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Tenera’s QR Code Assessment system

Setting Up QR Codes and Locations

Get started with our software by setting up your unassigned QR codes. Follow these steps to link QR codes to specific locations and streamline your operations.

Step-by-Step Setup

1. Scan a QR Code

Use your smartphone to take a photo of any unassigned qr code provided.

2. Login
Use the credentials from your welcome email to log in.

3. Configure the QR Code
Fill out the configuration form that appears after scanning.
Link to a Location:

  • Select a location from the list.

  • Or, create a new location by typing its name and clicking the creation button.

4. Submit
Click “Submit” to activate the QR code.

5. Finish Up
Close the form and either scan another QR code or proceed with your tasks.

NOTE: Label the QR code sticker with its location and keep it separate from unused codes to avoid confusion.

Placing QR Codes

Strategic placement of your QR codes is essential for efficient scanning and effective use.

Here’s how to do it:

For efficient scanning and effective use, follow these tips:

  • Visibility: Place QR codes where they are easily seen and accessible.

  • Height: Position them at a comfortable scanning height, typically between waist and eye level.

  • Lighting: Ensure good lighting to avoid shadows or glare that can interfere with scanning.

  • Surface: Attach QR codes to smooth, flat surfaces for better readability.

  • Protection: Use protective covers if placing QR codes outdoors to shield them from weather conditions.

Tip: Ensure the surface you will be adhering the QR code to is prepped and properly cleaned beforehand to ensure the sticker doesn’t fall off!

If You Need Additional Copies or Replacements:

Click "Create Assessment Codes": 

  • Navigate to your Tenera dashboard and select this option to generate new QR codes.

Print the QR Codes:

  • Use a high-quality printer to ensure the QR codes are clear and easily scannable.

Conducting Assessments

Performing assessments is a breeze with our user-friendly process. Here’s how to do it step-by-step:

1. Open Your Phone’s Camera:

  • Launch the camera app on your smartphone.

Point at the Location’s QR Code:

  • Aim your camera at the QR code at the designated location.

  • This will automatically open the assessment form linked to that property’s location.

Note: If this is your first time loading an assessment form, you will be asked to enter your name for record-keeping purposes.

2. Scan Your First QR Assessment Code:

  • After scanning a location’s QR code, you’ll be asked if there are issues at the location.

 

If Yes: Click “Yes” to open the assessment form.

  • Add details to help with future work at this location.

  • You can upload pictures or take photos with your phone to include in your assessment.

  • Once satisfied with your details, click “Submit” to send your assessment. Once this step is done, the form may be closed safely.

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If No: Click “No” to close the form and move on to the next location.

3.  Repeat as required:

  • Start the next assessment from Step 1.

Monitoring Progress

Keeping track of your assessment progress is straightforward through the dashboard.
Here’s what you can do:

  • View Completed Assessments: Check which assessments have been finished.

  • View Identified Problems: See reported issues for each location and track which ones are completed and which still need work.

  • Monitor Upcoming Schedules: View planned assessments for the future.

Navigating to Your Tenera Dashboard

1. Log In:

  • Start by logging into your Tenera account.

2. Access the Property:

  • Select the property you want to check.

3. Open the Property Dashboard:

  • This will open the Property Dashboard in a new tab.

View Completed Assessments:

1. Ensure You Are on the “Issues” Tab:

  1. Make sure you are on the “Issues” tab in your dashboard.

2. Select the Date:

  • Use the date dropdown menu to choose the appropriate calendar.

3. Find the Location:

  • Locate the assessment you want to check by finding the location and date.

  • If the assessment was completed successfully, you will see “inspection passed” with a checkmark.

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Pro Tip: Click on each successfully completed assessment to view more details about that location.

View Identified Problems:

1. Ensure You Are on the “Issues” Tab:

  • Make sure you are on the “Issues” tab in your dashboard.

2. Select the Date:

  • Use the date dropdown menu to choose the appropriate calendar.

3. Find the Location:

  • Locate the assessment you want to check by finding the location and date.

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View Issues:
4. Click on the date to see all issues at that location that still need work.

