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Organising Employees

Jordan Millar Updated by Jordan Millar

ChekRite only keeps minimal information on employees and is not designed replace any HR or other personnel system. At a minimum we need name and log-in credentials to be entered for your employees to use the system. However, there are reasons why you might want to enter more information than the bare minimum.

It is important to understand what you might want to do in the future with ChekRite when it comes to Employees so you can enter all the information you might need upfront. It should be noted that ChekRite staff can bulk upload/update employee records for you if you provide us with the data in the correct format.


Whilst only minimal information is required, here are some of the things that you might want to do in the future with ChekRite that you will need to think about upfront.

Notifying Employees

If you would like employees to receive email or text notifications of the inspections they have submitted, then you will need to enter an email and mobile phone number in their profile. Under the Notifications sub-system, one of the options is to Notify submitter. If this is selected, then the email/mobile phone used on the employees profile will be used to send them the notification that you choose. If you think that this is something you might want to do, then you should make email and mobile phone number part of the data you capture on employees.

Department & Position

Mostly the Department and Position fields are informational and don't necessarily need to be entered. However, there are extra things you can do if they are entered.

You can use these fields in both the Notification rules and actions. For example, you might want to say: if the employee is from the service department, then send the inspection to the service department manager. But, if they are from the operations department, then send the inspection to the operations department manager. To do this sort of notification, you will need to know what department the employee is in. The same sort of rule could be made with position.

You can also use these fields to limit the information that is displayed in the Employee Extra Info response. It is possible to create an Extra Info that will present a list of employees for users to select. As an example, you might want to ask, "Who else was with you during this task?". Using the Employee Extra Info response will let them select from the list of all employees. But what if you wanted to say, "Who was the supervisor on duty today?". In this case, you would only want to show the list of supervisors not all employees. When you set up the Employee Extra Info, you can filter which employees can be selected by department and/or position. In this case, you would need to ensure that this information is entered when the employee is set up.

Employee Groups

Employee Groups at the moment are used in both Schedules and Issues, but they will start to have a wider impact in the system as we release new functionality in the future.

What is an Employee Group

Don't think of an Employee Group as a department like Service or Operations. You should think of it more like a skill set. You can be a member of more than one group. For example, say your company has forklifts and light vehicles. Now most people can drive a light vehicle with their normal car licence, but driving a forklift requires a special licence. In this case, you might create two Employee Groups for Light Vehicle Licensed and Forklift Licensed. Then someone who had both licences would be able to complete tasks for both, but someone who only had a Light Vehicle licence would not see the tasks relating to Forklifts.


When you schedule a task you assign it either tpo an individual employee or an employee group. Most of the time you will want to assign to an employee group because if you assign to an individual and they are away that day, then nobody else can complete that task. However, if you assign it to an employee group, anyone who is a member of that group will be able to complete the task.


Issues can also be assigned to an individual or employee group. As with Schedules, you would normally assign this to a group rather than individual so that any member of the group can update that issue.

Planning your Employee Groups

Employee Groups aren't just for reporting but are a way of automating parts of the system so that the right people are getting the right information and not being inundated with information that they don't care about or is not in their scope of work.

When planning what your employee groups are you need to think about a number of things such as:

  • Will you be using schedules to schedule tasks for your employees or will they just be undertaking ad hoc inspections?
  • Do we want to separate different inspections by different employee skill sets? i.e. should everyone be able to inspect a bulldozer or only people who have the qualification to operate one?
  • When it comes to resolving issues, do you have different groups of people that might be capable of resolving an issue and other groups that are not and so shouldn't be allocated that issue?

If you are unsure what employee groups you might need for your business feel free to reach out to us here at ChekRite and we will be more than happy to work with you to help define them.

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