Step 1

Navigate to the company home by clicking your company name in the bottom left of any screen on Hopsy. - You must be a company user with admin permissions to do this.

Step 2

Under the 'Compliance' tab, select 'Managed Compliance Checklists'

Step 3

Here you can:

To add a new checklist - Push the '+ Add Compliance Checklist'

If you have kitchen functionality at your company you are able to add specific kitchen checklists.

Step 4 - Name and description

Give your checklist a name and an optional description.

Top Tips:

Make the name descriptive, but not too long - It's how your teams will recognise the checklist in their tasks list for the day.
If the task if for management only, it's a good idea to include this in the name. For example: 'MGMT Fire Safety AM Checks'

Step 5 - Frequency & Destination

When and where will your checklist will be tasked:

Frequency:

Choose from:

Daily
Weekly
Monthly
Unscheduled - (Unscheduled checks are not tasked, but can be completed whenever the venue wish)

Daily Checks

Start Time: For daily checks, you can choose an optional start time. If you select a time here, this determines the time that the task is generated into the venue task list.

Time Due: Daily checks can also require a due time. This is communicated as a deadline in in the venue task list. For checks that should last all day, leave this option blank.

Missed vs Late: For checklists that have a due time, you can select what happens after the time due elapses:

Missed - Once the due time is elapsed, the check is marked as missed and cannot be completed.
Late - The check can be completed after the chosen due time until the end of the day, but the venue score is hindered if completion takes place after the due time.

Weekly Checks

Weekly checks generate on a Monday morning and live in the 'Upcoming Tasks' section until the last day of the week. They can be completed on any day during the week.

Destination:

By default, your checklist will be tasked at all your venues. However, you can choose to publish at selected venues in your estate. Choose the 'selected venues' option and add the venues that you require to complete this checklist.

Step 6 - Build Your Checklist:

Enter your question text:

You can use the buttons below to add as many questions and sections as you wish.

If adding sections, you can name each section and add questions to sections by expanding the sections accordingly:

Question Types:

There are different types of questions available. Choose the question type most appropriate to what you are asking. Most questions suit simple 'yes and no' answers, however, the 'Notes' type can be used if you wish for your employees to capture more importation.

Tip: Try the 'Dropdown' type for multiple choice answers. You can tell the system which of these answers you deem to be 'correct'.

Question Descriptions:

The 'Question Description' section can be used to provide additional information to accompany the question. Any images added here are shown directly under the question when completing the checklist. This could be useful for adding guidance photographs of 'what good looks like' for example.

Incorrect Answers:

For some question types, the configuration asks you to tell Hopsy what the 'correct' answer to the question is. This is so that in the event of an 'incorrect' answer, Hopsy can ensure additional things can take place, such as a photograph is uploaded, or additional details are captured. See below for more information on this.

Top Tip: Make sure that you have filled in the 'correct answer' correctly for all your questions before publishing your checklist.

Forcing Actions / Forcing Additional Details / Forcing Photos

For questions where you have told Hopsy the 'correct' answer, you will find some configurable settings under each question:

Details Required - Switching this this on will produce a text box under any question answered incorrectly. This field requires text to be input before a venue can submit the checklist. This forces more information to be captured on the checklist record at sites that have answered this checklist question 'incorrectly.

Action required - Switch this on to enforce the creation of an 'Action' to follow / track the issue found through to resolution. 'Actions' are a great way for venues to log or escalate problems found for later resolution. You can read more about actions here.

Photo Required - The following settings allow you to configure your checklist exactly in line with what you need:

Photo always required when completing the question
Photo only required on an incorrect answer
Photo not required

Using 'Pre-Determined' Actions

Within the question settings, expand the 'Action Details' box. This allows, ahead of time, the content of actions generated to be 'pre-determined' with a title, description, and priority/due date info.

What is the benefit of this?

Adding this information during checklist configuration helps with:

Speeding up checklist completion for your venues
Helps to capture more accurate information with correct priorities / succinct titles added in advance

Did you know: Venues can still change or add to this this pre-determined information when completing the checklist.

Step 7 - Publish

When you are happy, hit the publish button at the bottom of the page.

Your checklist will be live across all your selected sites immediately.