Access: City Regulators
Overview: The basics on creating, managing and searching for establishments.
Topics:
Video Overview
Creating an Establishment
Navigate to the ‘Establishments’ tab on the navigation bar and select the green Create establishment box. Complete the details within the form and click Save.
Note: Establishment types are customizable in settings - check out the knowledge base article Organization Defaults for help with this.
Establishment Compliance
Since August 2021, Establishment service frequency is for record keeping only and does not determine compliance status. Instead, the compliance status will be calculated by Grease Control Device pump out compliance.
Establishments with more than one Grease Control Device (GCD) has compliance calculated based on the least compliant GCD associated with that establishment. This means establishments that share GCDs all update based on GCD compliance!
Definitions of the updated compliance statuses can be found below:
No Devices (New!) | No GCDs are attached to the establishment. |
Never Pumped | All GCDs attached to the establishment are listed as "Never Pumped". |
Compliant | All GCDs attached to the establishment have a GCD pump out compliance status of "Compliant" OR one is "compliant" and the rest are "Never Pumped". |
Overdue | One or more GCDs are "Overdue" and the rest are "Compliant" or "Never Pumped". |
Non Compliant | One or more GCDs are not compliant, and the rest are "Overdue, "Compliant", or "Never Pumped". |
In the Establishment profile the 'Pumped on' date will take the most recent pump out date for any GCD attached to that establishment. The 'Next pump out' date will take the next upcoming date for any GCD attached to the establishment. Be aware of this if an establishment has multiple GCDs with different frequencies.
Editing an Establishment
You can edit an establishment’s information from the establishment information page. First, click Actions beside the establishment name and then select Edit from within the dropdown menu.
From there you'll be taken to the form to update any field. Once the desired changes are complete, click Save.
Note: All email addresses should be added as Contacts in order to send notifications. Details entered within this window are for reference only.
Linking Service Providers to an Establishment
Find and click on the establishment that needs a new service provider. Under Actions, select Edit.
Find the field labeled 'Provider' and begin typing the name of the service provider that you would like to link to this establishment. Once it appears in the dropdown menu, select that provider and click the green save button at the bottom to save the provider.
(Note: if they are a self-cleaner, just search "self" and select self-cleaner)
The selected provider will now appear on the establishment's page, and on their online profile.
Note: If a provider is already listed and needs to be removed, simply click on the provider to select it and hit the backspace or delete key on your keyboard.
Searching for an Establishment
See all establishments by selecting ‘Establishments’ on the navigation bar.
Search for specific establishments by typing the name or address in the ‘Search’ box, and hit the Enter key to return your search.
Filtering Establishments
You can filter establishments using default or custom filters.
Default Filters
Visibility | Select from drop down to filter by open or closed establishments |
Tags | Click to view available tags, or begin typing the tag you would like to filter by. More than one may be selected. |
Compliance | Select the compliance status of establishments from the dropdown. More than one may be selected. |
Type | Select the type of establishments to display. More than one may be selected. |
Providers | Click to view available providers, or begin typing the provider you would like to filter by. More than one may be selected. |
Scheduled inspections | Select from drop down to filter by establishments with or without scheduled inspections. |
Inspector | Select from drop down to filter by a specific assigned inspector. |
Date created | Select from drop down to filter by when establishments were created. |
Inspected date range | Select from drop down to filter by when an inspection was performed. |
Last inspection date | Select from drop down to filter by when the last inspection was performed. |
Custom Filters
You can also filter by any custom establishment property. To do this, in the filter menu, select Add custom filter and choose Add filter by custom property. Select the establishment property you wish to filter by from the pop-up menu.
There are three different filter options for custom property filters:
i) filter establishments by if the selected establishment property value is known
ii) filter establishments by if the selected establishment property value is unknown
iii) filter establishments that match an inputted value for the selected establishment property
Select your option and click the green Add button.
You will see the filter listed at the bottom of the search form. Apply any other filters you wish and then select Apply.
Closing and Reopening an Establishment
Establishments can be marked as 'Closed' as an alternative option to permanently deleting them. Closed establishments can be reopened.
You can close an establishment from the establishment information page. First, click Actions beside the establishment name and then select Mark as closed from the dropdown menu. You'll be asked to confirm this action.
An establishment that has been closed can be reopened. First, click Actions beside the establishment name and then select Open from the dropdown menu.
Closed establishments will not show up in standard searches for establishments unless specified. To search among closed establishments, navigate to the 'Establishments' tab, click the funnel icon to open the filter menu and switch the visibility from Open to Closed.
Deleting an Establishment
You can delete an establishment from the establishment information page. First, click Actions beside the establishment name and then select Delete from the dropdown menu. You'll be asked to confirm this action, and remember that deleting an establishment is final.
