System Training

Thank you for using LeisureShield!

Introduction

Training Information
This training centre works along site the Hand Held Device, the LeisureShield Web Application and the integrated help centre to train you on everything you need to know about the system. Bear in mind that, like almost every other software system on the planet, LeisureShield is permissions controlled. This means that when you log in to the system, you may have restricted access to pages and functionality. It is recommended you log in, see what pages you can see and continue with the relevant training from the below.
Initial Review of LeisureShield Set Up
Real Time Leisure will have saet the system up to a certain point that reflects the purchase agreement. Set up happens in 3 stages;

Stage 1 is data collection of sites, locations, equipment and staff.
Stage 2 is the technical build of the software and the Test Template creation and
Stage 3 is training and implementation.
This Training Centre is part of stage 3. The Training Centre is divided into a 10 stage training program that can be undertaken over any period of time. We have written this to be completed over 4 weeks, but this is just a suggestion. As part of the contract agreement, The Test templates that will have been created during Stage 2 of the installation will likely include the following

Call Points
Fire Extinguishers
Fire Doors
Fire Exits and lighting
Itemised Pool health and safety equipment
First Aid
DDA Equipment
Toilet and Changing areas
Structure and lighting
External checks
Ladders
Pool Water testing
Legionella (up to quarterly shower head disinfection)
Health Suite
Gym
Studio
QLM Leisuresafe data
Viewpoint CSE data
So when we get to stage 3 – ‘Training and Implementation,’ the system is pretty much built for you. Training concentrates on how to manage the system gives you the knowledge and experience to get even more out of the system down the line. So when Real Time Leisure complete the sit training it is up to you how you take things forward. We are always here for support though!

Timing Suggestion for the 10 stage process
The 10 stages over 4 weeks include: Pre site visit and site visit – onsite training (Stages 1 & 2), then: First two weeks:

Hand Held
Staff learning the Hand Held software (scheduled tests and non-scheduled tests) using a ‘Training’ test template (Stage 3)
Website
Managers and all relevant staff familiarise themselves with the different elements and mechanics of Website application (Stages 4, 5 and 6)
The third/fourth weeks

Hand Held
Staff performing all the tests scheduled during the initial on-site training session with staff making notes en route on the journey optimisation (Sheets are provided)
Website – Managers and staff should spend time learning about: (Stages 7 and 8)
Test Template optimisation
The Full Report page
Cancelling and re-scheduling scheduled tests
The fourth week

Hand Held – Final run through of all tests for complete optimisation
Website – Mangers and all relevant staff should send time learning about (Stages 9 and 10)
Management of Rectification
Dashboards
Audits

Support
During the 4 week system integration, additional support is available from Real Time Leisure and Fidelity CRM Ltd, the majority of which will come from Real Time Leisure. After this 4 week system integration, all support will transfer over to Fidelity. Support details are found on every page in the LeisureShield Website.
Introduction Expected Outcomes

Knowledge on the system set up
What to expect from the training
Begin a plan for the training and coaching during the 4 weeks after the site training
Be aware that the final destination of the training is to be fully conversant on all the relevant aspects of the system that are relevant to you and your job role in the business.

Stage 1

System Introduction and Features
Click the button and read up on the basic elements of the system and what it can do. Note there is more detail by clicking through the further links the page has to offer. LeisureShield functions and features Expected Outcomes

General introduction to the system
Gain knowledge on the features and functions available within it

System Familiarisation
This should be completed prior to Real Time Leisure coming to site for training as described above. Click the button and read up on the basic elements to the system and how it works. How LeisureShield works
Stage 1 Expected Outcomes

Introduction to and basic understanding of the system
Understand the relationship between the Web Site application and the Hand Held device application through scanning barcodes in location, answering questions defined by Test Templates and synchronisation
General understanding of the mechanics of the system
General understanding on
scheduled testing
unscheduled testing
email alerts
rectifications
audits
reporting and dashboards

Stage 2

On Site Training
Real Time Leisure will site visit and train the relevant staff on the following. Note we only train the relevant people with the relevant pages. As with other software systems, Permissions control what different levels within the business can and cannot see or do in the site.

