Organise my Compliance locations with categories

Start from: The Compliance overview.

Create a category

Navigate to Chain management > Categories.

Select + Create Category.
Enter the Name of the category. Add translations for the category name in multiple languages if required.
Select Create. The category will now appear on the list.

Manage an existing category

Add a Category Item

Select a specific category from the list.
Select + New Category Item in the right panel.
Enter the Name of the category item. Add translations for the category item name in multiple languages if required.
Select Create. The category item will now appear on the list of items for that category.

Edit

Select a specific category from the list.
Select Edit Category in the right panel.
Update the Name in all available languages.
Select Edit. The category will now appear with the new name.

Delete

Select a specific category from the list.
Select Delete in the right panel.
A confirmation pop-up will appear. Select Yes, Delete to complete the removal OR Cancel to go back.

View location categories

Navigate to Chain management > Locations.
The grid displays the categories assigned to each location.

Assign or unassign categories to a location

Navigate to My Location > Business Details within the location's settings.
Select the plus (+) sign to add a category or the X to remove one.

Manage users associated with a location

Start from: The Compliance overview.

If you manage multiple locations, select a Location.
Navigate to My Location > People.

On the People page, you’ll find a grid displaying all individuals associated with the selected location. From here, you can perform the following actions:

View User Details

The grid includes the following information for each user:

Name: Displays the user's registered name.
Email: Shows the user’s registered email.
Last Login Date: Indicates the most recent login, not the last activity.
User Profile: Displays the type of profile assigned to the user.
Departments: Lists the department(s) the user is assigned to.

Filter and Search Users

Filters: By default, the grid shows Active users, but you can change the filter to display All users or Deactivated users.
Search: Use the search bar to quickly locate specific users by name or email.

Add Users

Select + Add New User.
Alternatively, create a user with similar properties to an existing one by selecting the Copy button next to the relevant user’s entry.

Complete the new user’s details, including:
- Credentials
- Personal information (e.g., profile picture)
- Profiles, departments, notifications, modules, forms, and areas/checklists
Notes: Required fields are marked in red with a “This field is required” message. An error message will appear if mandatory fields are incomplete.
When all fields are correctly filled, select Save to create the user.

For detailed guidance, see Add, change and remove users (web).

Edit Users

Select the Edit button next to the user’s entry.

Update any necessary information within the user’s profile.
Select Save to confirm the changes.

Activate, Deactivate, and Delete Users

To activate or deactivate a user, select the Activate/Deactivate button next to their entry.
To delete a user, deactivate them first, then select the Delete button.

Export the User’s List

Select the XLSX button at the top of the grid.
Once processing is complete, select Download.
The exported Excel file will include all visible user details from the list.

Export locations to Excel

Start from: The Compliance overview.

Navigate to Chain management > Locations.
Here, you can use the Filters to find the specific locations you want to export. The available filters are:
- Status
- Groups
- Category
- Search

Notes: You can use the Reset filters button to start over the search.

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Select the XLSX icon at the top right corner of the page.

After loading for a few seconds, the icon will change to the word "Download". Select Download to get the file.

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You will now have an XLSX file with the details of all the filtered locations:

Copy a fridge or freezer task via My Location

Start from: The Daily schedule.

There are two routes to locating the task you wish to duplicate. This shows how to do it via My Location - you can also copy a fridge or freezer task via the Daily Schedule.

Locate and copy a task via My Location > Tasks

Identify the task that you wish to duplicate by browsing or searching.

Select the Areas/checklists for your store and scroll through the list of areas and select one (for example Temperature Checks) to open the task list.
Select Search and enter a word (for example ‘cooler’) to search for a task with that word in the title.

Note: Try to copy a task with the same settings as the new one you want so that the settings, answer options and scheduling are also duplicated.

Select Edit to check that the settings (located in the Answer options panel) and the scheduling frequency are correct for your new task.

Note: Don't change the settings in this task or you may modify it unintentionally.

Select Back to return to the task list.

Select Copy on the task that you wish to duplicate. As before, this will open a TASK LABEL pop-up for your new task.

Amend the label to reflect the name of your new task.
Select CONFIRM to save the new task label and return to the task list OR select CANCEL to return without saving.

