create actions to highlight a problem that needs fixing as you walk through an inspection or create standalone actions on the go without having to start an inspection. For routine tasks such as maintenance, you can also create recurring actions to ensure regular checks are never missed.

Moreover, you can change the layout view of your actions to manage and complete your tasks more effectively. Each action includes a built-in chat space to collaborate with team members and timestamps to stay updated on everyone's interactions.

If you have sensor monitoring set up, check out how to create actions from sensor alerts to keep track and resolve sensor-related problems.

Create an action in an inspection

  1. Log in to the web app.

  2. Start or edit an inspection.

  3. Click Create action (square) buttonCreate action below the question response. If there are actions created for the question in another inspection, the "Open actions" button will appear to view and link open actions.

  4. In the side panel, select the type from the dropdown on the upper-left corner and enter the action's title and description. You can also configure action fields such as site, label, asset, and more.

  5. Click Create on the lower-right corner of the page.

  6. If you want to add more information, you can click the action to provide details, comments, and media files in the side panel.

  1. Open the mobile app.

  2. Start or edit an inspection.

  3. Tap Add action iconAction below the question response. If there are actions created for the question in another inspection, the "Open actions" button will appear to view and link open actions.

  4. In the pop-up window, select the type on the upper-left corner and enter the action details. You must enter an action title at a minimum.

  5. Tap Create at the upper-right of your screen.

  6. If required, you can update the action further in Details or provide comments and media files in Activity.

Actions created from inspections are only visible to assignees and users with access to the relevant inspections. Any photos and notes added to the inspection question will also be included.

Create an action from an asset

  1. Log in to the web app.

  2. Select Assets cube iconAssets from the menu on the left-hand side.

  3. Click image on the asset's right-hand side and select Check (clear) iconCreate action. Create an action from an asset via the web app.

  4. In the side panel, select the type from the dropdown on the upper-left corner and enter the action's title and description. You can also configure action fields such as site, label, and more.

  5. Click Create on the lower-right corner of the page.

  1. Open the mobile app.

  2. Tap Assets gallery view iconMore at the lower-right corner of your screen.

  3. Select Assets cube iconAssets from the list of options.

  4. Tap the asset.

  5. Tap image at the lower-right of your screen and select Create action.

  6. Select the type on the upper-left corner and enter the action details. You must enter an action title at a minimum.

  7. Tap Create at the upper-right of your screen.

  8. If required, you can update the action further in Details or provide comments and media files in Activity.

Create an action in an inspection report

  1. Log in to the web app.

  2. Select Inspections from the left-hand side menu.

  3. Click Assets gallery view iconMore on the right-hand side of the inspection and select View report iconView report.

  4. In the report, click Add action iconAction on the question's lower-right.

  5. In the side panel, select the type from the dropdown on the upper-left corner and enter the action's title and description. You can also configure action fields such as site, label, asset, and more.

  6. Click Create on the lower-right corner of the page.

  7. If you want to add more information, you can click the action to provide details, comments, and media files in the side panel.

Create an action in an issue

  1. Log in to the web app.

  2. Select Issues iconIssues from the menu on the left-hand side.

  3. Report an issue or select an existing issue.

  4. Click Check (clear) iconCreate action at the bottom of your screen. In the side panel, select the relevant type and enter the action's title and description. You can also configure action fields such as site, label, and more. Create an action from an issue via the web app.

  5. Click Create. Actions created in an issue will be linked and visible at the lower-right of the page under "Linked actions".

  1. Open the mobile app.

  2. Tap Assets gallery view iconMore at the bottom of your screen and select Issues iconIssues.

  3. Report an issue or select an existing issue. You can also report an issue by scanning the issue QR code.

  4. Tap Plus iconCreate action at the bottom of your screen. In the pop-up window, select the type on the upper-left corner and enter the action details. You must enter an action title at a minimum. Create an action in an issue via the mobile app.

  5. Tap Create.

  6. Tap Add details to view created and linked actions in particular issues.

Create a standalone action

  1. Log in to the web app.

  2. Select Actions iconActions from the menu on the left-hand side.

  3. Click Plus iconCreate action on the upper-right of the action list.

  4. In the side panel, select the type from the dropdown on the upper-left corner and enter the action's title and description. You can also configure action fields such as a site, label, asset, recurrence, and more. Create a standalone action via the web app.

  5. Click Create on the lower-right corner of the page.

  6. In the Activity, you can provide details, comments, and media files for the action.

  7. Click Back iconBack on the upper-left corner of the page to return to the action list.

  1. Open the mobile app.

  2. Tap Actions iconActions at the bottom of your screen.

  3. Tap image at the lower-right corner of your screen.

  4. In the pop-up window, select the type on the upper-left corner and enter the action details. You must enter an action title at a minimum. You must enter an action title at a minimum. Create a standalone action via the mobile app.

  5. Tap Create at the upper-right of your screen.

  6. If required, you can update the action further in Details or provide comments and media files in Activity.

By default, standalone actions can be accessed by all users in your organization. You can configure access for standalone actions from the action settings page.

← Previous article: Trial with pilot users | Next article: Optimize your processes (Part 2)

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