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Kibog Configuration Guide

1.Introduction #

Configuring Kibog requires the Administrator (Site Administrator) to manage three core elements:

Lists: Manage the various lists and drop downs that make it easy for the users to complete their activities on Kibog, while maintaining standards for compliance and analytics purposes.

Tools:Various tools available to setup Kibog and manage integrations with other solutions and services.

Company: This is where the business level setup occurs including user and group setup, business rules for setting up preventative maintenance schedules, applicable tax rates and terms and conditions.

In order to manage these core elements, a user needs to have access to them. These access rights are controlled via User & Groups with the Company settings.

The system can be configured by clicking on the gears and selecting the applicable section.

2.Configuring Lists #

In this section, the Site Admin is able to configure the various lists. Some of the lists that can be configured here include:

  • Location Types: List the type of locations associated with the company and its customers. Examples of location types could include Industrial, Retail, Commercial, Institutional, Residential, etc.
  • Parts Type: Allows you to track the common types of parts that you deal with when performing maintenance on an asset or executing a work order. Some examples of parts types include lock, light bulb, etc.
  • Materials Type: Allows you to track the common types of materials that you deal with when performing maintenance on an asset or executing a work order. Some examples of materials types include paint, concrete, wood, etc.
  • Warranty Types: Related to assets, allows one to track the type of warranty. e.g. 1 year or lifetime.
  • Expense Types: Can be used to track expense breakdown such as meal or mileage. This is associated with the cost of delivering a service.
  • Tasks Types: These are the type of maintenance tasks/services performed by a technician or trades person. Examples include plumbing, handyman, etc.
  • Maintenance Types: Used to track the type of maintenance being performed. Samples include Annual Maintenance, Routine, Break-fix, Emergency, etc.
  • Default Priority: List the priority levels associated with a work order. Examples could include Priority 1, Priority 2, etc.
  • Work Order Status: Used to capture the status of the work order. Examples include Open, in-Progress, Completed, Closed, etc.
  • Task Status: This is the status of the task being performed to fulfill the requirement of the work order. Examples include Open, in-Progress, Completed, etc. A work order could have 1 or more task and each task could have a separate status.
  • Document Types: Kibog allows you to upload documents related to the work order. This list makes it easy for users to select the type of document being uploaded and tag it appropriately. Examples include Supplier Invoice, Test Report, Completion Certificate, etc.
  • 3rd Party Verifiers: This is a list of 3rd party verifiers that vet suppliers or trades persons, perform background checks, vets their insurance and license documents etc.
  • Trade Associations: List of industry associations. Used on a supplier profile page to identify associations that the supplier is part of. Examples include IFMA for facility management and services providers
  • Trade Categories: Used in the profile page and for searching tradesperson or technician with a particular skill set. Examples include electrician, plumbing, etc.
  • Work Order Categories: Used to tag a work order into a particular category. Provided as an open option and organizations can use it in ways appropriate to their business.
  • Network Name: A network is an organizational grouping of one or more sensors, trackers and gateways. Sensors/trackers communicate through their gateway or directly to your sensor network. Sensors/trackers added to a network will be able to communicate through any of the gateways that are assigned to the same network. An organization can have 1 or more network of sensors, trackers, gateways and related devices.

3.Tools #

The Tools section provides users with the ability to manage how their instance of Kibog is displayed, provides ability to add custom attributes to asset types and manage integration with 3rd party solutions. Each of these areas have been described in more details below.

3.1.Site Settings #

Site Settings is where you setup your company profile, subscription level and assign internal Site Administrators (Site Admins) that know your company;s configuration in-and-out and also act as the first point of support before reaching out to Kibog’s support team.

These functionalities are grouped into three tabs, each one has been explained in detail below. Company profile is the default tab that users are taken to when they click on Site Settings.

Company Profile

The company profile allows users to enter company related information. This data is used for various purposes such as to identify the company, used by Kibog in invoices for service consumed, used in purchase orders to suppliers and in quotes sent to customers.

Below is a list of data being captured.

