CMMS, Property & Building Management Software FAQs

What is Snapfix?

Snapfix is ….

A task management solution that makes it easy for you to manage your tasks and keeps you and your team highly organised and efficient. It is perfect for buildings, infrastructure and equipment.
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You just need to be able to take a photo. Everyone loves it because it's so flexible and simple!

What is Snapfix commonly used for?

Whether your vertical is retail, hospitality, property management or industrial, Snapfix adjusts to your needs. Features allow for issue and task management, asset tracking, scheduled checklist driven work, and much more.

On what platforms is Snapfix available?

Snapfix is available on desktop via the browser (web.snapfix.io) and downloadable in the Apple Store for Apple devices or via the Android Play Store for Android enabled devices.

What are the minimum phone requirements for Snapfix?

Snapfix is available on both Apple and Android phones/tablets. There are thousands of models in the market, and we aim to support the majority of those. For the best performance, we recommend phone models that are not older than 5 years.

Getting started

How do I sign-up to Snapfix?

1 - Download the app in the Apple or Play store or navigate to web.snapfix.io.
2 - Follow the steps to create your starting groups and create a Snapfix account.

Verifying phone and email

For security reasons, we ask you to verify your mobile phone number and email address.

1 - Log into your Snapfix account.
2 - In the sidebar menu, go to Profile settings by tapping/clicking on your profile icon.
3 - Tap/click on the Verify link.
4 - Phone verification code will be sent as an SMS. Email verification code will arrive in your inbox (make sure to check your Spam or Junk folder if you don’t see it).

I did not receive my verification email

Please ensure to check your Spam or Junk folder as the email can occasionally end up there. If it is not there, please verify the email address is correct and request a resend through your profile page which can be found in the sidebar menu.

How do I reset my account password?

1 - On the login screen, tap/click the Reset Password link
2 - Enter your email or phone number that you used with your Snapfix account
3 - A temporary password will be sent to you
4 - Upon login, you’ll be prompted to update the password

I have been invited by someone, what do I do now?

When another user invites you to Snapfix with an email address, you’ll receive an email with instructions on how to download Snafix and which email address and temporary password to use.

How do I complete my profile?

1 - Log into your Snapfix account
2 - In the sidebar menu, go to Profile settings by tapping/clicking on your profile icon
3 - Ensure to complete your email and phone number and go through the verification process
4- Upload a profile picture to show to other users.

Managing tasks

What is a Task?

A task is the piece of work that you are tracking to completion. This could be a reported issue, a checklist to go through or a set of operating procedures. A task can be moved between the three colour status options in order to track progress. Within a task, you can communicate with your colleagues using the messages tab. A task can be associated with Tags for easy reference or findability.

How do I add a task to Snapfix?

1 - Select the group you want to associate the new task with.
2 - Tap/click the + button to start a new task.
3 - Select what media you’d like to associate with the task. The default is taking a photo with the camera. Other options are a written note, gallery upload or a 15 second video.
4 - Complete the task name.
5 - Submit the task and it will show in the red colour status section within the group.

How do I share a task with other users?

1 - Open the task
2 - On the Messages tab, tap/click the [+] icon
3 - Tap/click the User icon
4 - Select all users you’d like to share the task with and hit OK

How do I ‘tag’ a task, and what type of tags are available?

1 - Open the task
2 - On the Messages tab, tap/click the [+] icon
3 - Tap/click the Location (ex. Rooms), Asset (ex. Equipment) or general Tag (ex. Electrical, plumbing, Health&Safety, Quality, Compliance etc.) icon to open the selection options
4 - Select all tags you’d like to add to the task and hit OK
NOTE: it is possible to customize the Tag name and individual tags so it is possible your names are different.

What are the benefits of tagging a task?

Tagging a task allows you to search for it at a later date. For example “Show me all tasks in Room 21” or “Show me all tasks that are related to Health and Safety”.

How do I change the colour state or priority of a task?

Colour state
1 - Open the task
2 - Tap/click on the desired colour state in the traffic light
3 - You’ll see that the selected colour has changed from an outline to a full circle

Priority
1 - Open the task
2 - Tap/click on the Priority flag next to the traffic light to set the task as a priority
3 - Tap/click again to remove the priority flag

How do I search for a task?

1 - Open the group in which you would like to search for the task
2 - Tap/click the Magnifying glass to open the search bar
3 - Enter your search query. As you type, only tasks relevant to your query will show across the three colour states.

How do I filter tasks?

1 - Open the group in which you would like to set the filter
2 - Tap/click the Filter icon on the bottom left to show all filter options: Tags (Location, Asset, Tags), Users and Dates.
3 - Set your desired filter
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To reset your filter, tap the Filter icon again and then ‘Clear All Filters’

How do I create a “planned” task?

Any task can be planned to appear Daily, Weekly, Monthly or at any specific Date in the future.

1 - Open the task you’d like to schedule (if you don’t have one, you’d need to create one first)
2 - Ensure it has one or more users associated with it
3 - Choose the repeat setting and start and end dates and hit OK
4 - The task will appear on the appropriate dates, to the associated users.

How do I archive, view archived tasks and un-archive a task?

NOTE: Only Admins can archive and un-archive tasks.

1 - Select a task
2 - Tap/click the 3 dots icon (top right corner) and choose Archive.
3 - Archived tasks are stored on the cloud, but not available to view on the phone.

To view archived tasks, go to the home screen, and choose the filter icon, choose Dates, and tick the box for “Include Archived Jobs” and press OK. The archived tasks will be displayed with the letter A in the colour icon.
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To Un-Archive a job, use the filter option to find the right task, select it and tap the 3 dots icon (top right corner) and choose Unarchive.

How do I delete a task?

NOTE: Only Admins can delete tasks.