 

Pro Tip: From the location’s issue list, you can easily navigate to other locations at this property. You can also filter by various states and dates.

Monitor Upcoming Schedules:

1. Ensure you are on the “Issues” Tab.

  • Make sure you are on the “Issues” tab in your dashboard.

2. Select the Date:

  • Use the date dropdown menu to choose the appropriate calendar.

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Tip: You can edit and adjust schedules using the “Assign Schedules” button. This allows you to change the date range, frequency, or locations inspected.

Creating Assessment Schedules

Setting up your assessment schedules is essential for tracking your assessment routine and identifying any missed inspections. Follow these steps to ensure your schedules are properly configured:

Now that your QR codes are linked to locations, you can start scanning and submitting assessments. To enhance your process, consider creating a routine for your assessments.

 

Here’s how assessment schedules can help:

  • Maintain Consistent Inspection Intervals

  • Track Missed Assessments

  • Ensure Compliance with Safety Regulations

  • Manage Multiple Locations Efficiently

Why Use Assessment Schedules?

Assessment schedules are particularly useful when:

  • Regular Inspections: For critical equipment like elevators and fire extinguishers.

  • Consistent Routines: For cleaning or maintenance tasks.

  • Safety Checks: To document regular safety inspections.

  • Compliance: To meet specific inspection interval requirements.

Example Scenarios

Elevator Inspections: Schedule weekly checks to ensure safety and functionality.

Fire Extinguisher Checks: Monthly inspections to comply with safety regulations.

Cleaning Routines: 
Daily or weekly schedules to maintain cleanliness.

Safety Audits:
Regular intervals to document and ensure compliance.

1. Navigate to Your Tenera Dashboard

  • Start by logging into your Tenera account and accessing the property you are setting up QR codes for.

  • This will open up the Property Dashboard in a new tab

2. Assign a Schedule

  • Locate and click the “Assign Schedule” button at the top of the dashboard.

  • This will open the schedule configuration interface.

2a: If you are creating a new schedule:

Click “Create Schedule”:

  • Find the “Create Schedule” button at the top of the interface.

 

Step One:
Name Your Schedule:

  • Choose a name related to its frequency, e.g., “Weekly Checkup” for a weekly schedule.

Add a Description:

  • Include details like locations and assigned personnel.

Set a Start Date:

  • Choose when the schedule should begin.

Set the Frequency:

  • Select from the dropdown list (e.g., Weekly, Monthly).

  • For weekly schedules, specify the days.

  • For monthly schedules, set the frequency and the specific day.

Click “Next” to proceed.

 

Step Two:
Select Locations:

  • Choose the locations this schedule will apply to. You can select multiple or all locations.

  • Click “Submit” to finalize and activate the schedule.

2b. If you adding to an existing schedule:


Navigate to Your Property Dashboard:

  • Go to your Property Dashboard.

Click “Assign Schedules”:

  • Find and click the “Assign Schedules” button.

Edit the Schedule:

  • Click on the 3-dot menu next to the schedule you want to change.

  • Select “Edit” to modify any aspect of the schedule.

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Tip: From this 3-dot menu, you can also delete any schedule. Note that this action cannot be undone.

Tip: Periodically review your schedule settings to ensure they align with your operational needs. Adjust the frequency and locations as necessary to maintain an effective assessment routine.

How to get additional QR Codes

If you need additional QR codes for your assessments, please follow these steps. Tenera will assist in generating more codes and provide you with a digital link to access them.

Contact Tenera Directly:

  • Reach out to Tenera through our support channels via email, phone, or the contact form on our website.

Tenera Generates New QR Codes:

  • Once we receive your request, Tenera will generate the additional QR codes you need.

Receive a Digital Link:

  • We will send you a digital link to access and download the newly generated QR codes.

Set Up QR Codes Using the Link:

  • Follow the same setup process as outlined in Step 1 to configure the new QR codes.

 

Best Practice: Regularly check and update your QR codes to ensure they remain functional and accessible, maintaining the efficiency of your assessment system.

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