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Kibog Customer Portal User Guide

1.Introduction #

Kibog is an integrated Asset Monitoring and Management platform that includes Asset Monitoring, Maintenance & Work Order Management, and Asset Inventory Management functionalities.

Field Services organizations that use Kibog have the ability to allow their customers to create work orders and monitor status of these work orders through a portal called Customer Portal.

When a user account is created, the user receives login details via email. This allows the user to log on to the Customer Portal and use its functioalities.

2.Logging on to the Customer Portal #

Login occurs through the site of the organization that has provided you access to the Customer Portal and the Link/URL format is as follows: https://app.kibog.com/SiteId, where SiteId is the unique name of the site. If you don’t know your site ID, please contact the person that gave you access.

In the login page shown above;

  1. Forgot Password link allows a user to reset their password
  2. Need Assistance link provides users with a window to report any system related issues

3.Changing user password #

Users have 2 options to change their password. At the login screen, the user is presented with a password reset link, in case they forgot their password and are unable to remember it.

The other option is within their personal profile section within Kibog. The screenshot below shows the password reset screen and the steps.

Step 1: Click on your name on the top right corner and select Profile

Ste 2: On the profile page, click on the Change Password tab

Step 3: On the Change Password page, enter your current password and the new password and then click save

5.Creating a Work Order #

When a user clicks on the Create button, the below screen is presented for them to enter the new Work Order details.

Note: Items with a red * are mandatory, others are optional

  1. Title: Provide the title of the work to be done
  2. Description and Scope: Document details of the problem and scope if any
  3. Customer: This should list the users company and is not editable
  4. Job Location: Select the location where the work needs to be performed
  5. Customer Work Order Number: Document the customer’s work order if available
  6. Maintenance Type: Select the type of maintenance required. E.g. Annual Maintenance, Repair, etc.
  7. Priority: Select the priority, definition, if available, will show up beside the box to provide guidance
  8. Asset: Select the asset (if listed on the system) against which the work is to be performed
  9. Project Manager: Select the project manager from the list
  10. Before Picture: Upload any pictures that would help the project manager and technician understand the issue better
  11. Document Upload: Upload any documents available that could help the project manager and technician understand the situation better
  12. Expected Completion Date: Provide an expected completion date. This date could be changed by the project manager after reviewing the work request

6.Work Order Details #

When a user clicks on a WO to see the details, they are presented with the below screen.

  1. This view provides details of the work order
  2. Project Manager: Lists the name of the Project Manager and is normally read-only. In some cases, some of the work order may be re-assigned to the customer and in such instances, the Project Manager field is editable so that the assigned project manager or the manager of the location can re-assign it to someone else within the customer’s organization
  3. Actual Completion Date & Time: Usually a read-only field that provides the creator of the work order and the manager of the location visibility into when the work order was completed. In the sample above, the field is editable and is only available to the project manager or the manager of the location to update when the work order is re-assigned to the customer
  4. WorkOrder Status: Usually a read-only field that provides the creator of the work order and the manager of the location visibility into the status. In the sample above, the field is editable and is only available to the project manager or the manager of the location to update when the work order is re-assigned to the customer
  5. Before Image: In this section, the work order creator and the manager of the location can upload images of the situation to help the project manager and technician in troubleshooting and addressing the issue
  6. Document: In this section, the work order creator and the manager of the location can upload images of the situation to help the project manager and technician in troubleshooting and addressing the issue

7.Searching and sorting work orders #

Users have the ability to search and sort for work orders, when needed.

#1 – Sorting: Users can click on the arrow to the right of the column header to sort the work orders by that column

#2 – Searching: Users can type in the global search box for any term and if that term is on the screen, it will show up. As an example, user can type in “123 ABC Street” to search for all work orders related to location 123 ABC Street. This is a global search/filter and user have the flexibility to search for any relevant term. Some additional ways this global search can be used is to search by work order number, search by priority, task type, status, etc.

See the screenshot below that highlights how work orders can be searched and sorted.

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