  • Company Name: Name of the company. Usually entered during the registration process and cannot be edited by user.
  • Logo: Company logo. Used in purchase orders and quotes and other company related documents.
  • Site ID: Unique name of your section of Kibog. Kibog is a multi-tenant software used by many different companies. The Site ID differentiates the various companies or sites (tenants). Every company will have its own and unique Site Id.
  • Site URL: Your unique link to access your section of Kibog. Usually in the format of https://app.kibog.com/SiteId
  • Website: Company’s website.
  • Address 1: Company’s house number and street address.
  • Address 2: Unit number where applicable.
  • ZIP or Postal Code: Postal code of the company’s address.
  • City: City the company is located in.
  • State/ Province: State/Province the company is located in.
  • Country: Country where this company is based out of
  • Time Zone: Timezone of the company location
  • Phone: Phone Number
  • Primary Contact: Name of the primary contact for this company. Any communication between company and Kibog will be addressed to this person. Also, this is the person that will receive invoices from Kibog.
  • Primary Contact Email: Email address of primary contact.
  • Primary Contact Mobile: Mobile phone of the primary contact.
  • Primary Contact Phone: Main/desk phone of the primary contact.
  • Secondary Contact: Secondary contact in case the primary contact is unavailable.
  • Secondary Contact Email: Email address of the secondary contact.
  • Secondary Contact Mobile: Mobile number of the secondary contact.
  • Secondary Contact Phone: Main/desk phone number of secondary contact.
  • Accounts Payable Email: Email address of the accounts payable group. Used by Kibog to send copies of invoices to this group and also follow-up on payments. Also, this is the email that will be included in the purchase orders to suppliers so that they have visibility to payable.
  • Accounts Receivable Email: This email address will be included in quotes going to customers so that they have visibility to potential receivables.
  • PO Tracking Email: Usually an order desk type of a function that tracks all work being outsourced so their delivery can be managed.
  • Quote Tracking Email: Usually an order desk type of a function that tracks all quote that have been sent to prospects so that the delivery can be scheduled and managed appropriately.
  • Registration Date: Date the company was setup on Kibog. This date cannot be changed.
  • Do you perform work for your own company? Used to track if a company performs services for its own internal tasks and projects?  Selecting this will setup the company as a Customer.
  • Do you have in-house technicians? Used to track if a company is self performing or not. Selecting this will setup the company as a Supplier.

 

User Contacts

In user contacts, you enable Kibog’s self-serve support functionality. Here, you setup the message that your users see on your specific login page. Also it is here that you can specify who gets any user  messages that is sent via the Need Assistance? link on your login page.

 

Subscriptions

In the subscriptions tab, a user with appropriate access can manage the functionalities within Kibog they subscribe to. Changing the subscription level could have financial implications.

3.2.Assets #

In this section, a user with appropriate access rights can create an asset type, e.g. air conditioner, laptop, etc. so that it is available for users to register and manage that type of asset.

This section also provides the ability to add custom fields to assets, where needed. E.g. there may be an asset type for which the company needs to track the height, width and weight of the asset. In such a case, a Site Administrator could add these additional fields as custom attributes only for that particular asset type, without impacting other asset type.

3.3.Parser Emails #

This section is meant to provide a listing of all emails from 360facility.net and BGIS (RealSuite) that were ingested by Kibog and for which work orders were auto generated. All companies that have subscribed to this functionality are given a unique email address, SiteID@kibog.com, where they can forward new work request emails to. Kibog reviews these emails and reads any new work request, based on a pre-determined format, and auto-generates a work order within Kibog. 

This saves the company tremendous amount of effort related to manually creating such work orders.

All emails for which a work order was auto generated is listed in this section for future reference.

3.4.Connections #

In this section, users can manage their integrations to 3rd party systems. Depending on the integration type, users will have to provide API or Webhook or other related details through which Kibog and the 3rd party systems can facilitate 2 way communication.

4.Company Setup #

4.1.Business Rules #

In Business Rules section, user with appropriate access rights can define system level business rules such as;

  • Generate Work Order Value: This is the starting work order number. Usually setup at time of initial implementation but, could be updated when external work orders are imported and you need to retain the numbering scheme of the newly loaded work orders.
  • Generate Purchase Order Value: Similar to the work order starting sequence number, this setting allows you to set the starting purchase order number value.
  • Generate Quote Value: Similar to the work order starting sequence number, this setting allows you to set the starting quote number value.
  • Scheduling Maintenance Work Orders: In this setting, you can specify how many days in advance a regularly scheduled maintenance work order should be generated. This works hand-in-hand with the setting (at the asset level) that specifies auto generation of work orders for assets at a specific interval (annual maintenance or quarterly maintenance, etc.)

