Jul 9 - Update documents

2026-07-09 11:10:58 -04:00
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 # Customer User Manual — New Sections (July 2026)
 > Paste these sections into **JQC_Customer_User_Manual_v2.docx**. Suggested
 > placement noted under each heading. Replace the *[Screenshot]* placeholders
 > with captures from your environment.
 ---
 ## Facility QR Codes — Check Status & Report a Problem
 *Suggested placement: after the "Viewing Your Facilities" section.*
 Each facility has a **QR code** posted on-site (for example, at the entrance or
 inside restrooms). Anyone — staff, occupants, or visitors — can scan it with a
 phone camera to see the facility's current cleaning status and report a problem.
 **No login is required.**
 *[Screenshot: posted QR code / the scan landing page on a phone]*
 ### What the page shows
 When you scan the code (or open the link), you'll see:
 - **Cleaning Quality** — an overall rating (Excellent, Good, Fair, or Needs
  attention) with the facility's average inspection score over the last 90 days.
 - **Last Inspected** — the date of the most recent inspection and its score.
 - **Open Issues** — how many issues are currently being tracked at the facility.
 > For privacy, the public page shows only summary information. It never displays
 > individual issue details, inspector names, or any other facility's data.
 ### Getting, printing, and regenerating the QR code (from your portal)
 You can produce the QR code yourself for any facility you're assigned to:
 - **One facility** — open the facility from your dashboard/facilities list and
  click **QR Code**. This opens a printable page with the code and its link;
  click **Print** to print it.
 - **All your facilities at once** — on the **Facilities** page click **Print All
  QR Codes** for a single sheet covering every facility you're assigned to.
 - **Regenerate** — on a facility's QR page, click **Regenerate** to issue a new
  code. Use this if a posted code is defaced or you want to retire an old one.
  **Any previously printed code for that facility stops working**, so reprint and
  repost after regenerating.
 *[Screenshot: facility QR page with Print and Regenerate buttons]*
 ### Reporting a problem
 1. On the facility status page, scroll to **Report a Problem**.
 2. Optionally enter **where** in the building the problem is (e.g., "2nd floor
   men's restroom").
 3. Describe the problem.
 4. Optionally add your **name and contact** and attach a **photo**.
 5. Tap **Submit Report**.
 Your report is filed as a new issue for that facility and the cleaning team is
 notified immediately. You'll see a confirmation message when it's received.
 *[Screenshot: the "Report a Problem" form]*
 ---
 ## Issues — Who Is Handling It
 *Suggested placement: within the existing "Issues" / "Logging an Issue" section.*
 When you view an issue, it now shows **Handled By**, indicating who is
 responsible for resolving it:
 - **Janitorial Staff** — our janitorial crew handles it.
 - **Facility Staff** — the facility's own on-site staff handle it.
 - **External Vendor** — an outside contractor handles it.
 In every case, one of our team members remains the **follow-up owner** who
 verifies the work and updates the issue. You do not set this field — it is
 managed by the JQC team — but it lets you see at a glance how your issue is
 being addressed.
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 # Inspector (iPad) Manual — Update Note (July 2026)
 > This note concerns **JQC_Inspector_Manual.docx** (the iPad / mobile app manual).
 ## No changes required this cycle
 The features added in this round are **web-only** and are **not yet exposed in
 the mobile API**, so the iPad app's behavior — and therefore this manual — is
 unchanged:
 - **Scheduled inspections** — created and executed through the web app. The iPad
  app has no scheduled-inspection list or "Start from schedule" action.
 - **Issue "Handled By" (Janitorial Staff / Facility Staff / External Vendor)** — set and
  displayed on the web only. The mobile issue screens are unchanged.
 - **Facility QR codes / occupant report-a-problem** — a public web page; not part
  of the inspector app.
 ## If these come to the iPad later
 When/if the mobile app is extended to cover them, the manual will need:
 - A **Scheduled Inspections** screen (list of assigned schedules, due dates,
  "Start" to begin the inspection) — requires new `/api/v1` endpoints.
 - A **Handled By** field on the issue detail/edit screen — requires adding
  `handler_type` and the facility/vendor fields to the issue API payload and a
  PATCH endpoint.
 No action needed now beyond noting that the web and iPad feature sets differ in
 these areas.
@@ -1,80 +0,0 @@
 # Web Inspector Manual — New Sections (July 2026)
 > Paste these sections into **JQC_Web_Inspector_Manual.docx**. Suggested
 > placement noted under each heading. Replace the *[Screenshot]* placeholders
 > with captures from your environment.
 ---
 ## Scheduled Inspections
 *Suggested placement: as a new top-level section after "Starting an Inspection".*
 Inspections can be **scheduled** in advance and assigned to you — either as a
 one-time visit or on a repeating schedule (daily, weekly, or monthly). You are
 notified when one is assigned to you and reminded as the due date approaches.
 ### Where to find your scheduled inspections
 - **Dashboard** — the **Scheduled Inspections** panel lists what's coming up in
  the next 7 days and warns you about anything overdue.
 - **Inspections → Scheduled** — the full list of your assignments, with due
  dates. Overdue items are highlighted in red; items due soon in yellow.
 *[Screenshot: dashboard Scheduled Inspections panel]*
 ### Notifications you'll receive
 - **When assigned** — an in-app and email notification the moment a schedule is
  assigned (or reassigned) to you.
 - **The day before** the due date — a reminder.
 - **On the due date** — a reminder to complete it.
 (Overdue items also alert management.)
 ### Completing a scheduled inspection
 1. Open **Inspections → Scheduled** (or use the dashboard panel).
 2. Find the scheduled inspection and click **Start**.
 3. The inspection form opens, pre-set to the correct facility and template —
   fill it in and submit exactly like any other inspection.
 4. On submission, the schedule is automatically marked complete.
   - **One-time** schedules are then closed.
   - **Recurring** schedules automatically roll forward to the next due date —
     you don't need to recreate them.
 *[Screenshot: Scheduled list with the Start button]*
 > Note: Scheduled inspections are managed (created, edited, reassigned) by
 > administrators, directors, and project managers. As an inspector you see and
 > execute the ones assigned to you.
 ---
 ## Issues — Who Is Handling It ("Handled By")
 *Suggested placement: within the existing "Managing Issues" / "Updating an
 Issue" section.*
 Every issue now records **Handled By**, which separates who does the work from
 who follows up:
 | Handled By | Meaning |
 |---|---|
 | **Janitorial Staff** | Our janitorial crew resolves it. |
 | **Facility Staff** | The facility's own on-site staff handle it (their contact is recorded on the issue). |
 | **External Vendor** | An outside contractor handles it (vendor details are recorded on the issue). |
 Regardless of who does the work, **one of our staff is always the follow-up
 owner** — the person responsible for verifying the fix and updating the issue
 in the app. You will continue to follow up on and update the status of issues
 assigned to you even when facility staff or a vendor performs the actual work.
 The **issues list** shows a **Facility** or **Vendor** badge on issues not
 handled by our own staff, and you can **filter** the list by "Handled By".
 > Setting the Handled By category and the facility/vendor contact details is
 > done by administrators, directors, and project managers on the issue detail
 > page. Inspectors update status and add notes/photos as usual.
 *[Screenshot: issue detail showing the Handled By badge and follow-up owner]*