An overview of the system structure
The Integrated Help Centre
First time log in
How to manage the Equipment and Questions Database (Equipment Set Up page)
How to Edit a Test Template (Tests & Schedules page)
How to ‘Optimise the route’ (Tests & Schedules page)
Scheduling Tests (Tests & Schedules page) – we will schedule tests together
How to manage User Profiles and staff migration (Roles, Permissions and User Profiles pages)
How so see Equipment Reports (Full Report)
How to start and manage rectifications (Full report, Rectifications and Daily Fault Summary pages)
How to perform tests at the Hand Held Device – Usually we cant train everyone in a day due to shifts ant time. However, the hand held software is so easy to use, we train a manager to train others as and when they come in.

Stage 2 Expected Outcomes

Experience with the integrated help centre
A clear insight to the different areas within the website that control the different aspects as described in Sage 1
Knowledge and hands on experience of how to manage User profiles and passwords
Knowledge and hands on experience of how to change you initial password
Knowledge and hands on experience of how to manage the Global Settings, such as the equipment database and the related questions
Knowledge and hands on experience of how to manage Sites, Locations/barcodes and Equipment in a site
Knowledge and hands on experience of the Test Templates created during initial set up relevant to the site
Turn on and off equipment and questions
Create a ‘Training’ Test Template for stage 3
How to optimise the route
Knowledge and hands on experience of scheduling test templates including pool tests
Majority of the Tests should be scheduled during the training
These will be scheduled to start 2 week in the future (or whatever is agreed) allowing time for stage 3
Scheduling of the ‘Training’ test template for stage 3
How to create and manage Rectifications at the Website
Knowledge and hands on experience of finding and exporting reports
Knowledge and demonstration of the dashboards
Knowledge, hands on experience and how to train others on Hand Held Device management
How to log in and synchronise
How to perform a scheduled test
How to perform an ad-hoc tests
How to create Rectifications at the Hand Held Device
How to skip locations easily
How to save a test to come back to it later
How to dock it, charge it and some basic windows mobile software management

Stage 3

Training Refreshment
This section concentrates on how to access the Integrated Help System, website Architecture and performing further training on the Hand Held Device.
Accessing the Help System
Now that you have had your training, use this section to refresh your skills and knowledge. You can also use this to train others. Note that with many other software systems, Permissions control what different user see and do, so some of the below may not be relevant to you. Remember, when you are logged in you can access the Help System relevant to the page or Pop-Up you are using by clicking: This on a Page in the Website: help page Or this on a Pop-Up from a page in the Website:

help icon

Click each button to re-visit the sections covered in the training.

Website Architecture
As with other software systems, Permissions control what different levels within the business can and cant see or do in the site so some pages and functionality may not be available to you with your log in. Click the below button and have a read through the 11 sections (they are short). This is time well spent as there are tricks to learn along the way, such as Column filtering and Sorting Columns. Website architecture, tips and tricks
Hand Held Software Training Set Up
It is suggested a ‘Training’ Test Template is created so that your staff can practice with the device for the first while. Training on how to create a Test Template was undertaken in stage 2 and the ‘Training’ Template is often created then also. However, if you need to create a template: How to create a test template

Then, how to schedule it to happen many times in one day: (NOTE: if you want, you can schedule the test to happen once per day. Help on this can be accessed from the below button) Schedule a test to occur many times in a day

Practice Sessions
Use this link to refresh yourself or your staff on how to perform a test at the hand held deviceHow to do a test with the hand held device Use this to see detail on the important ‘Test State’ button:
The Test State Button

It is also very beneficial to include training on Ad-Hoc testing. On the rare occasion that Ad-Hoc tests are not already set up in the installation process, please read the below on how to set questions up for Ad-Hoc availability:
Make questions available for ad-hoc testing

Use this link to refresh yourself or your staff on how to perform an Ad-Hoc test at the hand held device. How to do a test with the hand held device

In the rare occasion that Ad-Hoc tests are not already set up in the installation process, please read the below on how to set questions up for Ad-Hoc availability: How to do an ad-hoc test

