GeoNext: Forms Product Guide

We know you have wanted this one for a while, so we are very excited at Geo to announce the release of Forms on GeoNext.

We have created our Forms feature from the ground up, to solve a whole range of problems we heard from customers, including:

• Making sure everything on a job gets done

• Easily sharing instructions on how to do things with team members

• Saving training time by having clear documentation, instructions and checklists built into GeoNext

• Nail down those compliance loose ends with safety forms, job forms, and SWMS

• Helping you, as the business owner feels confident that the jobs are being done to the standard you expect

• Helping you grow your business by taking all the detail out of your head, and storing them in GeoNext

Not only have we addressed all of these issues with Forms, but we have also made sure it is really simple for you and your team to use. There are only 3 steps to using GeoNext Forms.

First, you create a form template, then you add it to a job, then you get your team to complete the Form in the field. It is that simple.

Creating Forms

Templates

To set up a form template, you will need to be using the browser version of GeoNext. Head over to Settings, and you will see the new Form Templates option in the sidebar. Click it, and then click “New Template”

Give your form template a name, and start adding items. There are several item types to choose from and we will continue to add to these to make Forms more useful all the time.

One-Off Forms

If you have not set up a template, you can create a one-off form on the go. You can then attach it to either job or bookings.

Click the ONE-OFF FORM button, and the template editor will open on the side panel. The form will be added to the job once you save it.

Once you hit save, the form will be added to the job. You can also turn the toggle on to save this one form to templates for future use.

Note: only Admin, Team Leaders, Staff can create One-Off forms and set up Templates. Contractors can view and select Forms from existing templates.

Form item types

Section Title - This is a flexible item type that is added to a checklist but the staff member does not need to complete it. It consists of text-only and can be used to either break up a Form into sections or to provide some explanatory text.

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Checkbox - a basic checkbox item type. Enter some text as the item description, and when someone wants to mark it complete, they simply tap the box

Example - a basic checklist consisting of checkbox items with text for each item

  Clean windows

  Wipe surfaces

  Vacuum floors

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Short answer - a basic text entry. Add some text as a description of the item and your field staff can add text as a response

Example - An item asking staff if there were any unforeseen risks, and the action they took to mitigate the risks. The staff member can type their answer in the text area

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Image - This item type requires the field worker to take a photo. Use the text to explain what the photo should contain.

Example - a before and after photo, by using two “image” items

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Signature - This item type requires a signature to complete. This could be either the fieldworker, staff member, contractor or customer. The signature can be either typed or drawn on a mobile phone screen

For example - the requirement to have the customer sign off that a job is complete

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Additional form settings

Mandatory items

You will notice that each Form item has a switch, to make the item mandatory. A mandatory item must be completed in order to mark the Form complete. If a mandatory item on a form is not filled in, the form can not be marked as complete.

Auto attach form

This setting, found at the bottom of the form template page, means the form template will be automatically attached to jobs or bookings created in the future. Use this setting for Forms that you want to appear on every job or booking, like mandatory safety forms, or pre-start, post-completion forms.

How does the auto attach works?
Auto attach to all new jobs
This option allows you to automatically attach a copy of this form to all new jobs you create in the future

Auto attach to all new bookings
This option allows you to automatically attach a copy of this form to all new bookings you add to all new and existing jobs

Editing a template

Editing an existing Form template will apply those changes to all forms already attached to jobs and bookings, provided they have not already been commenced

Adding Forms

Forms can be attached to jobs or bookings so that every time a team member goes on-site, a fresh Form is available. To add a Form to an existing booking, go to the Forms tab, click SELECT FROM TEMPLATE, add any form to the job.

Once added, move it to any booking.

You can add as many copies of the same form as you like.

Filling in and completing forms

Forms can be filled in and marked complete on both the mobile and browser version of GeoNext/

Browser

Open the job the forms are attached to, select the FORMS tab, click on the form name to view the form

Click the form name button to open the form

As a browser user, you can now start filling in the form, and provided any mandatory items are filled in, mark as completed to complete the form.

You also have the option at this point to download the form in its current state as a PDF. This is useful if you wish to send the form to a client, or create a paper copy for reference.

When you complete the form, you can see the status change and the name of the person who completed the form.

Mobile

In the GeoNext mobile app, you can add existing Form templates to jobs, view, fill in, or complete a form. To do this, you need to visit the job/ booking that the Form is attached to.

Note: Currently, you cannot create new Form templates in the mobile app.

Here you will see a new Forms tab. You can go to the forms section to view Forms that are attached to this job/ booking. If no forms attached, you can click on the + button, tap the forms icon, select templates to add.

Adding Forms

Simply edit the booking, and tap “Select Form”

You can tap on the template you wish to add. You can add multiple copies of the same form if needed.

Viewing, filling in, and completing forms

To view the form simply tap on the form name

Tapping on any form will allow you to interact with that form. Tap checkboxes to mark them complete, tap multiple-choice items and text items to complete them and tap the + button on signature and image items to add to them.

At the bottom of the form, provided all mandatory items are complete, you can tap “Complete Form” to mark the entire form as complete

Tapping the small menu icon at the top of the form will allow you to:

• Delete the form - remove it and its contents from the booking

• Reset the form - return all the items to their starting place

• Download as PDF - this will create a PDF of the form and save it to your phones “Downloads” folder