Safety Monthly September 2024 Webinar

Okay. We are kicking it off. Happy September y'all. I see we have some people joining, and Gaston is here and we'll just go ahead and start going. Next slide, Gaston. You got it. You know, and I realized for the last few webinars, we haven't introduced ourselves. For anyone who is new, like Donna, Andrew, I'm Gen Whatley. I'm the product manager for Safety, and Gaston is our illustrious technical product manager. Mhmm. He's been gonna be going over a few few technical ish things. I don't know if refresh is really extremely technical, but Gaston could speak to that a little bit more. There's just a bunch of different ways to do it. So There are. So we'll talk through the the different ways. And so if you're you're not really familiar with that, don't worry. And that is actually the first item on the what we'll cover, the new inspection auto refresh, and the different differentiating factor there is, it can refresh when the app is not open. So it's a new optional way, you can keep your data up to date for your field team. And then we'll talk about, you know, just some quality of life improvements related to meetings, related to equipment meter readings, related to just some PDF things. And then I'll talk about a change we're making on the equipment details page and its relationship to the maintenance request, which both lives in the app. There is a separate web application that we're making a little more accessible. So we'll be talking over all of those things. And just to make sure that y'all can hear us, could someone throw something in the chat, in the Q and A, just so we know, yes, you hear us, or a thumbs up, any of those things. Okay, I see thumbs up. So that does tell us perfect. So let's get started, Gaston. Oh, Gaston, you're suddenly mute. See? I'm illustrating the point of it's embarrassing whenever you're talking for sixty seconds and nobody can hear you. Very, very good illustration. Yep. It was totally on purpose too. Good cover. Okay. So we're going to talk about some background refresh things. Basically, with this one, we're trying to make it easier to make for you to have all of your inspection information whenever you need it. I know that can be a frustration. Sorry. Go ahead. Yeah. And actually, Gaster, just for anyone who's newer, what happens during a refresh? Why do you even want your app to refresh? Is that separate from downloading a new version? Okay. Yes. So refresh just means like when you refresh a browser and the information might change in your web browser for your Internet browser, we're just pulling down new information from the web onto your HCSS Field mobile device specifically, and this one specifically on iOS, so Apple devices only. Just making sure that you can get your I've actually got it here at the bottom of the slide get your setup templates. So say you have some new inspection templates or those have been updated, new versions, making sure to pull those down, making sure that inspections that have been sent on other devices, either by the same person or different people, can come down into that iPad, which is extremely important whenever you're looking at the equipment information and your time card and trying to figure out what inspections have been done on those. And then also any of the latest follow-up updates, comments, photos, whatever, we're making sure to pull all of that stuff down. So that for inspections, that's what gets refreshed. There are other refreshes. I'm going to mention a few of them here in a minute that are scattered all over the app for other types of information. But for this, the special thing about this refresh that we're adding in is it happens in the background even when you're not using the app. So and a matter of fact, it it works using some Apple technology to try and know when you're you normally use the app. So if you tend to use the app normally in the morning or evening or afternoon or whatever, if you're using that app, it tries to always make sure it performs a refresh that can complete before you use it. Now, if you're if you're not doing it at a set time or whatever, it's supposed to try and figure that out and try to make sure that you have your data at all times is the idea. So let us know how that goes as we're going through it. But I have a couple of other things that I'll mention here for how to make sure it's turned on. And also, I'm going to mention just a little bit about some of our other refreshes that we use. Yeah. And just because you mentioned follow ups, the reason why we're trying out this new way to refresh your data is because with our new work that allows people to be able to see all follow ups for the jobs that they have access to, people are going to be making changes on that over time. People are going to be making updates and not everyone is great about refreshing or being in a high signal environment. So we wanted to do this to make sure, your follow ups can be up to date and people are using them and looking at them without too much pain. So just a side note on why we wanted to make this update for you all. Yep. Yep. That is the idea. So basically, you can see here in the screenshot, there's a setting in your iOS settings. You just if you open your settings app and you either search in that top left bar or you can just scroll down and find the HCSS Field app, you'll see the screen that I have here. And it's just a toggle for background app refresh. Most likely, this is already on for any of your users. If you want to check it, you can go to that location and check it to make sure it's toggled on. And also, whenever a user first updates to two thousand and twenty four point one seven, so two thousand twenty four point one seven, we're actually going to ask because this is the version that it came out in, they just released. So the user will get prompted, whoever's using it, and say, hey, do you want to enable background refresh? Now if they hit no, it's going go toggle this thing off. And if that was a mistake, can go here into settings and you can switch it back. It's not gonna ask again once you've answered that question, yes or no, you wanna turn it on or off. I think that that covers So for anyone well, I I think it doesn't. Most people do have this background app refresh on already, because that's what enables the scheduled background refresh, which I think