The new task will have a duplicate of the original task's settings. This allows your team to record the temperatures of the new appliance quickly and easily to ensure your food is being stored safely. This process can be repeated for any appliances in your store that require regular settings checks to be recorded.

Schedule location pauses (closures) at a central level

Enter the start and end date for the closure, and select the locations you’d like this to apply to. Note: you can select all, or select specific chains, districts, regions, etc.

The closure will now appear on a central level in the Company closures page, and on a local level on the relevant location’s Daily Schedule page.

Manage virtual trees and virtual sites

??Notes: actions performed on the Easilys platform are subject to user access permissions. If you are unable to carry out the actions described in the articles, it may be because you do not have the necessary permissions activated on your user profile. Contact the Support team, or your administrator, for help.

Virtual trees allow you to create a specific tree structure for certain users. This can be used, for example, to give a manager access only to certain sites in the general tree structure. He won't have to worry about whether a site is under his responsibility or not; he'll only see the sites you've assigned to him.

In this tutorial, we'll create a virtual Area Manager tree dedicated to managers. We've created a virtual Area 1 Manager site to list the sites accessible by Area 1 managers.

How the general tree structure works

The general tree structure works on the principle of parent/child sites. A user account available on a parent site can also access its child sites.

Example: a user account created on Site A will have access to Sites A, A1 and A2. A user account created on an X site will have access to all the sites in its branch, as it is the parent/grandparent site. It will therefore have access to Site A and its child sites, and Site B and its child sites.

A virtual tree can be used to create a completely new, specific tree structure, enabling a user account created on a virtual site to access a desired set of sites without having to worry about the general tree structure.

Create a new virtual tree

Create a blank virtual tree

Select your user name, then select Site parameters.

Select See the tree of sites.

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The site tree management page is displayed.

Select +.

The "Create a tree" window appears on screen.

Enter the name of your virtual tree in the "Name" box, then select Create.

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Create a virtual site

Once the virtual tree has been created, you need to create a virtual site on which you can then create an Easilys user account. This is the parent site of your virtual tree. The person with an account on this virtual site will not have access to the Easilys functionalities on this site, but will be able to navigate on his or her branch that you will subsequently compose.

Select Add a site in the first column.

The "Create a site" window appears.

Enter the name of your virtual site in the "Name" box, then select Create.

Don't use the "Add a site that is not in the tree" option just yet.

Simply enter a label as if you were creating a new site. Since you're on a virtual tree, the site you create will be a virtual site that has no existence in the general tree structure.

You can create several virtual sites at different levels of the virtual tree if you wish to administer several different branches and give specific access to your team members.

Composing the virtual branch

You can now add the sites to which you wish to give access to the user accounts present on the newly created virtual site. To do this, you need to go down one level in the tree structure and place existing sites as child sites of your virtual site.

Select the virtual site you've just created.

A new tree column appears next to the first. This one is currently empty.

Select Add a site.

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The "Create a site" window appears.

Select Add a site that is not in the tree.

The "Add to the tree" window appears on screen. ??

Select the existing site in the general tree to which you wish to give access to the user accounts present on the parent virtual site. ?

Select Add.

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Repeat the action until you've added all the sites you want under the parent virtual site.

Remember to add the child sites of the sites you add, otherwise access to them will not be possible.
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Your virtual tree is now operational. Consider creating a user account on the parent virtual site and your teammates will have access to a tree specifically designed to meet their needs.

Modifying an existing virtual tree

You can modify the virtual tree at any time by adding or removing existing virtual sites.

Select the virtual tree in the tree list.

To remove a site from the virtual tree, select it and choose Remove from tree at the bottom right of the site tree management screen.

To change the name of a virtual tree, select it and then select the pencil icon next to the +.

The "Modify a tree" window appears.

Modify the name, then select Update.

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?Delete an existing virtual tree

?? Select the virtual tree on the site tree management screen.
Select -.

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Select Delete in the delete confirmation window.

Configure a site’s information

Note: any action that can be performed on the application is subject to a right.
If you are unable to carry out the recommended actions in the articles you are viewing, it might indicate that the required permissions are not enabled for your user profile. Reach out to the Support team or your administrator for further information.