4.2.Users & Groups #

Probably one of the most important setting on the system as this influences what a user can or cannot see/do. Kibog has been designed with a Role Based Access Control (RBAC) model, where access rights are assigned to roles and users are assigned. This reduces the effort associated with assigning access rights at each individual user level and provides ability to create roles based on roles that exist within a system.

In this section, we will be using groups and roles interchangeably to mean the same thing. Users and groups can be accessed via the Manage User and Manage Users Group tabs. The have the same look and feel and provide you the ability to create and update users and groups.

There is primarily four steps involved in users and groups management.

  1. Create Groups/Roles
  2. Assign access rights to these roles
  3. Create users
  4. Assign users to roles

Each of the items have been further described below.

Create/Update Groups/Roles

On clicking Add or Edit, the below screen shows up. In this screen you can add/update the group name and description and the permissions by the various Kibog entities (e.g. Assets, Parts, Materials, etc.)

 

Assign access rights to these roles

A role can be assigned the following access rights.

Assets

  • View: Can view Assets for specific customers
  • View All: Can view all Assets
  • Update: Can update Assets for specific customers
  • Update All: Can update all Assets
  • Create: Can create new Assets

Parts

  • View: Can view parts for specific suppliers
  • View All: Can view all parts
  • Update: Can update parts for specific suppliers
  • Update All: Can update all parts
  • Create: Can create new parts

Materials

  • View: Can view materials for specific suppliers
  • View All: Can view all Materials
  • Update: Can update materials for specific suppliers
  • Update All: Can update all materials
  • Create: Can create new

Projects & Work Orders

  • View: Can view own projects and work orders only, projects and work orders where user is the Manager
  • View All: Can view all projects and work orders
  • Update: Can update own project and work orders only, assets where user is the Manager
  • Update All: Can update all projects and work orders
  • Create: Can create new projects and work orders

Customer

  • View All: Can view all customers in the system
  • Create: Can create/add a new customer in the system
  • Update All: Can update data related to all customers

Supplier

  • View All: Can view all suppliers in the system
  • Create: Can create/add a new supplier in the system
  • Update All: Can update data related to all suppliers

Reports & Dashboard

  • View All: View all reports and dashboards within the Reports and Dashboards section

Site Settings – List

  • View: View the various Site Settings Lists
  • Update: All Can update all the lists

Site Settings – Tools

  • View: View the various Site Settings tools
  • Update All: Can update the various tools

Site Settings – Company

  • View: View the various Site Settings – Company details
  • Update All: Can update the various Company details

Create users

When creating a user, standard user profile data like name, email, phone etc are required. There are 2 additional data that one should be aware of;

  1. User Type: This is used to denote a user type such as
    • Site Admin
    • Team Member
    • Customer user of the Customer portal
    • Supplier User
    • Technician (internal or external)
  2. Group: Indicates which group/role the user is a member of

Site Admins should note that the number of accounts per user type could have licensing implications. It is recommended that you consult with your account manager.

Customer Portal users are setup via the Partner -> Customer link, and generally done when a new customer contact is created.

Assign users to roles

  • To assign users to roles, you will have to open up the role/group and at the bottom on the add/update page, there is an option to add users to a Group. A user can be  member of 1 group at a time.

4.3.Tax Rates #

This section allows you to document tax rates by jurisdictions. These tax rates apply to Quotes, Purchase Orders and invoice generation.

4.4.PO Terms & Conditions #

In this section, you can define one or more Terms & Conditions (T&C) to be used in Purchase Orders. When generating a purchase order, the user is given an option to pick one of these T&C so that the appropriate T&C can be applied based on the task being performed and the supplier relationship.

4.5.Quote Terms & Conditions #

This is similar to the PO Terms & Conditions mentioned above. Only difference is that these Terms & Conditions are meant to be attached to a Quote generated from Kibog.

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