In this article, we will cover:
What is a site task?
Creating checkpoints and procedures
Best practices
What is a site task?
Site tasks refer to the regular responsibilities assigned to your security team for managing the property. These tasks are categorized into two main types: checkpoints and procedures.
Checkpoints are specific locations around the property, such as the pool, gym, parking lot, and main entrance. Procedures, on the other hand, involve actions like arming alarms, locking gates, conducting door checks, and submitting hourly reports.
We categorize tasks into checkpoints and procedures for several reasons. Firstly, it allows for advanced analytics, including reminders, notifications, and metrics for officer performance. Additionally, there's an operational advantage to this division. If an officer is running behind schedule during their patrol, they can prioritize completing procedures first, as these often involve more critical actions than simply checking off a checkpoint.
Creating checkpoints and procedures
Video Guide
Step-by-Step Guide
To set up a checkpoint or procedure for a site, you have a couple of options for navigating there. You can either click the Clients tab in the menu, select the appropriate property management company, and then choose your site from the list. Alternatively, you can simply click on the Sites tab in the header and select your site from there.
💡 Important note: When you begin using Vision InSites, your account will initially be in Onboarding Mode. This limits your access to creating property management and sites only, ensuring a seamless transition into our system. Upon logging in, the first screen you'll encounter is the site screen.
Once you're in the site, make sure that Enable Field Setup is activated if it isn't already. If it's a new site, it will automatically take you to the New Task Blueprint screen.
💡 Important note: If it's an existing site with data already entered, you'll see an option to Add Task Blueprint towards the bottom of the screen. Click on this.
First, choose the Task Type you want to set up. Remember that checkpoints are location-based (like pool, gym, parking lot, main entrance, etc.), while procedures are action-based (such as arming alarms, locking gates, conducting door checks, submitting hourly reports, etc.).
💡 Important note: If you select Procedure, an additional field labeled Action will appear. Here, briefly describe the action the security officer needs to take, like "lock gate," "arm alarm," "conduct door check," "submit hourly report," etc.
Next, specify the Location Name. This could be the checkpoint or procedure location, such as pool, main lobby, entrance gate, etc.
Special Instructions should be specific and not vague. They're intended for property codes like alarm, access, or lock codes, as well as any unique requests from your customer.
💡 Important note: For general security officer instructions, our AI will detect the type of checkpoint or procedure and automatically generate relevant instructions, focusing on risk and liability mitigation.
You can also add photos, videos, and files for your security team to reference while completing tasks by clicking the + Photo/Video button. You can upload media from your library, take live photos and videos on a mobile device or tablet, and upload files.
Using the slider, specify the number of Required Attachments, which could include photos and/or videos that your security team needs to take when completing the task.
💡 Important note: An example scenario could involve your security officer taking two photos to demonstrate the closure of a residential gym: one showing the gym's empty interior and another depicting the key inserted into the locking mechanism. This would require two attachments.
Lastly, decide whether a Note is required to complete the task. This allows the security team to manually type in information when completing a task, such as documenting a refrigerator temperature check and providing the temperature level.
Once you've filled in all the necessary details, you can either Save and Create Another Task or Save and Exit, which will take you back to the site page.
💡 Important note: If you choose to save and create another task, you'll see a history of all the tasks you've previously created under the Saved Task Blueprints header.
Best practices 🏆
Using Video for Checkpoint Training: Example 1
Using Video for Checkpoint Training: Example 2
Using Video for Checkpoint Training: Example 3