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Learn · Lesson 6 of 8

Problems and handover: nothing lost between people.

Two things stop work quietly: a problem nobody owns, and a shift change where the open work is forgotten. Problems gives every issue a person and a fix-by time. Handover carries what is still open from one person to the next.

All lessonsHow it works
After this lesson

What you will be able to do

Raise a problem, give it to a person and track it to closed.
Start a handover that pulls in the open work of a branch.
Get both people to confirm it, each from their own link.
Step by step

The steps, on the real screens.

  1. Open Problems and press “Raise a problem”. Fill “What is the problem?”, “Details (optional)”, Branch if you are the owner, “Fix by (optional)” and “Photo (optional)”. Press “Raise the problem”.
  2. Give it to someone. It appears in the New column. Press “Give to someone”, choose “Who will fix it?”, set “Fix by” and, if you know it, the cost in rupees. Press Give. It moves to “Being fixed”.
  3. Mark it fixed. Press “Mark fixed” and write what was done. It moves to “Fixed, waiting for check”.
  4. Check and close. Press Close and write the “Closing note”, or press “Not fixed” to send it back to being fixed.
  5. Open Handover and press “Start a handover”. Fill “From (shift or person)”, To, “Given by” and “Taken by”. Press Start.
  6. Read what was pulled in. Under “Pulled in by itself” are the open problems, the unfinished tasks and the failed checklist lines of the branch. Under “Notes, cash and keys”, press “Add a line” and choose Note, Cash or “Keys and items”.
  7. Get both confirmations. Share the first link with the person handing over; they tap “I am handing over”. Then share the second link with the person taking over; they tap “I have taken over”. Both times are recorded.
Sign-up is not open yet. These steps follow the screens as they are built today, and a label may change before launch.

Problems

Problems / Open. Three columns: New, Being fixed, and Fixed, waiting for check.

Problems / Open
Client feedback not answered in 24 hours · Ahmedabad · fix by 6:00 pm today3rd time this month
Laptop not working · Ahmedabad · Ramesh ParmarNew
Office internet slow · Surat · estimate ₹2,400Being fixed
Camera lens scratched · Ahmedabad · cost ₹1,800Fixed, waiting for check
Shown with the demo studio, Northlight Studio. It is an example, not a customer.

Handover

One handover. Open work is pulled in by itself; the person leaving adds notes, cash and keys.

Handover / Ahmedabad, Opening to Closing
Laptop not workingProblem
Vendor payment listPending
Camera kit is booked for the Saturday shootNote
Office keys and the camera locker keyKeys and items
Given by Pooja Desai · Taken by Ramesh ParmarTaken over
Shown with the demo studio, Northlight Studio. It is an example, not a customer.
Common mistakes

Four slips to avoid.

Naming the same problem differently each time. A repeating problem is flagged when the same title comes up again at one branch. Different words hide the pattern.
Closing without looking. Close asks for a note for a reason. If the fix did not hold, press “Not fixed”.
Starting the handover too early. The pulled lines show things as they stood when the handover was started. Start it when the shift is about to change.
Sending the second link first. Until the first person has handed over, the person taking over sees only that it has not happened yet.

Questions about problems and handover

Yes. Every work link has a “Report a problem” button. The person picks what is wrong, can add a photo, and sends it. The manager sees it under Problems.
When the same title is raised 3 times in 30 days at one branch.
No. It is a record of what a fix cost. The same is true of a cash line in a handover: it is a record of what was counted.
After the minutes you set, the branch manager gets a note under Reminders with a message for the person taking over.
Read every question and answer →
Previous: The reminder ladderNext: Branches and roles
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LearnFirst day setupGive work in one lineProof and approvalChecklists with proofThe reminder ladderBranches and rolesScores and reports

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