Stage 3 Expected Outcomes
Familiarisation with the Web application architecture

Knowledge of how to access and use the Integrated Help System
Where the Control Bar is
Where the Page tree is and the different aspects under each button in the Control Bar
Where the Function Buttons are and;
how they appear and disappear with their relevance to the different levels in the Grid you have selected
how the same button has different functions depending on what level of the grid you have clicked on
How to drill in to the Grid and familiarisation with the different levels on each page
Familiarisation with the Work In Progress page including Device tests, Audits/checklists and the calendar
How filter and sort columns
A review of the Global Settings in the system
All staff that are to use the device should have hands on experience using the software

How to answer questions
How to use the Keyboard and stylus
Understanding of the Help Notes in the Hand Held Device
Use of the ‘Test State’ button
Testing ‘Out of Sequence’ by scanning a location barcode that is in a test (can be seen in the ‘Test State’ button) but not next in sequence
What to do when a question fails
How to start a Rectification from the Hand Held Device (if present for the User logged in)
Best practise (battery charging, syncing after tests not before etc.)

Stage 4

Understanding User Management
During the weeks that the staff are being trained on the Hand Held software, it is a good time for managers to go through the site in more detail. This section concentrates on First Time Log In, User Management, Alert Email Management and managing Site Migration
First Time Log In
It is best practise that Users should change their passwords to something of their own – and kept private. Read how to do this here: Change your initial password

There is no password recovery system in LeisureShield, so Users with ‘Full’ access such as admin or managerial level must do it for them: Edit a current user

Users Management (and Site Migration)
Click the below to read about People Set Up. The links at the bottom of the page will tell you everything you need to know on User Management. How to manage Users

As the system has most likely been set up with all you current Users, there will be no real need to actually do anything in the system right now. However, the features most frequently used will be:

Edit your own profile Add a new user Edit a current user Delete a user How to turn off/on User ability to create rectifications at the Hand Held Manage your profile for site migration Edit a User’s User Group for shift cover
Managing Email Alerts
The system produces two email alerts and will send them only to the relevant people. The initial Alert is an email containing information on every fault that has happened in a site. The next is on the Rectifications of Faults. However, using them of course needs some software set up. It is likely that this has already been set up for you in the initial build of the User profiles. All Email Alerts are optional. The button here will explain the process flow of the email alerts system and how it works in the real world.

Email alerts explained

 

There are two ways to manage who receives email alerts relevant to a site; one by managing the user profiles (the most common way) and the other by managing the site set up.

Configure email alerts by User profile

 

Configure email alerts by site management
Stage 4 Expected Outcomes

All staff should be aware that they should change their passwords
All staff should know how to change their passwords at the Website
All staff should know that in order to re-set their password, they have to ask a manager
All staff should know that their password should be kept safe
Users should have competence in all aspects of managing their own profile
Managers should have competence in managing theirs and other profiles, including
Adding new Users
Editing User Profiles
Delete Users
Turn on or off the ability to start Rectifications at the hand held per user
All staff should have knowledge on how to manage their profile if they move, temporarily or not, to another site
Understanding of the Email Alert Process
Understanding that they are User and Site controlled – i.e. only the relevant staff will receive emails about sites
Understanding of how to manage them from both the User Profiles and the Site Management page

Stage 5

Managing Global Settings
Global settings are settings that when changed, influence other aspects of the site. This allows simple changes in one place that will change many other places in other areas of the site. Global Settings are very often switched off for the majority of Users though permissions control. You should only need to do this section if, when logged in you can see either the Roles, Permissions, Equipment and Questions, and/or the Settings pages.
Roles and Permissions
Roles are given to User Groups. You can change how a Role can interact with the site such as Insert, Update or Delete. It is highly likely this has already been set up in the initial installation. You should not change these unless you have permission from a senior manager. You can learn how to edit Roles: Edit User group Roles Permissions control what pages a Role (and therefore a User a Role is applied to) can see. It is highly likely this has already been set up. You should not change these unless you have permission from a senior managerYou can learn how to edit Permissions: Edit User group Permissions Although this has been covered before (Stage 4), it is worth re-visiting how to apply a Role to a User: Apply Roles to Users
Equipment and Questions
This page is where the core database of equipment and their questions exists. There is one piece of each equipment with its questions in the database. That piece is duplicated with different names/instance numbers as many times as necessary during initial sites set up. Change a question in the Equipment and Questions page will change it across the board, for all instances of the equipment in all locations the equipment exists in. It is therefore recommended that Users do NOT actually change/ edit any question in their system during the training process unless they have permission to do so from a Senior Officer. Click the below to read how to manage questions. Note the links in ‘Inside this Section’ for more information: Managing Questions
Settings
The Settings page is almost always turned off to most users. Users with Full or Admin level permissions are usually the only Users set up to see this page. It is used to set up the Rectifications settings in terms of the automated Job Numbers and the Hours in the Future of automated deadline setting per equipment Group. The use of this aspect is optional. There is a default setting of 148 hours (7 days) pre built in to the system. To read on how to use the settings page: Rectifications settings
Stage 5 Expected Outcomes

