Every report from the field needs someone to act on it: dispatch, maintenance, sales or customer service. Without a plan, tags grow into one long list, reporters pick whatever is closest, and the office forwards reports by hand. These recommendations come from how Venzeo™ customers in waste collection, skip hire and greenery maintenance set up their accounts.
Ask one question per category
Reporters answer each category like a question: what work was done, which object, what went wrong. One question per category keeps the list short in the mobile app and makes every answer filterable. Set a minimum of one tag for the questions every report must answer. See Grouping tags into categories.
Example: a waste company has one category per object, such as Waste, Waste Bin and Collection Point, with tags for what is wrong. A report then reads “Waste Bin – Overloaded”.
Turn repeated notes into tags
When reporters type the same note again and again, make it a tag. A tag takes one tap and can be filtered; a typed note cannot. See Adding and editing tags (types) for reports.
Example: the drivers of a skip-hire company used to type billing details into notes. Now they pick the distance band, the number of lifts and the disposal site from tags, and accounting no longer has to ask them.
Give each team a tag that means “act now”
A team reacts fastest when one tag tells them that the report is theirs. Name the tag after the action, and send an email alert on it to the team that acts. See Activating an email alert notification.
Alert only on the tags that need action. A report with two alerted tags sends two emails, one for each tag.
Example: a city-owned waste company sends its maintenance team instant photo notifications, so parts and tools can be ordered as soon as a problem is reported.
Give each team its own login and filters
Sales, customer service and maintenance use the same reports for different work. Give each manager a web login, see Adding a new user. Then save a filter for each team’s tags, so nobody has to search through the rest, see Filtering reports.
Example: a regional waste company gives each manager a login with filters for their own work. Its crews no longer send photos to chat groups, where cases got lost.
Use statuses for progress, tags for content
A tag says what the report shows and rarely changes. A status follows the work: who has the report now and what is left to do. See Tracking report progress with statuses.
Example: a skip-hire company bills only from reports its office has approved, so its statuses run from checked to invoiced.
Example setup
A skip-hire company records every job with these six categories:
| Category | Tags |
|---|---|
| Container activity | Delivery, Pickup, Exchange, Relocation, Material delivery |
| Skip type | Skip size; open, lockable lid or door; customer’s own container |
| Access and exceptions | Vehicle blocked loading; wasted trip, customer’s fault; overfilled, could not be covered; overloaded, could not be hauled |
| Waste type | Mixed builders’ waste, hardcore, wood, plasterboard, soil and stones, bulky waste |
| Billing data | Disposal site; number of lifts; distance band |
| Internal | Possible insurance fraud, Other |
The drivers pick tags instead of writing notes, and the office filters reports by any of these categories.