Gaston's about to talk about. But when people update to this version, really, they're just getting another chance to opt in. So maybe remind people or encourage them to go ahead and say yes, it's just going to make their life and your life a lot easier. And for those of you who use MDMs to manage, you know, a whole lot of mobile devices, this may be something that you could control with that. I'm actually not sure, but I'm going to mention it just in case. And as far as the refreshes go in general, we have a few different refreshes for the app. The first one, for some reason my slides are not advancing. I noticed that too. Only now? Yes. I don't know what's happening. It was just not responding. Gotta love computers. So, yes. So, dashboard refresh. That's the first one that I'll mention. You'll notice there's a refresh button at the top right of your dashboard and it just pulls down just a lot of information across all of the modules in the app, HeavyJob, Safety, Forms, Skills, all of that. It just pulls it all down. We also have a scheduled refresh, which would be if you were to tap unless here, I'll go back. You'll notice that just to the right of that refresh button, there's a little gear cog icon. That's for settings. If you were to open that up, you would see this screen and if you tapped there on the automatic updates, that's is set by default to every four hours. And you can can set it to those other hour increments as well. That one only goes off while the app is open, though. The scheduled one works while the app is open. And this one's been in there for a long time. So our background refresh, again, the big difference will be even when your app is not open, it will come pull the data from your inspections. Yeah. And that will be very similar. Yeah. Sorry. Go ahead. Oh, I was just gonna make it really quick because I know when we first explored this, it was it was a little confusing. And someone says that they can't hear anything. Y'all not hear us? Someone let us know if you can hear us or if this is affecting everybody. Because if not, boy, we got to start all the way over. Okay. So some of us can hear. Okay. It sounds like we can hear. Thank you, Zach. Thank you, Heather. Thank you, Sid. Missoula, I'm not sure what's happening. I think that you might have to play around with your settings. So thank you, Renee. Thank you, guys. So just one thing I wanted to clear clarify. On that scheduled refresh, it sounds a little confusing. Like, I scheduled this refresh to happen. Why is it happening when the app is open? And those are really Apple iOS ecosystem. They have controls upon apps, and so we can't actually go outside of this. But what they've done is they've given us this new avenue to be able to do background refreshes when the app is closed. So that's what we've done for inspections. We're hopeful it'll help some of y'all and we'll roll out for other modules as well. And this automatic update, if you say, I'm going to change to update every two hours, it starts a timer, and the next time you open the app, it's gonna do that refresh. Because it can't do the refresh unless the app is focused. So hopefully, makes it a little clear. I know keeping your field team in sync, keeping their data up to date is sometimes a little confusing. So just just to clarify, set your automatic updates, and then go into settings in that background refresh. Make sure it is toggled on. And and to further clarify, this setting here for the scheduled one is not connected to the background refresh. Matter of fact, Apple doesn't let us schedule the background refresh. They want to try to do that based on your app usage. So like Gen said, Apple has a lot of controls of what we're allowed to do. It was It was up to us. We just feel like, you know what? We're just going to refresh every hour and just let it happen. Right? Yeah. Can't do that. And probably for good reason because they don't want to bog down your device with constantly sending data all the time or pulling data down, because your device probably has other apps on there too and they're all kind of fighting for the same bandwidth to get all of their data up to date. Yeah. So this automatic refresh that's been there a while, just pointing out where that is just as a refresher. And then you'll notice scattered in basically every module, maybe even in every module, you'll find various refresh buttons. They're often at the top right or sometimes when you have a little pop out with say a list of employees or things like that, there might be a little circle, you know, circle arrow for refresh there as well and you can do that. Those are the main refreshes. Anything else that I'm missing, Gen, that we should mention? No, no. Hopefully, you've been really clear on this. I know there's been a lot of confusion, so if you have any other questions, do ask us live or send us an email. But hopefully, this makes a difference. And then we can look at adding in this background refresh in the other modules so you're never getting that that big refresh that can take a while. Okay. So a couple of other minor things that I'll mention, coming soon. Well, earlier this year, we started some of our modules where you would click certain things and it would open in a new tab to try and avoid interrupting your workflow, making you use your place. You know, earlier this year, I think we did it for I think it was meeting PDFs. We made those start opening new tabs. And now we're just going back and we're finding every single place where we think it might make sense for you to open something in a new tab, whether it be a PDF or a setup screen or whatever. And we're just going to start hitting those one at a time over the next few months or so. The next one up that should be probably really soon, maybe within the next couple of weeks or so, is this edit here for meeting topics. We'll pop that open in a new tab, and that'll help make sure you don't lose your place where you were in meetings and have to go back and research and find whatever type and topic you were working on. Yeah. And this is just a small quality of life update that really we we get from y'all because when we use the software, we we use it and we see certain things, but we don't want to make changes and spend the time on that unless we hear it from y'all. Because there's much bigger things, new features we can be building. So if