Managing business units through Mapal OS

For users on Mapal OS, your business units should now be managed on the Mapal OS dashboard. You can find out more at Manage business units in Mapal OS.

Note: if you're not sure whether you are on Mapal OS, contact your line manager or Mapal support.

Managing sites via Easilys site settings

Start from: the Easilys menu

Select the small camera icon or your avatar (1).
Select the Paramètres du site (Site's parameters) (2).

You are directly redirected to the "Informations” (Information) tab of the site settings.

Complete site information

In the "Coordonnées" (Contact details)* section, select Mettre à jour (Update).

*The name is a little misleading, this area will allow you to update much more than just your site's contact details. You can activate or deactivate certain operating options, for example.

Complete the information sheet that appears on your screen.

You can add the site's main e-mail address and telephone number, which will be distinguished by a pictogram. The first e-mail address and telephone number will always be defined as "main".

Select Mettre à jour (Update) when finished.

Program closing days

You can tell Easilys which days your establishment will be closed. The application will then take them into account in various reports and screens such as supplier orders and production reports.

Select the start date of your closure period from the calendar on the right, next to "Coordonnées" (Contact details).
The "Période de fermeture" (Closing period) window appears on the screen.
Enter the end date of your closing period and select Créer (Create).
Repeat for each closing period.

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Add or modify the site logo

In the "Identité” (Identity) section, select Mettre à jour le logo (Update logo) to add a logo.
Select Appliquer sur les enfants (Apply to children) if you want the logo used on this site to be used on children's sites too.

Create a site

Managing business units through Mapal OS

For users on Mapal OS, your business units should now be managed on the Mapal OS dashboard. You can find out more at Manage business units in Mapal OS.

Note: if you're not sure whether you are on Mapal OS, contact your line manager or Mapal support.

Create a site via Easilys settings

Start fromthe Easilys menu.

Select your site name.

Select "Voir l’arbre des sites" (View site tree).

Select Ajouter un site… (Add a site) at the bottom of the column where you want to create the site.

Example :You want to create a child site of site B, itself a child of site A, which is the child site of the root site. Select site A then site B and select Ajouter un site… (Add a site).
The "Créer un site" (Create a site) window appears on the screen.

Complete the requested information. Fields marked with an asterisk (*) are compulsory.

Select Créer (Create).

Create local tasks within a local area on your device

Start from: The Daily Schedule.

Select Tasks.

Activate the Management Mode toggle switch, so you can customize the tasks.

2 areas appear:

Select the red pin icon area so that it unfolds.

Note: this field will store all your locally created checklists and tasks.

Select the vertical three dots icon > Select + Create local task.

A new Create task will appear. Please follow these steps:

Name the task in the Task Label.

Settings

Answer options

Scheduling

Description

Attachments

When you are done with creating the task:

Select Create task.

Note: the task automatically ends up at the bottom of the checklist.

Restore a task after it has been deleted

Select My location > Tasks.
Select the Restore tasks button.

Add a location to a group

Start from: The Compliance Dashboard.

Select Chain Management > Groups in the Main Menu.
Choose the group you want to update, using the Edit button.

Adding locations

Add or remove locations, if needed, by activating the relevant toggle switches.
Select Save.

Categories

Examples of Categories and Items

Create a category

Manage an existing category

Add a Category Item

Edit

Delete

View location categories

Assign or unassign categories to a location

View User Details

Filter and Search Users

Add Users

Edit Users

Activate, Deactivate, and Delete Users

Export the User’s List

Locate and copy a task via My Location > Tasks

How the general tree structure works

Create a new virtual tree

Create a blank virtual tree

?? Create a virtual site

Composing the virtual branch

Modifying an existing virtual tree

? ?Delete an existing virtual tree

Managing business units through Mapal OS

Managing sites via Easilys site settings

Complete site information

Program closing days

?Add or modify the site logo

Managing business units through Mapal OS

Create a site via Easilys settings

Restore a task after it has been deleted

Adding locations

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Create a virtual site

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?Delete an existing virtual tree

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Add or modify the site logo