QTAG User Manual v2.0

0. Documentation map & related resources

This manual is one part of QTAG help. Use the entries below together:

• Support centre — support.html (hub)
• Help centre (FAQs) — support-help.html
• Tips — support-tips.html
• App usage — support-app-usage.html
• Standardization — support-standardization.html
• In-app Help — toolbar Help icon on Assets, Sites, Inspections, Registers, Reports, etc.; content lives in Front_End/helper/help-content.js in the repository.
• Master index (Markdown) — Help-support.md / Help&support.md at the project root lists every keyed screen, production URLs, and how to update documentation.

Production URLs use your deployed host (for example https://www.my-qtag.com/support.html).

1. Getting Started

1.1 Login and Navigation

To access QTAG, navigate to the login page and enter your credentials. Once logged in, you'll see the main dashboard with navigation options in the sidebar.

1.2 Dashboard Overview

The dashboard provides an overview of your organization's assets, recent inspections, and key metrics. Use the sidebar to navigate between different sections.

1.3 User Profile

Click on your user icon in the top-right corner to access your profile settings, change password, or view membership status.

2. Site Management

2.1 Understanding Sites

Sites in QTAG represent physical locations or facilities where your assets are located. This helps organize your assets geographically and provides better management capabilities.

2.2 Creating New Sites

To create a new site:

1. Navigate to the Sites page from the sidebar
2. Click the "Add New Site" button
3. Fill in the required information:
   • Site Name: A descriptive name for the location
   • Site Code: A unique identifier (e.g., "HQ", "BRANCH01")
   • Address: Complete physical address
   • Contact Person: Site manager or responsible person
   • Phone: Contact number for the site
   • Email: Site contact email
4. Click "Save Site" to create the site

2.3 Managing Sites

Once created, you can:

• Edit Site Details: Click the edit button to modify site information
• View Site Assets: See all assets assigned to a specific site
• Site Reports: Generate reports filtered by site
• Delete Sites: Remove sites (only if no assets are assigned)

2.4 Assigning Assets to Sites

When creating or editing assets, you can assign them to specific sites:

1. Go to the Assets page
2. Create a new asset or edit an existing one
3. In the asset form, select the appropriate site from the dropdown
4. Save the asset to complete the assignment

2.5 Site-Based Filtering

Use site filtering to:

• View assets for a specific location
• Generate site-specific reports
• Manage inspections by location
• Track compliance by site

3. Asset Management

3.1 Adding New Assets

To add a new asset:

1. Navigate to the Assets page
2. Click the "Add New Asset" button
3. Fill in the required fields:
   • QTAG Number: Unique identifier (e.g., "E001", "F002")
   • Asset Name: Descriptive name for the asset
   • Category Type: Select from available categories
   • Site: Choose the location where the asset is located
   • Frequency: Inspection frequency (Monthly, Quarterly, Yearly)
   • Manufacturer: Asset manufacturer (if applicable)
   • Model: Asset model number (if applicable)
   • Serial Number: Asset serial number (if applicable)
   • Purchase Date: When the asset was purchased
   • Purchase Price: Cost of the asset (optional)
4. Add photos and documents if needed
5. Click "Save Asset"

3.2 Editing Assets

To edit an existing asset:

1. Find the asset in the assets table
2. Click the edit button (pencil icon)
3. Make your changes to any field
4. Update photos or documents if needed
5. Click "Update Asset"

3.3 Asset Categories and Types

Assets are organized by categories and types:

• Electrical:
  • Insulation testers
  • Multimeters
  • Electrical safety equipment
  • Portable appliance testers
• Fire:
  • Fire extinguishers (various types)
  • Fire blankets
  • Fire safety equipment
  • Emergency lighting
• Ladder:
  • Step ladders
  • Extension ladders
  • Platform ladders
  • Specialty ladders
• Lifting & Rigging:
  • Chain hoists
  • Ropes and slings
  • Shackles and connectors
  • Lifting equipment

3.4 Photo and Document Management

You can attach photos and documents to assets:

• Photos: Upload images of the asset for visual identification
• Documents: Attach manuals, certificates, or other relevant documents
• File Types: Supports JPG, PNG, PDF, DOC, DOCX files
• File Size: Maximum 10MB per file

3.5 Asset Search and Filtering

Use the search and filter options to find assets:

• Search by QTAG Number: Quick lookup by unique identifier
• Filter by Category: View assets by type
• Filter by Site: See assets at specific locations
• Filter by Status: View overdue, due soon, or up-to-date assets
• Sort Options: Sort by name, date, status, or site