there's things in your workflow that you say, this is just so annoying, or I just wish it did this slightly different, do let us know because we are knocking those things out. Yep. Yep. Yep. So, yeah, expect some of these different edit windows. You'll start seeing that in JHA popping up here soon. There are a couple of places or maybe three places where when you generate a PDF, it's still just downloading the PDF automatically. We're going to make that start opening in a new tab as well. I think we have maybe three of those left. So right and then I have one last very, very tiny, very, very minor update, but I'm just going to mention it because a couple of people asked for it because it was really annoying you and we want to say, hey, look, we did it. So, we recently added our odometer meter readings depending on what your equipment uses. It will use the correct one to our inspections and a couple of people pointed out, hey, did you know that you're not putting commas in there and that's kind of annoying. So, we're just going start putting commas in the numbers. You'll notice in this screenshot, this is what it currently looks like. Here very, very soon, it's almost done. The comma will start showing in there where it's supposed to in the hour meter number. Yeah. Really small minor update. But, again, we heard this from y'all, anytime y'all see stuff like you just wanna shoot off a little email, post it in ideas, we do go through there and, collect a list and try and knock those out, as we go along. Yep. Alright. Gen, you wanna take over the slides or you want me to advance them for you? You know what? I will go ahead and take over. So excuse us as we we change. This is when we need, like, a not pardon our dust. That that probably is not good. Not the right one. But we need, a transitory slide, something It's similar. Alright. Can you see my screen? I can. Yes. Perfect. So this is another quality of life update. I think we've heard this from Julia, and it is related to incident PDF. So within an incident, and just to clarify, an incident is made up of a case, and then underneath that you have forms that are attached to it. So at the case level, you have something called estimated and actual cost. And it looks like something like this, it's in the other useful information section. And people keep it updated with, hey, we think it's gonna cost this. And then when they finally get the final tally, it shows up as actual cost. But even if you don't put anything there, right now in the PDF, it still will show that zero. And it will show if you have an actual number there. And that can be a little frustrating if you are sending something, PDF wise to an owner, to someone else, and you say, I just, I don't really wanna show this. And if it's zeros, it might even bring up a question for someone. They might say, this is zero. Do you know what the estimated cost is? Do you know the actual? And it could just start conversations that you maybe don't wanna have to go into. So looking at this, we said, all right, we wanna make a little change, a little quality of life update here. And I'm actually gonna just go over to incidents. Can you see the screen? Yep. See incidents? Perfect. Yep, seeing incidents. So, to make clear, there's two different ways you can export your data from incidents. So, within export, we'll hit case summaries. You can go in and you can always say, I want to only show this, and get that into CSV, or select all and exclude it. So that exists in Excel. But right now in PDF, if this lets me select, it shows this within here, just so you can get the context of where that lives. And so right now, you have to select PDFs in order to hit this. You have this little bar off to the side. It's a gear icon, and you have a few different options. What we're working on right now is adding in a new one, and it's literally just, you know, display, don't display the costs section. So while this is out, it will just exclude that and you no longer have to worry about that. But I do wanna let everyone know, because I've been on multiple calls with you all sometimes just talking over things, and people don't always notice this gear. So you've just got a few extra options with your PDF exports there. So just want to call that out. And then And I believe that gear also appears on the incident case itself with just the same kind of button. So whether you're doing multiple incidents or you're doing it from this list screen or you open the case, you'll have the same options there. That is completely true. You've got this also within here. And even if you go into, I believe, a form, you also get those other options. So that exists pretty much anywhere you want. So we'll be adding it there to give you a lot of flexibility. So jumping over to talking about equipment, equipment details, maintenance requests. So if you remember earlier, we were talking about follow ups. So follow ups are derivative of inspection form. And when you have those follow ups, you can then see them on outstanding issues on the equipment details page. And just to make sure everyone knows, if you need to get access to see what that page looks like, if you go to set up equipment and then view link, this is how you're able to get there. And so this is useful, but what happens if you see an issue, you see something that needs some maintenance that you need to let the shop know, but you're not actually doing an inspection right now, and you don't want to have to do an inspection just to be able to communicate that. Like, that makes no sense and would be very frustrating. So we have other avenues for that. Within equipment details, there is the request maintenance button, but if you click it and you're not on a mobile device, which has the HCSS Field app that takes you to the request maintenance module, which I'll show you a screenshot of it in a second, then it just doesn't do anything. It doesn't take you anywhere. It's just kind of a dummy button. So the change we're making is changing us. It will no longer link to the request maintenance module, which exists on tablet and phone, within HCSS Field. Instead, what it'll do is you know, I hate to say that Zoom is not letting me click things. No? Okay. Well, I will just navigate there, mr.hcssapps.com, which is the direct link if you ever need it. It's just mr, maintenancerequest.hcssapps.com So we've got