GuardTek Help Center

How to set up Automatic Reporting for Tours and Tour Incidents

Go to Reporting > Schedule Periodic Summary

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On this page you will find any existing automatic reports you have already created.

Please note that these reports are user specific and you can only see the reports templates you have created.

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The automatic reporting set up is a 3-stage process: first you create your report template, then you create your email recipients and last you create your schedule.

They are independent however. Once you create your template you could just click the run icon to run the report on screen or once you created your emails recipients you could just click send.

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n1.JPGCREATE YOUR REPORT TEMPLATE

Step 1: Click Add New

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Step 2: Choose Tours on the drop-down menu

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Step 3: Name your report (be specific especially if you set up multiple reports)

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Step 4: Tick the following options (CSV details becomes visible once you click attach Excel file)

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Step 5: Click Enter

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Step 6: Select Time Period to be covered on the drop-down menu

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The following options are available:

  • Yesterday
  • Last Hours (a new field opens to add number of hours)
  • Last 12 Hours
  • Last 7 Days
  • Last 30 Days
  • Last 90 Days
  • Last Days (a new field opens to add number of hours)

Step 7: Select your sites. You can select multiple posts as required

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Step 8: Select type of analysis. You can make multiple selections as required

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“Sort Tours By” needs to be used in combination with your sort options. Only one sort option can be selected at a time.

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“Tour Trend Curve” needs to be used in combination with “Show Trend Curve By”

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Total Number of Tours: this option gives a summary by completion status: Complete, Incomplete or Adjusted (Incomplete Justified)

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Sort Tours by Site: this option gives a total tours summary per site broke down by completion status. Useful for area managers responsible for multiple sites.

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Sort Tours by Officer: this option gives a total tours summary per officer broke down by completion status. This can be used to evaluate performance and training needs.

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Sort Tours by Type: this option gives a summary per tour type. By default, is set to All Types but you can select a single tour type to report on.

The tour type is defined on each tour settings. If you have left the type field blank on the tour settings it will be blank here as well!

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Sort Tours by Tour: this option gives a bar chart report per tour name broke down by completion status. By default, is set to All Tours but you can select a single tour to report on using drop down arrow.

When you choose this option, a new option becomes available. By default, system only display any tours with results and hide tours with zero values. Tick this box if you want to include all tours.

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Tours Trend Curve:  this option gives a trend curve analysis by month, week or day for upward or downward fluctuations analysis. Your option should be aligned with the chosen time that you are reporting on. If you want to analyze a specific tour just be sure to select the individual tour name under sort tours by tour analysis.

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Excel Table Summary: Provides tour details on excel format either both a summary version and detailed per each tour. Please be sure to have ticked option “Include CVS details” if you want a break down per each tour as well.  

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NOTE: All GuardTek Excel files are on a CSV format. To convert to an Excel Workbook format, check this article "How to Convert CVS Excel Files (.csv) to Excel Workbook format (.xlsm)"

Tour Incidents/DAR Entries: run this report for a bar chart report on all tour incidents recorded either during a tour or outside a tour.

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Tours Incidents/ DAR Entries Trend Curve:  this option gives a trend curve analysis by month, week or day for upward or downward fluctuations analysis. Your option should be aligned with the chosen time that you are reporting on.

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Tour Incidents Excel Table Summary: Provides tour incident details on excel format both overall summary and details per each tour incident. Please be sure to have ticked option “Include CVS details” if you want details per each tour incident.  

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Step 9: Click Enter at bottom of page to save your template.

Your template will now show on the main page.

CREATE YOUR EMAIL RECIPIENTS

Step 1:  Locate desired template and under Email field click on Email icon

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Step 2: Select Add New

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Step 3: Under Recipient select either GuardTek User, Employee or Other Contact.

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Step 4: Click on drop down arrow and search for the name on the recipient address list. System will save all previously added contact details but if you don’t see it on the list just choose “Other Contact”, complete contact details and click Add.

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Step 5: Type of notification is set automatically to email. Reconfirm that email address is correct and click Add.

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Step 6: Repeat steps 3 to 5 to add multiple recipients. Once done click Close and double check on notifications screen all is correct before selecting Close again.

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CREATE YOUR REPORT SCHEDULE

Step 1: Locate desired template and under Schedule field click on “Not Defined”

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Step 2: Set your start and end dates by clicking on calendar icon and selecting a date from there

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Step 3: Select frequency. Depending on your selection different menus open for further selection

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Step 4: Input time of day report is to be generated and click Add.  You can select multiple times

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Step 5: Save your schedule by selecting Enter at bottom of the page

To make changes to your schedule just click on it and repeat steps above.

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