4. Inspection Workflow

4.1 Register Types

QTAG supports different register types for various inspection categories. Each register has specific fields and requirements:

• Electrical Register: For electrical safety equipment and testing
• Fire Register: For fire safety equipment and extinguishers
• Ladder Register: For ladder safety inspections
• Lifting & Rigging Register: For lifting equipment and rigging inspections

4.2 Accessing Inspections

To access inspection registers:

1. Navigate to the Inspections page from the sidebar
2. Select the appropriate register type from the dropdown
3. Choose the site to filter by location (optional)
4. View the register with all assets requiring inspection

4.3 Performing Inspections

To perform an inspection:

1. Find the asset in the register that needs inspection
2. Click the "Inspect" button for that asset
3. Fill in the inspection form with required details:
   • Inspection Date: Date the inspection was performed
   • Inspector Name: Name of person performing inspection
   • Result: Pass, Fail, or Conditional
   • Comments: Any notes or observations
   • Next Inspection Date: When the next inspection is due
4. Upload photos if required or desired
5. Click "Save Inspection" to record the results

4.4 Inspection Scheduling

Inspections are automatically scheduled based on frequency:

• Monthly: Inspections due every month
• Quarterly: Inspections due every 3 months
• Yearly: Inspections due annually
• Custom: Set specific intervals for special cases

4.5 Color Coding System

The system uses color coding to indicate inspection status:

• Red: Overdue inspections (past due date)
• Orange: Inspections due soon (within 7 days)
• Green: Up-to-date inspections
• Blue: Inspections scheduled for future dates

4.6 Inspection History

View complete inspection history for any asset:

• Click on an asset to view its detailed history
• See all past inspections with dates and results
• Download inspection reports for compliance purposes
• Track trends and patterns in inspection results

4.7 Failed Inspections

When an asset fails inspection:

• Mark the result as "Fail" in the inspection form
• Add detailed comments explaining the failure
• Upload photos of any damage or issues
• Set a follow-up inspection date if needed
• Consider removing the asset from service if necessary

5. Report Generation

5.1 Exporting Data

You can export asset data in multiple formats:

• Excel: For detailed analysis and editing
• PDF: For official reports and documentation
• CSV: For data import into other systems

5.2 Generating Reports

To generate reports:

1. Navigate to the Reports page
2. Select the report type you want to generate
3. Choose your filters:
   • Date Range: Select start and end dates
   • Site: Filter by specific locations
   • Category: Filter by asset type
   • Status: Filter by inspection status
4. Select the output format (Excel, PDF, CSV)
5. Click "Generate Report" to create and download

5.3 Available Report Types

QTAG provides several report types:

• Asset Register: Complete list of all assets
• Inspection Report: Inspection history and status
• Overdue Inspections: Assets requiring immediate attention
• Site Summary: Assets and inspections by location
• Compliance Report: Overall compliance status
• Maintenance Schedule: Upcoming inspection dates

5.4 Excel Templates

Download Excel templates for bulk data entry. Templates include:

• Pre-defined dropdown lists for consistency
• Data validation to prevent errors
• Sample data to guide your entries
• Formulas for automatic calculations
• Color coding for easy identification

5.5 Scheduled Reports

Set up automatic report generation:

• Schedule reports to be generated daily, weekly, or monthly
• Automatically email reports to specified recipients
• Generate compliance reports for regulatory requirements
• Create custom report schedules for different stakeholders

6. Membership & Subscriptions

6.1 Understanding Your Membership

QTAG offers different membership levels with varying features and limits:

• Basic: Essential features for small organizations
• Professional: Advanced features for growing businesses
• Enterprise: Full features for large organizations

6.2 Viewing Your Membership Status

To check your membership status:

1. Click on your user icon in the top-right corner
2. Select "Membership Status" from the dropdown
3. View your current plan, features, and usage limits
4. See your subscription renewal date

6.3 Available Modules

QTAG modules provide specialized functionality:

• Electrical Module: Electrical safety equipment management
• Fire Module: Fire safety equipment and extinguishers
• Ladder Module: Ladder safety inspections
• Lifting & Rigging Module: Lifting equipment management
• Advanced Reporting: Enhanced reporting capabilities
• Multi-Site Management: Manage multiple locations

6.4 Upgrading Your Subscription

To upgrade your subscription:

1. Go to the Modules page
2. Review available upgrade options
3. Select the plan that meets your needs
4. Complete the payment process
5. New features will be available immediately