some dummy data within here. And just to quickly walk you through it, you'll have your job filter. We only have one on this one. You'll be able to actually filter to see your open requests where you can actually see the status. You can see updates, you can click in. All that's happened is I have actually submitted some data on that. And if people were making updates, you would see more here. And so it's just an easy way to see all equipment. You're able to actually edit and add equipment meter readings here without having to do an inspection or go into E360. And so it's another avenue. And so there's just a lot of advantages to this compared to the maintenance request app on the tablet. So hopefully this is going to give you all just a little bit more flexibility. We know that when there is friction, when it is difficult to do things, things just don't get recorded. So, we want to make that easy for you all. I'll hop over to the slideshow. The new page will still work on mobile, just to be clear there, right? Yes. I think you do have to be logged in to get to that page. You have to have access to maintenance requests, is the same as it was before. Yeah, no, and that's exactly what I think I have a slide on that even, but before we go into that, just letting you all know maintenance request looks like that's easy to find on your phone, your tablet. And within that, so it's a little bit more restrictive. You can only add a request, you can only submit a request. You can't actually see what things are open, what's the status on it. And so really just a good submission mechanism. And then just like earlier I was saying, it's the mr.hcssapps.com. And we all know what it looks like within here. I think I've covered all of this. You could see current requests, you could see detailed statuses, you could filter and update meter readings. So it's pretty straightforward. And just like Gaston was saying, the company does need to own Equipment360 in order for this to work. And if you own it, you can actually control who has access to that. You might say, I really just want superintendents to be able to have access to that, because you could see open requests, and that might be a concern for certain people. And so what you do is you go into HCSS Credentials or ask your credentials admin to go within here and HCSS Labs is where you can control it. And there's a very specific maintenance request subscription that can be turned on for the user. So you get to talk with your team and decide, do you get it just to supers? Do you get it to Foreman? Do you give it to everybody? And if you give it to everybody, then it's just you get it off of the equipment details page, which if you use the equipment QR codes, how to get that is you just take your phone or tablet, and in the camera app, you just scan, and that'll take you to the equipment details page. The scan to inspect inspection feature, you get to that by scanning from within the app, or going to the equipment details page and hitting add inspection. Lot of different ways that might be a little, topsy-turvy because there's a lot of things, a lot of ways to get there. And just to finalize this, to view it, they have to be logged in, which Gaston mentioned, and have the maintenance request subscription. Any questions? I flew through a lot there. I'm going to say, do users have to have an HCSS subscription to fill out an inspection when using the QR code? So in order to fill out an inspection using the QR code, whether you're using the QR code or just holding an inspection regardless, you do have to have an HCSS subscription, but they don't actually need a SafetyPro subscription. I'm not sure, Scott, if you're familiar with MyField. MyField is a app, I think it's five dollars a month, and it allows people to do inspections, submit their hours, look at their skills, do, do potentially a few other things. I I know I'm forgetting something there, but they do need that in order to authenticate them. So hopefully that that is clear. Renee asks, are the DBIRs initiated in E360 or Safety? I'm not sure what you mean by initiated, but I have seen a mix of people doing different things with DVIRs. I know some people will go ahead and will do inspection form DVIR, drivers DVIR that they're using ScanTranspect to share it with people. I know some people use, we have a different system called e logs, and you could do your driver logs there, you can do extra signatures there. So I'm not sure what you mean by initiated, but hopefully, I answered a question in that fall part. Gustin, is there anything major I'm missing? No. I don't think so. It looks like I answered Renee's question. It looks like we don't have any others that I see. Oh, there's one more that just came in. It's about Forms, not Safety. But I can answer it. So, Andrew, you asked if there's an ETA on radio buttons, checkboxes and revisions for hybrid forms. Radio buttons unfortunately got delayed by something outside our control, but that has now been resolved. It was a bug in a system that we use. So that one actually recently got back underway and we expect that one within the next couple three months, roughly. And checkboxes and revisions though, those are a little less certain on timeline, so I don't want to say anything. Yeah. But there's still things that we're looking at. Yeah. And, just to give a little more color to that, Andrew, just like earlier when we were talking about, Apple iOS gives certain controls on us, our PDF generation, our, our middleware, our systems we use, so we're just not making absolutely everything from scratch. Sometimes they have issues and challenges and stuff that we need them to resolve, or we have to build a big workaround that'll be resolved in a few months. So sometimes we do get delayed by third parties, which I know everyone in this call knows about working with partners and just having to work through that relationship. So we are one minute till, and I think we have answered every question. So thank you all for joining. Thank you for the questions. And do send us anything that, hey, we struggle with this quality of life update. We need help in this area because we are listening, we are reading, and trying to make sure that we're helping just raise the industry to help keep people safe. So thanks for joining and have a great September. Everybody have a great week. Alright. Thanks, y'all.