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Full EMS Quickstart Guide

Jeff Foreman
  • Updated

Step 1: Adding Users to the system

            Users are the people who have access to the backend software.

  • Set Up User Roles
    • Select the drop down for “User”
    • Select “Roles” and add/edit role names
  • Set up user permissions
    • Select the drop down for “User”
    • Select “Permissions”
    • Check on the permissions desired for each role
  • Add Users
    • Select the drop down for “User”
    • Select “Users”
    • Add/Edit/Reset/Delete any users in the system

 

Step 2: Add/Edit Employees

                Employees are the people who can dispense items from the machines.

  • Add/Edit employees
    • Select the drop down for “Employee”
    • Select “Manage Employees”
    • Add Individual/Import List/Edit/De-Activate any employees in the system
  • Add/Edit departments
    • Select the drop down for “Employee”
    • Select “Departments”
    • Add/Edit/Delete any departments in the system
  • Set up Product Restrictions (Product Restrictions default to May Not Dispense when initially setup or when a new product is added to your product list, so you will need to change this to the restrictions you want in place)
    • Select the drop down for “Employee”
    • Select “Departments”
    • Click on the Product Restrictions icon for the department you are wanting to set restrictions for and make adjustments (This can also be done in a Bulk Assign for Departments)
  • Set up User Limits if desired
    • Select the drop down for “Employee”
    • Select “Departments”
    • Click on the User Limit icon for the department you are wanting to set User Limits for and add/edit the user limits (This can also be done in a Bulk Assign for Departments)

 

Step 3: Products

  • Review Products
    • Select the drop down for “Product”
    • Select “Products”
    • Review list of Products, verify names, pricing and attributes are correct
  • Add/Edit Products
    • Select the drop down for “Product”
    • Select “Products”
    • Make sure products are checked on for the following if desired:
      1. Offline
      2. Lot Tracking
      3. Expiration Tracking
      4. Dual Validation

 

Step 4: Machine Planogram Setup

  • Review Planogram
  • Select the drop down for “Machines”
  • Select “Machine”
  • To access the machine planogram click on the Planogram icon (The Eye) for the machine you are wanting to view
  • Verify your selections contain the appropriate products
  • Set Product Levels
  • Critical Level, Low Level (to allow you to use alerts)
  • Par Level and Max Depth (for picklists and reports)

 

Step 5: Supply Room – If managing supplies this way

  • Adding a Supply Room
  • Select “Supply Room”
  • Click “Add Supply Room” and enter your Supply Room Name and Location
  • Receiving Product into the Supply Room
  • Select “Supply Room”
  • Click on the Receive icon for the Supply Room you are setting up
  • Select Product and click “Add to List”
  • Enter product details (Quantity, Expiration Date & Lot Number if applicable)

 

Step 6: Stocking Machine

A. Receive product into Planogram manually

  • Select the drop down for “Machines”
  • Click on the Planogram icon (The Eye) to access the machine planogram you are wanting to view
  • Click on the Receive icon under Actions
  • On the Receive Product tab, enter product details (Quantity, Expiration Date & Lot Number if applicable)
  • Save Planogram

B. Receive product into Planogram via Pick List

  • Select the drop down for “Machines”
  • Select “Pick List”
  • You will have the option to use a Pick List (with Supply Room) or Pick List – W/O Supply Room.
  • Select your Account, Location or Machine Creating a Pick List for Account will restock all machines under that account Creating a Pick List for Location will restock all machines at that location – You can then select a specific machine if you want to be that specific
  • Select your Fill Level, fill to Par or Max level
  • Click Generate Pick List
  • Select View to review product quantities, select Accept to add quantities to machine/s

 

Step 7: Alerts

  • Set Up new Alerts
  • Select the drop down for “User”
  • Select “Alerts”
  • Click Add Alert
  • Complete alert setup

 

Additional Features

 

Checklist

  • Set up Checklists
  • Select the drop down for “Checklist”
  • Select “Manage Checklist”
  • Click Add New
  • Complete Checklist Name, Description, Questions, and User information

 

Ambulance Checklist

A. Set up Ambulance

  • Select the drop down for “Checklist”
  • Select “Ambulance”
  • Click Add New
  • Complete Ambulance Name, Overseer Name, Overseer Email, and User information and save

B. Set up Ambulance Checklist

  • On the Ambulance page, click the Ambulance Checklist icon to create your Ambulance Checklist (The Eye)

  • Complete Checklist information, including Compartments, Products and Par Levels/Status

 

Reports

There are many reports available under the Reports drop down

  • Run Report
  • Select your Report type
  • Complete report fields to view report
  • Reports can be exported to PDF or Excel, and printed  

 

Automated Reports

Select Reports have the capability of being automated to be emailed to users daily, weekly or monthly.

  • Set up Automated Report
  • Select your Report type
  • Click Automate
  • Complete Frequency, At time, Automate Name, Document Time, Time Zone and Email information

 

Dashboard

Users have the ability to customize their dashboard for quick access to select features

  • Customize Dashboard
  • Click the Gear Icon next to your UserName
  • Select “Dashboard Settings”
  • Check all the features you would like to have appear on your dashboard and save

 

Report an Issue

  • Report Issue
  • In the bottom left corner of your window screen select “Report Issue”
  • Complete report information, including machine Serial Number, Frequency of Issue, Type of Issue, Type of Solution
  • Provide a detailed explanation of the issue

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