Understanding of how Roles are applied to Users through their profiles
Understanding of how a Role can be edited
Understanding of Permissions and how they control what pages a Role (and therefore the User it is applied to) can see when a User logs in
Understanding of how to apply a Role to a User
Understanding of the different question types available
How to add a new question to a piece of equipment
How to duplicate questions used form similar pieces of equipment
How to edit a question
How to delete a question
Understand the Settings page is for high permissions Users only
Understanding that there is the ability to automate deadlines set in Rectifications via the equipment groups
If accessing the page – understand the elements of setting up the Job Number format
Understand how to override the default setting of 148 hours in advance using the equipment groups input section

Stage 6

Work In Progress (Excluding Audits at this stage)
Work in progress is a page that informs staff what is scheduled for them and when. It works over 5 Tabs. At this stage of the Training we will focus on 2 of them – Device Tests and the Calendar. The other three are to do with online tests such as Audits and checklists. We will cover these in a later Stage. As there has been 2 weeks of the ‘Training’ test scheduled, the device tabs and Calendar will show you the detail on their Schedule. (Note that the page is User log in specific. So when you log in to the system the default setting is ‘Assigned to me.’ To see all Tests, click open the box in the top right hand side and select ‘Show all’). The appearance of scheduled tests in these Tabs happens for all scheduled tests and will become apparent when you move to Stage 7 below. Please see here for Device Tests Tab: How to use the device Tab

Here for the use of the calendar: How to use the Calendar Tab

Stage 6 Expected Outcomes

Understand what the Work In Progress page is for (excluding online testing such as Audits)
Understand the page is User login specific, so by default it only shows what is relevant to you
Understand the Device Tab and how to operate it including
‘View all’ options
Increase and decrease the amount of data the page uploads
Look at date ranges
Understand the Calendar Tab and how to operate it
View by day, week month and Calendar views
Understand the definitions in the Legend
Understand how to switch between sites (if relevant)

Stage 7

Manage and Schedule
The Manage and Schedule page is where all the Test Templates are built, refined and scheduled.
Test Template Optimisation
Although it is very easy to walk do a Test out of sequence (See Stage 3), it is best practise to optimise a Test Template prior to longer term scheduling. Test Optimisation means the best and most efficient order of locations and equipment in the test (in terms of physically walking around the building with the Hand Held doing a test). Getting this right is why we take the 3rd and 4th week in the training and implementation program to refine the Test Templates. The Test Templates have been scheduled to occur during the 3rd week after initial training. These are to be used to optimise the Test Template. Sheets with a description of locations and barcode numbers are provided that may help during this time. Staff can use these to make notes when doing the Tests. These can be then used to optimise the Test Template. Note: it is important to make changes to the ‘Template’ level of the Grid, which is the level under the initial ‘Template Group’ top level that has the Site name in it. The Grid levels can be seen in the link below. Grid Levels on Each Page Note that the 3rd and 4th levels do not appear until you have scheduled the Test Template. These levels show details on the Schedule. You can cancel and entire scheduled test at the 3rd level and individual instances of a scheduled test at the 4th level. Cancelling Scheduled Tests and Individual instances of tests Once you have the optimised route information back form the staff, you can edit your Test Templates. You can see how to optimise your test templates here: Cancelling Scheduled Tests and Individual instances of tests Once your Test Template are optimised at the end of the 3rd week, Schedule it to happen again in the 4th week for further testing and possibly further refinement. Do the above process again to edit the Test Template again if required.
Scheduling Hand Held Device Tests
See here on the 3 ways to schedule tests.

