The Qooling Setup Guide

In order to reach a successful implementation of Qooling, we recommend that you follow these steps. A successful implementation is crucial in getting real value and gain adaptation within the company. 

User Roles

First off, you can start with defining different Roles and Userrights for particular roles. You can set up different roles within the Configuration by clicking on the Userrights button, and click on the Roles tab. Here you can create all the roles that you need, and assign them to specific users that require these roles.

Start with the Users

When the roles are created, start setting up your users. In the Configuration you simply add all the employees that need an account. Make sure that you define an e-mail address to the New User. If you do not assign an email address, it's only possible to create a passive account, with no login. 

User Groups

When all the users are created, you can start linking users to Groups. Click on the Configuration module, then click on the Userrights button, and go to the ‘Groups’ tab. Make sure to always include yourself in all groups, otherwise it can happen that you cannot see certain documents, like forms or procedures. 

Configuration

In this module, you see a lot of tabs, where you can configure each module. These tabs are directly linked to the different modules.

Tasks

Within the Tasks tab, we can add task sources. These can lead to a task. All the parts that are linked within Qooling don’t need their own source such as internal audit/issues/forms/risks. However, certain sources might be added such as “law” or “external audit” or “customer audit”. 

Forms

Within the Forms part of the Configuration, you can set up tags for different types of forms. Tags allow you to quickly find different types of forms. Some examples of tags might be: Operations. Finance, and Quality.

Procedures

Within the Procedure configuration, you can set up categories and tags. Tags allow you to easily filter through your procedures. It’s the same idea as with the form tags. You are also able to create your own different types of procedures.

Files

In the File section of the Configuration, you can (again) set up tags. Examples of tags that have been used in Files are: Operation, Finance, and Quality.

Planning

Here it is again possible to set up tags. It’s also possible to add fields to your ‘Extra audit fields’ which is like your standard form, added to the audit forms of all types. The last option here is to create meeting types. For example, ‘Audit’ meeting type.

Issues

Within the issues part of the configuration you are able to create different forms for different types of Issues. It is also possible to add extra fields that are included to every issue that will be made. Furthermore, there is an option to create your own issue types, and issue sources as well. 

Tools

As one of the last parts in the Configuration module, there is the ‘Tools’. Here, you can create different forms for different types of inspections and maintenance. It is possible to create your own tool categories. This can be used to easily search and filter different tools. Also, it’s possible to add your own inspection & maintenance types. 

Surveys

Within the Surveys part of the Configuration, you can set tags. Just like some of the other modules as well.