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Using 'Actions' as a Venue Manager

Using Hopsy 'Actions' in your business to improve your process and follow issues through to closure.

Matt V avatar
Written by Matt V
Updated over a week ago

'Actions' in Hopsy are a great way to manage issues in your business through to resolution!!


How do I create an action?

You can create an action at any time to log an issue that you wish to manage by heading to your actions dashboard.

Just log into Hopsy and push the action count at the top right of every screen:

Once inside, hit the 'New Action' button and capture some information about the issue you wish to manage.

Actions can be assigned to any staff member on Hopsy. Hopsy will automatically notify the appropriate staff member with an in-app notification, and an email.

Why not also add the following to help you manage the issue:

  • Due Date

  • Priority

  • Action Category


Forced Actions

As well as creating actions manually and at your discretion, dependant on your company's settings, sometimes actions must be generated when you have discovered problems when completing certain tasks.

Most notably, this will be during 'compliance check' completion.

When the system recognises you have answered an important issue 'incorrectly', you may be required to detail the issue as an action to ensure it is rectified at a later date:

When the compliance check is submitted, the action record is created and stored in the action section of Hopsy.

In this example, we have created an action for a loose carpet in a fire escape, discovered as part of the 'Start of day operations checks' at this venue.


Other Action Origins

Actions can also be created from other sources with the system:

  • Meetings

Area managers can create and share actions for completion as part of meeting notes. Click here to learn more about Hopsy meetings.

  • Audits

Internal and external auditors can create action plans when auditing venues. Any actions created will be shared into the main actions list and visible on the audit action plan. Learn more about audits.


Managing MY Actions

In addition to the venue action list covered above, every user inside Hopsy will have their own My Actions dashboard (pictured below). This allows each staff member to see clearly any actions that have been assigned to them:

Chris can view the action from here and add any further comments that he wishes to this work flow, such as maintenance call references or important communication.


Closing Actions

When complete, actions can be 'Closed' to signify the problem is no longer outstanding:


Action History & Due Diligence

If necessary, old actions can be searched through on the action index. This can provide good documentation for maintenance issues, and also provide great compliance due diligence.

To search through closed actions:

Step 1:

Head to your venue action index

Step 2:

Drop down the status filter and select 'closed' to show all closed actions at your venue.

Top Tips:

  • You can use the other filters to narrow your search.

  • You can click the headings in the table to sort the display order.


More Learning:

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