Schedule device tests – Multiple times per day Schedule device tests – Once per day – available all day at any time Schedule device tests – Once per day – between two defined times

Once you are happy with the optimised tests (at the end of the 4th week) you can now schedule them for longer term. See the ‘scheduling Best Practise’ below: Scheduling Best Practise:

Daily and weekly tests – should be scheduled over the course of a month (including Pool Tests)
Monthly and over – can be scheduled over the course of one or two years (its likely that you will want to edit your templates during this time though)
Make note in your diary when tests are due to be re-scheduled
Check in to the Work In Progress page to see your scheduled tests every day
Check the 3rd and 4the level of the Grid on the Tests and Schedules page regularly to see schedules and when they are due to expire
The Hand Held Device should be checked very regularly for Test Imminence Alerts

Stage 7 Expected Outcomes

Overall outcome of the training exercise is to have fully optimised Test Templates for future longer term scheduling.
Knowledge on the Manage and Schedule page and how it works
Knowledge on how to manage Test Templates including:
Editing the different fields in the pop ups
Turning on or off equipment, questions and locations
Optimising the order of location and equipment by clicking and dragging the items in the list
How to Schedule tests
Knowledge of scheduling best practise
Longer term scheduling of optimised tests

Stage 8

Rectification Management
Training on Rectifications can be started as soon as the tests are started in week 3. There will be a legacy of rectifications from the training on the Hand Held in weeks 1 and 2 also. These can be used to train yourself on their management. Rectifications can be started at the hand held device or at the Website.
Rectifications at the Hand Held Device
Permission needs to be given to a User for them to be able to start them at the Hand Held. Give a User permission to start Rectifications at the Hand Held

You can see how to start rectifications in the below link. (point 14 – image)
How to start a rectification at the Hand Held

Managing Rectifications at the website
Rectifications can be managed in two places in the Website – The Rectifications page and the Rectifications Dashboard. Click the below link to read more and follow the links in the ‘Inside This Section’ box at the end: anaging Rectifications Note that every time you assign, add a reply or close a rectification, an email alert is sent out to everyone in the list that is set up to do so (stage 3)
Assigning Rectifications started from the Hand Held Device
If you start a rectification at the Website, you will assign it at that point. If you start a Rectification at the Hand Held device, it will be unassigned. You can assign it to an individual User in two places, one the Assign Rectifications page and the other at the Dashboard. Assigning Rectifications – Assign rectifications Page Assigning Rectifications – Rectifications Dashboard

Assigning a Rectification will email everyone who is set up to receive Rectification emails (Stage 3) telling them it is assigned.

Export and Print Rectification Reports
Reports on Rectifications are accessed from the Rectifications Page and the Rectifications Dashboard Page. Rectification Reports
Stage 8 Expected Outcomes

Understand that Rectifications can be started at the Hand Held Device and at the Website
All Rectifications are forward managed at the Website
How to give permission to a User to be able to start Rectifications at the Hand Held
How to manage Rectifications from the areas in the Website
How to assign Rectifications when they are started from the Hand held
How to close a Rectification once the job is complete
How to export and print a Rectification report

Stage 9

Reports and Dashboards
These areas of the system are where you can get the data back in a readable format and export them to other software systems for printing etc. The Dashboards are designed to be Real Time and feed back information that is easy to read, live on you computer screen. These too can be exported and printed if required.
Reports (General)
A report is an exportable summary of data in the database, presented in a manner that can be sent to other software to view or perform further analysis. All of this is made simple by using a few clicks. Reports can be produced from multiple place in the System. You can report on

Audits (covered in stage 10)
Rectifications (Covered in stage 8)
Equipment Reports (This section)
Printing Dashboard (This Section)

Equipment Reports
Reports on tests can be obtained from the Inspections Reports page found under Manage and Schedule. Follow the link to land on the page that will introduce you to inspections reports and then follow the links in ‘Inside This Section’ to read how to manage them and export them. Equipment Inspection Reports
Dashboards
The system comes with 4 real time dashboards. 3 of which will operate automatically from the initial set up and performing and Syncing tests. The KPI Dashboard requires further setting up. They all exist under Dashboards. Dashboards
The Pool Testing Dashboard
As soon as pool tests are being performed (probably week 3) this dashboard will update automatically. It is designed to give a real time visual aid and feedback on the state of the Pools in a site. In terms of permissions, visibility of this is given to just about everyone. See here in how to use it: The daily pool test dashboard

