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Quick Start Guide
This guide walks through the basics steps to quickly start using illu
If you are the first person in your team to try out illu, you can create an account and a new organization. You must complete this step through the website at app.illu.works. New organizations cannot be created through the mobile apps. Note: The person who creates the organization will be automatically set as an Admin and have the ability to manage Users and Billing for the organization.
- 1.After creating your individual account, you will be taken to this page. Please select Create new organization
- 2.Once you have named your organization and hit submit, you are good to go! You will be taken to your organization dashboard and ready to start using illu's features and inviting your teammates.
Note: Now you can use the account to log in on the illu Mobile App. When you do for the first time, please be sure to select Allow Notifications in the pop up at the end of the account creation process.
Getting set up on illu takes less than 15 minutes and is always free for individuals! Follow the 5 easy steps below and you'll be well on your way to supercharging your frontline team.
Workflows are the backbone of illu. They provide an easy way to share and verify common procedures in the field. Let's start off by exploring ready-to-go workflow templtes in the Workflow Library.
- 3.Once you have found a workflow that matches your needs, click Import to pull the workflow into your newly created organization. Your workflow is now ready to be used
You can also create your workflows from scratch.
- 1.In the web dashboard, navigate to the Workflows tab using the left hand bar
- 2.Press + Add Workflow at the top-right of the page to open the Workflow Editing screen.
- 3.Give your first workflow a name (if you're struggling to think of something, why not go with something easy like "My First Workflow" for now). You can also give your workflow a description, or skip that for now.
- 4.Now we will create the first step. Press the + on the card. This will create a new Step.
- 5.For each step, you can do all of the following:
- 1.Add a photo. A picture says more than a thousand words. Click the box at the top of the card to open a pop-up a pick an image from your media collection.Note: If you haven't uploaded any images yet, you can do so through the pop-up directly: just click the grey + card, select an image from your device, upload it, and then click its card to add it to your step.
- 2.Add a title. This will be used in your workflow reports later.
- 3.Add instructions. Write some instructions that will help your team members execute this workflow appropriately.
- 4.Add an input. Workflows are a great way to gather data on the work your team members are doing. You can let them Confirm that work was done, mark a check as Pass/Fail, or collect some Text or Number input.
- 6.Add as many steps as you like. Once you're ready, be sure to save your changes using the "Save" button in the top right corner. Now we're ready to add it to your first Job!
Jobs are how you delegate and manage the work your team needs to do. To make your work management extra powerful, you can attach as many Workflows as you like to help your team effectively complete & document their work.
You can create a new job from either the web dashboard or from the mobile app.
- 1.Make a New Job. Press + Add Job in the top-right of the Jobs Table. This will open the a side-view to configure the new job.
- 2.Give it a Name. Name and briefly describe what the job is about. The Notes field is a great space to add any extra information (for example, you could include observations from remote monitoring data or from previous site visits).
- 3.Add Details. You have several fields that allow you to include important information for the person completing the work (Assignee):
- 1.Assignee. This is typically the person responsible for completing the job.
- 2.Due Date. This is typically the date by which the job should be completed.
- 3.Site. This is the typically the location where the work for the job has to be done. Note that if the site you select has an address, it'll be shown on the job. Handy!
- 4.Tags. This is a way for you to classify your jobs. We'll talk more about them later, but you could already try to create one here if you like (and you're on web)!
- 5.Collaborators. Any user you add here will automatically be notified about important changes to the job. The assignee is automatically made a collaborator.
- 5.Save. Once you're done, press Save at the top right of the edit screen. This will add the Job to your organization. You can always go back and edit the job later.
You will now see this new Job in your list.
Now it's time to invite your team. To open the Admin Console, click your Account icon in the top right of the screen. In the pop-down menu, select Admin Console
- 1.In the Admin Console, open the Members tab
- 2.Enter the phone number and email (optional) of the team member you want to invite and select Send Invitation .
- 3.Once it is registered, the phone number will appear in the Member's list with the status Pending until they accept the invitation
Sites help your team navigate between different locations, projects, and systems. Jobs are linked to a site and can be filtered by sites.
On the web dashboard, navigate to the Sites tab
. If you are just starting out on illu and trying things out, feel free to add a couple sites to start. You can add and edit your sites list at any time.
Simply press + Add Site in the top-right of the screen. This launches a pop-up where you can give your new Site a name and a location (either with an address or with coordinates).
Tip ! Sites can be used for more than just locations of your work. You can also use them to categorize activities that are not location-based, such as Accounting/Inventory Work, General Admin, Customer Service, etc.
Pro Tip ! In the web app, you can also create sites while adding or editing a job. To do so, click on the job's current site to open the site selection dialog. There you'll see an "Add site" option. Any site you add this way will of course also be added to your Site list.
Now that you know how to add Sites, make Workflows, and create Jobs, you are ready to start building out your team's processes and work!
A good place to start is with any processes you already have that are well defined (for example, an existing checklist or work instruction document). This could be a commissioning checklist, a preventative maintenance inspection, etc.
Tip ! Want some tips on how to make good Workflows? Check out this article!