1 - Select a task
2 - Tap/click the 3 dots icon (top right corner) and choose Delete.
NOTE: Tasks cannot be un-deleted.

Managing a group as an admin

What is a Group?

Groups are used to organise tasks around a topic or the type of task. User access is set at the group level.

Aligning on group purpose & status colour definitions

Each group has the possibility to include a snippet on purpose and outline the definitions of the colour status. This way, if new users start using the group, they can learn what the goal of the group is and how to interpret the colour status.

How do I add new users to a group?

Group admins can add users to a group

1 - On the group home screen decide which group needs additional users
2 - Tap/click the Admin gear icon
3 - Navigate to the Users tab
4 - If a user is already associated with other groups in your Snapfix account, you can add them to the group by selecting the checkbox.
5 - For inviting completely new users, hit the + button
6 - Enter the user name and email address
7 - Set role: default role is a user, but you can upgrade a user to admin.
8 - Hit Save
9 - Repeat the above steps for any additional new users
10 - Finally, tap/click Save on the top right of the screen to commit the changes.
NOTE: for new users, an invitation email will only be sent once the final Save is done. New users can login with their email and the temporary password as mentioned in the email.

I invited a new user, what do I do now?

Once you hit Save to commit the changes to add a new user, they will receive an email with the invitation to download the app and login with their email address and the temporary password as mentioned in the email.

What is the difference between the ‘user’ and ‘admin’ role?

Users:
Can see and manage the tasks they create themselves, and the tasks that are shared with them.
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Admins:
Can see all tasks in a group and have advanced management controls like Archive and Delete. Can create & manage groups including inviting users, configuring tags , User and Tags.

How do I add or update tags?

Group admins can manage tags in a group

1 - On the group home screen decide which group needs additional users.
2 - Tap/click the Admin gear icon.
3 - Navigate to the Tags tab.
4 - Hit the pencil next to the type of tag you’d like to edit.
5 - It is possible to adjust the tag name and the tags nested underneath using the + icon to add new ones and the X to remove them. Use the CSV upload if you have a list of tags ready.
6 - Hit Done when you are ready with editing the tags.
7 - Commit changes by hitting Save in the top right of the screen.

How do I setup the electronic NFC tags?

NFC means “Near Field Communication” and in simple terms this means that you can tap your phone on a physical tag and record this as a task activity without any typing. Imagine using it within a checklist of a fire safety or security round.

NFC tag capability is something that needs to be enabled by the Snapfix team. Please contact us at info@snapfix.com for further information.

Reporting

How do I create a report or dashboard?

Task Report:
1 - When you are in a task, tap the 3 dots icon (top right corner)
2- Choose Share.
This will create a PDF report of the task, which can be saved, printed or shared (by email, WhatsApp, etc).
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‍Completed Report:
1 - When you are within a group on the Tasks home screen, tap the 3 dots icon (top right corner)
2 - Choose the Completed Report menu option.
This creates an .XLS spreadsheet with all tasks completed, by users between a date range.
The report displays daily, weekly and monthly results.
3 - Save, print or share (by email, WhatsApp, etc) the report.NOTE: You can set a filter on your tasks before generating the report to narrow down the tasks to include.
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Spreadsheet Report:
1 - When you are within a group on the Tasks home screen, tap the 3 dots icon (top right corner)
2 - Choose the Spreadsheet Report menu option.
This creates a CSV file with all tasks as a line item
3 - Save, print or share (by email, WhatsApp, etc) the report.
NOTE: You can set a filter on your tasks before generating the report to narrow down the tasks to include.

Multi Task Report:
1 - When you are within a group on the Tasks home screen, tap the 3 dots icon (top right corner)
2 - Choose the Multi Task Report menu option.
This creates a PDF file with all task details in a card format including task media.
3 - Save, print or share (by email, WhatsApp, etc) the report.
NOTE: You can set a filter on your tasks before generating the report to narrow down the tasks to include.

‍Dashboard:
1 - When you are within a group on the Tasks home screen, tap the 3 dots icon (top right corner)
2 - Choose the Dashboard menu option.
This will display the dashboard screen, with colour status summary and detailed information like tag usage for all tasks in the group.
NOTE: You can set a filter on your tasks before generating the report to narrow down the tasks to include.

What is a Snapboard and how do I use it?

Each group can power a Snapboard, which can be used to display top-level details on the task performance within a group on public screens to either your staff or customers.

Enabling a Snapboard:
1 - On the group home screen decide which group needs additional users.
2 - Tap/click the Admin gear icon.
3 - Select Create SnapboardComplete the details of your Snapboard.
Include your logo, staff photo and details, message, potentially a second screen with your uploaded content
5 - Finish by tapping/clicking on Generate Snapboard Link.
6 - Use this link in a browser to display the real-time Snapboard

Troubleshooting

I can’t log in

Use the password reset to receive a temporary password. Using your phone number is the quickest way. In case you request a new password via email, make sure to check your Spam folder as the email occasionally ends up there.

I can’t register after being invited to Snapfix

When a user invites someone else, an account is created for them. There is no need to Register for a new account. Just login with the email address that was used to invite you and the temporary password that was included in the invitation email.
NOTE: Make sure to check your Spam folder as the email occasionally ends up there.

The camera is not working?

When installing the app or when opening the camera for the first time, your device will request access to the camera in order to take pictures. If the camera is not working, most likely the permission is not set.
To fix, uninstall the app and reinstall it and then allow the camera access in order to take pictures.

The group I was invited to is not showing

This can occasionally happen. On the Groups home screen, open the sidebar and hit ‘Reload’. The new group should now show.

What is Snapfix?

Getting started

Managing tasks

Managing a group as an admin

Reporting

Troubleshooting

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