See how to print it here:
Print the Daily pool water dashboard

The Pool Water Report
In the same way as the Pool Testing Dashboard, this report will update automatically. It is designed to examine performance in each question asked about the pools over a determinable period of time. See how to use and print it here: The pool water report
The Rectification Dashboard
This has been covered in Stage 9. It updates automatically when faults are synchronised from the Hand Held. It is designed to give Users easy access to everything that is faulty in their site so that they can decide weather to start a full scale Rectification on it (requires engineers) or not. Refresh your memory here: The Rectifications Dashboard
The KPI Dashboard
The KPI (Key Performance Indicator) dashboard is the only dashboard that needs configured and further set up. What the KPI dashboard examines is configurable, depending on what you want to measure. This is normally decided at top level within the business. A further consultancy is usually required post installation to decide what is to be measured. Once it is set up the KPI Dashboard is fully automated. It is designed to give real time information on performance standards in Equipment testing and Rectifications. KPI’s can be set in each dashlet to measure actual performance against corporate expectations. Read here on the different Dashlets available:

The ‘Number’ dashlet The ‘Hi/Low KPI and Gauge 1 dashlets The ‘Hi/Mid/Low and Gauge 2’ dashlets

Now see here on how to set a new Dashboard up Set up a new KPI dashboard Now see here on how to view your KPI Dashboard View the KPI Dashboard Now see here on how to print your KPI Dashboard Print your KPI dashboard

Stage 9 Expected Outcomes

Understand where to find the Equipment Reports in the system
Understand how to find the report you are looking for via the Filter button
Understand how to manage reports
Understand how to Export reports to multiple formats
Knowledge on the Dashboards and where to find them
The system comes with 3 dashboards that are completely automated from the outset. the KPI dashboard needs furhter configuration
Knowledge on how to manage the
Pool testing Dashboard
Pool water report
Rectifications dashboard
Knowledge on the KPI Dashboard dashlets
How to Set up your own dashboard
How to view your dashboard
How to print all dashboards

Stage 10

Audits and Checklists
The system comes with 3 pre-configured Audits from Quality Leisure Management.

QLM Leisuresafe
QLM Viewpoint CSE (Customer Service Excellence)
Health and Safety Paperwork Checklist
The QLM audits are set up per site prior to installation. They just need edited to suit the site (covered in Stage 7 – Editing a Test Template) and then Scheduled for the right person and you need to decide who this is.

Schedule
See here on how to schedule a Audit Scheduling Audits and Checklists The above also applies to checklists.
Create a new Audit or Checklist
Checklists are not equipment inspections. They are simple lists that may need to be checked off with questions such as ‘was the Float put back in the safe’ or ‘Is the Duty Officer’s diary filled in?’ The system does not come with any checklists as each site is different, however they can be created. New Audits can be created in the same way. See here: Creating new Audits and Checklists
Managing Audits and Checklists
Once they have been scheduled, you need to complete them online at the Work In Progress page, NOT at the Hand Held. See here on how to start it: How to start an Audit or Checklist once they have been scheduled Click here on how to complete it: How to complete an Audit or Checklist once they have been started Click here on how to look at completed audits: How to view completed Audits or Checklists
Producing Reports on Audits and Checklists
Click here on how to produce reports on your Audits or Checklists: How to Report on Audits or Checklists
Stage 10 Expected Outcomes

Understanding of the pre-built Audits the system comes with
How to adapt the QLM audit Template to be specific to the Site
Understanding that new Audits and checklists can be created and how to do that
How to schedule an Audit and a checklist
How to complete an Audit and a checklist
How to report on Audits and checklists

Post Training Review

Staff
Ensure that staff at the various levels in the business are competent on the relevant expected outcomes under each stage. Go through te expected outcomes with them to check this is correct. Ensure that they are aware of what is expected of them in terms of the use of the system Ensure that all staff are aware of how to get support over and above the integrated Help Centre
Support
Post the 4 week system integration, all support over and above the Integrated Help Centre will transfer to Fidelity CRM Ltd. How to contact them is on every page of the LeisureShield Website.