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After receiving and fixing your location plaques in your buildings, you need to go to the “Set Up” tab on the main menu and use the “New” button in each case to add the data into each of the following categories:
There are four types of users on the system. They are:
Administration – Controls access and set up of Touchdown
Site Manager – Management Surveyor or similar
Site Representative – Building Manager or Caretaker
End Users – People actually using the building
2. Site Categories
Set up site categories first. For example if you have a portfolio of buildings you may have them categorised by geographic location, type or responsible site manager.
Now add each site individually. You should have a list of plaque numbers which relate to each building which you can now add to the record for each site.
You can also decide if the site should be labelled a “priority” site. In this way you can search and report on service delivery just for your priority site(s).
4. Services and Service Providers
Services is a generalised term for all building equipment and soft services. The application contains 32 standard “services” ranging from lifts to pest control and from laundry to IT. If you can’t find one that suits just email us with your needs.
When you select the service type, the service providers already on the Touchdown application will appear in the box below. If you can’t find the one you want just contact your service provider and ask them to register through this website so they can be added to the listing of available Service Providers. Now you can apply this service to all or just some of your sites.
5. Location Types
Imagine you have to tell somebody where there has been a spillage or there is a lighting problem or heating issue. To do this you need to define all the location types you have in each of your buildings and then add the actual locations. For example if you have meeting rooms in your building add this location type and then proceed to add all relevant location types for each site.
Now, for example, you have added meeting rooms to the relevant building you now need to add each meeting room and give it a name or location reference.
This will take a little time but it really pays off if you have large multi-floor buildings when otherwise time will be lost making enquiries as to where the problem is.
7. Equipment Types
Just like location types this section of the application allows you to add the equipment types that are located at each site. These are normally identifiable equipment e.g. lifts, escalators, façade access equipment etc that can be given known labels like lift A, Escalator “Up” G to 1 etc. This ensures problems reported about particular pieces of equipment are clear avoiding any confusion.
Now, in a similar way to locations, you provide the identification for each piece of equipment including if it is “critical”, its reference number or designation, serial number, name and location in the building.
9. Risk Assessments and Asbestos Certificates
Now go to the “Documents” tab on the main menu. All services and equipment, and sometimes even the sites themselves, should have risk assessments for the type of work or service being carried out. Asbestos certificates should also be uploaded for each individual site. Select the appropriate document type from the drop down. All documents must be added in pdf format. Documents can easily be added to all or just specific sites as appropriate from the sites tree. Remember they will be presented to service providers on their smartphone when they log into the site so always try to ensure that they are as precise and concise as they can be for the site, equipment or service concerned in order that they are meaningful to the tasks and sites concerned.
10. Planned Maintenance Schedules
Finally go to the “Planned Maintenance” tab on the main menu. In order to monitor planned visits by service providers these must be set up on the application. From the “Planned Maintenance” tab on the main menu select “Schedules”, from here use the”new” button to create a new schedule. Simply follow down the list
indicating the latest start and finish dates and times for the first visit. The frequency of the visit can be in hours days, weeks or months and, if required, a task list can be added to the visit.
On the subscription management page, you can change the status of your subscription. These are the following actions that can be performed on the subscription:
- To change the number of sites (buildings) you subscribe for, click Switch.
- To temporarily pause a subscription, click Suspend.
- To resume a suspended subscription, click Reactivate.
- To permanently stop a subscription, click Cancel.
Switching is either increasing or decreasing the number of buildings in your portfolio. The change will be effective immediately. Your subscription amount will be recalculated, and your next renewal will be charged at the new price.
What happens when a subscription is suspended?
When a customer suspends a subscription, all payments will stop for the period the subscription is suspended.
When a subscription is reactivated, the payment schedule will continue as it did before the subscription was suspended. The payment schedule is not changed based on the amount of time the subscription has been suspended.
You can suspend and reactivate at any time you wish.
Cancelling a subscription
You can cancel your subscription at any time. You will be able to continue using the system until the end of your current payment period. After that, the subscription will not be renewed. We do not charge any cancellation fees.
After a subscription has been cancelled or expired, you can create a new subscription which extends the old subscription’s terms using the Resubscribe button on My Account page.
Resubscribing to a subscription that ended will create a new subscription for the same service you operated with us previously.
You only pay for your monthly subscription, which depends on the number of sites or buildings in your portfolio. We do not charge any switching, suspension or cancellation fees.
If you have not found the answer to your question, please contact us.