6.5 Usage Limits and Monitoring

Monitor your usage to stay within limits:

• View current asset count vs. your limit
• Check user count and remaining slots
• Monitor storage usage for photos and documents
• Track API usage for integrations

6.6 Billing and Payments

Manage your billing information:

• Update payment methods
• View billing history and invoices
• Download receipts and tax documents
• Set up automatic payments

7. Administrative Functions

7.1 User Management

Administrators can manage user accounts, permissions, and organization settings:

• Add Users: Create new user accounts for team members
• Edit User Details: Update user information and contact details
• Set Permissions: Control what users can access and modify
• Deactivate Users: Temporarily disable user accounts
• Reset Passwords: Help users regain access to their accounts

7.2 Organization Settings

Configure organization-wide settings:

• Organization Details: Update company name, address, and contact information
• Default Settings: Set default inspection frequencies and categories
• Notification Preferences: Configure email and system notifications
• Data Retention: Set policies for data storage and archival

7.3 Site Management

Create and manage multiple sites within your organization:

• Add Sites: Create new locations for asset management
• Edit Site Information: Update site details and contact information
• Assign Site Managers: Designate responsible persons for each site
• Site-Specific Settings: Configure unique settings per location

7.4 Module Management

View and manage your subscription modules:

• Active Modules: See currently enabled features
• Available Upgrades: View additional modules you can purchase
• Usage Monitoring: Track usage against your limits
• Billing Information: Manage subscription and payment details

7.5 System Configuration

Configure system-wide settings and preferences:

• Inspection Workflows: Customize inspection processes
• Report Templates: Create custom report formats
• Integration Settings: Configure third-party integrations
• Backup and Recovery: Set up data backup procedures

8. Troubleshooting

8.1 Common Issues and Solutions

Login Problems

Issue: Cannot log in to the system

Solutions:

• Verify you're using the correct email address and password
• Check for typos in your credentials
• Try resetting your password using the "Forgot Password" link
• Clear your browser cache and cookies
• Contact your administrator if account is locked

Data Not Loading

Issue: Pages or data not loading properly

Solutions:

• Check your internet connection
• Refresh the page (Ctrl+F5 or Cmd+Shift+R)
• Clear browser cache and cookies
• Try a different browser
• Disable browser extensions temporarily

Edit Function Not Working

Issue: Cannot edit assets or inspections

Solutions:

• Ensure all required fields are filled
• Check that you have permission to edit
• Verify the asset is not locked by another user
• Try logging out and back in
• Contact support if the issue persists

File Upload Issues

Issue: Cannot upload photos or documents

Solutions:

• Check file size (must be under 10MB)
• Verify file format (JPG, PNG, PDF, DOC, DOCX)
• Ensure stable internet connection
• Try uploading one file at a time
• Check available storage space

Report Generation Problems

Issue: Reports not generating or downloading

Solutions:

• Check that you have data to report on
• Verify your date range selection
• Ensure pop-up blockers are disabled
• Try a different browser
• Check your internet connection

8.2 Browser Compatibility

QTAG works best with modern browsers. Recommended browsers:

• Chrome: Version 90 or later (recommended)
• Firefox: Version 88 or later
• Safari: Version 14 or later
• Edge: Version 90 or later

8.3 Performance Optimization

To improve system performance:

• Close unnecessary browser tabs
• Clear browser cache regularly
• Disable unnecessary browser extensions
• Ensure stable internet connection
• Use a modern, updated browser

8.4 Mobile Device Issues

When using QTAG on mobile devices:

• Use landscape orientation for better viewing
• Ensure stable internet connection
• Close other apps to free up memory
• Use the latest version of your mobile browser
• Consider using the desktop version for complex tasks

8.5 Data Recovery

If you accidentally delete data:

• Check if the data is in the system trash/recycle bin
• Contact your administrator for data recovery options
• Check if you have recent backups
• Contact support for assistance with data recovery

8.6 Getting Help

If you need additional support:

• Email: support@my-qtag.com
• Business Hours: Monday - Friday, 9:00 AM - 5:00 PM (AEST)
• Response Time: Within 24 hours during business days
• Emergency Support: Available for critical issues
• Documentation: Check this manual and other help resources

8.7 System Requirements

Minimum system requirements:

• Internet Connection: Stable broadband connection
• Browser: Modern browser with JavaScript enabled
• Screen Resolution: Minimum 1024x768 pixels
• JavaScript: Must be enabled
• Cookies: Must be enabled for proper functionality