Finding your way around
The sidebar, the phone tabs, search, the Create buttons, switching venues and your account menu.
On a computer or tablet, HospoTek has a sidebar down the left and a bar along the top. On a phone, the sidebar moves behind a bar of tabs along the bottom. You only ever see the screens your role and your venue's modules give you.
The sidebar
The sidebar has three groups. A group with nothing in it for you doesn't show.
| Group | Row | Who sees it |
|---|---|---|
| Operations | Dashboard or My shift | Everyone. It's called Dashboard for managers and shift leads, and My shift for staff. |
| Activity | Managers and shift leads. See Activity. | |
| Chat | Everyone. The number beside it is how many conversations have something unread. | |
| Tasks | Managers and shift leads. This is where they find the venue's checklists too, so Tasks stays lit while they fill one in. | |
| Checklists | Staff. | |
| Functions | Everyone, when Functions is on. | |
| Incidents | Everyone, when Incidents is on. | |
| Shift log | Managers and shift leads. | |
| Knowledge | Procedures | Everyone, when Procedures is on. |
| Training | Everyone, when Training is on. If you can see the team's progress, it opens on that. | |
| Notices | Managers and shift leads. Staff find it under More on a phone. | |
| Manage | Team | Managers and shift leads. |
| Settings | Venue Managers only. |
"Managers and shift leads" means the Venue Manager, Assistant Venue Manager, Duty Manager and Supervisor. See Roles and permissions. A Venue Manager turns modules on and off in Settings.
To hide or show the sidebar on a computer, press the button at the left of the top bar, or press ⌘B (Ctrl+B on Windows).
The top bar
From left to right, the top bar has:
- The search field, which opens Search and go to.
- Ask, for managers and shift leads. It opens Ask HospoTek.
- The bell, which shows your latest notifications. View all opens your Inbox. See Inbox and notifications.
- Your avatar, which opens your account menu.
On a phone
On a phone, the bar along the bottom has these tabs:
- Dashboard or My shift: your home screen.
- Tasks: for managers and shift leads.
- Chat: with a count of conversations that have something unread.
- Inbox: your notifications, with a count of the unread ones. It takes the place of the bell.
- More: opens the sidebar with every screen you have, Try a checklist, and your name at the bottom for your account menu. Staff find Checklists and Notices here.
The top bar on a phone keeps the search field and Ask.
Search and go to
Press ⌘K (Ctrl K on Windows), or tap the search field that says Search tasks, people, procedures….
Before you type, it lists:
- Create: the things you can start. These can be New task, Report an incident, Write a notice and New function enquiry, depending on your role and the venue's modules. Each one opens its form on your home screen.
- Go to: every screen in your sidebar, then Help, which opens this guide in a new tab at the page for the screen you're on.
Type two letters or more to search the venue. Results come back in groups: People (managers and shift leads only), Tasks, Checklists, Incidents, Functions, Procedures and Training. You see up to five of each, and only things you could open yourself. Type a reference such as INC- or FUNC- to find an incident or a function by its number.
Choosing a checklist opens it in the library if you're a Venue Manager or Assistant Venue Manager, and starts it for anyone else.
Managers and shift leads can also ask a question here. Type three words or more, or end with a question mark, and the last row reads Ask HospoTek: followed by your question. Choose it to send the question to Ask.
Create something new
Each screen has its own button for starting things.
| Screen | Button | What it offers |
|---|---|---|
| Dashboard or My shift | Create | Task for managers and shift leads, Build a checklist for the Venue Manager, Incident report and Function enquiry for everyone when those modules are on, and Notice for managers and shift leads. |
| Dashboard or My shift | Start a checklist | A checklist to start now, whether or not it's on your list. Staff always see it. Managers and shift leads see it here on a wide screen, and on Tasks at any size. |
| Tasks | Start a checklist | The same, for managers and shift leads. |
| Tasks | New | Task for managers and shift leads. Checklist from the library and Copy a week for the Venue Manager. |
| Tasks › Library | New checklist (New on a phone) | Venue Managers and Assistant Venue Managers. |
| Incidents | New incident report | Everyone. |
| Functions | New enquiry | Everyone. |
| Chat | New message | Everyone. |
| Team | New employee and Invite several | Venue Managers only. |
Task needs the venue's One-off tasks module as well.
Switch venues
If you belong to more than one venue, the venue's name at the top of the sidebar has a small arrow. Press it, then choose a venue under Venues. The one you're in has a tick. HospoTek opens that venue's Dashboard or My shift and remembers your choice on this device.
On a phone, press More first. If you belong to one venue, the name is just a label.
Your role can be different at each venue, so the sidebar can change when you switch.
Your account menu
On a computer or tablet, press your picture at the right of the top bar. On a phone, press More, then your name at the bottom. The menu shows your name and role, then:
- Account: your details, password, notifications and devices. See Your account.
- Help: opens this guide in a new tab, at the page for the screen you're on.
- Report a problem: tell HospoTek what went wrong under What went wrong?, add a Screenshot if you like, and press Send report.
- Appearance: Light, Dark or System, which follows your device.
- Sign out.
Signing out clears what HospoTek keeps on the device. If a checklist or incident report saved without signal hasn't been sent yet, HospoTek says so first. Press Stay signed in to keep it, or Sign out anyway to delete it.