Set Up and Configuration

his help article is split into six sections. Click the links below to navigate to the relevant section:

Assign permissions |  Add a business unit |  Edit a business unit |  Delete a business unit |  Set up email notifications  |  Create a new position  |  Edit position  |  Delete position  |

Applicable to	Centro QMS, Centro KMS
NOT applicable to	Centro ESSENTIALS, QMS Starter

This help article provides guidelines for setting up users, positions and business units in your system to ensure:

• the right users have access to Incident & Improvement Manager permissions
• you can attach incidents, complaints, feedback or improvements to business units
• you can attach incidents, complaints, feedback or improvements to positions
• the right users receive email notifications when users add new incidents, complaints, feedback or improvements into the system.

IMPORTANT

Only users that are allocated Administrator permissions can manage business units and user permissions. Permissions can be changed by going to People > Users. For more information, please see Manage Users.

 

Assign permissions 

Incident & Improvement manager is a permission level within the system that allows users to:

• receive email notifications about new incidents/complaints/feedback 
• add, view and edit improvements
• view and edit incidents/complaints/feedback.

Administrators and Model Administrator automatically have the Incident and Improvement Manager functions.

Administrators can assign any permissions to any user in the system. See steps below for instructions for how to do this. 

1. Click People > Users. 

 

2. Click once on the relevant user and click Open User Details. 

 

3. Scroll down to Permissions & Roles and click Change. 

4. Tick the relevant permission and click OK. 

5. Click Save to commit changes.

 

 

Manage Business Units

Add a business unit 

A business unit refers to a department or other distinctive subsection of on organisation (e.g. a facility, site or team). 

Any incident, complaint, piece of feedback or improvement can be linked to a business unit. 

1. Access Admin > Business Units.

2. Click Add a Business Unit.

3. Fill out all relevant information and click Save. The Business Unit name field is mandatory, all other fields are optional.

Field	Description
Business Unit name	The name of the distinctive subsection of your organisation.
Type	The nature of the business unit. A business unit can be a: House Facility Department Wing/Floor Region
Services provided	The types of services that the business unit provides.
Description	Further details about the business unit.

 

Edit a business unit 

1. Access Admin > Business Units.

 

2. Click once on the business unit you want to edit and click Open Details.

 

3. Make the necessary edits and click Save. 

 

Delete a business unit 

1. Access Admin > Business Units.

 

2. Click once on the business unit you want to delete and click Delete.

3. Confirm the deletion.

 

 

Set up email notifications 

When an employee submits an incident/complaint/piece of feedback, assigned users (usually the managers) will receive a notification. See the steps below for selecting which users are notified. 

Tip

Ensure the user who needs to receive notification has already been added to the system. For more information about adding users into the Centro web app, please see Manage Users.

 

1. Click Admin > App Settings. 

 

2. In the section titled Incidents & Complaints, click Add. 

 

3. Click on the relevant user one time and click Select. The user will now receive email notifications about every incident, complaint and piece of feedback that is submitted into the system.

 

 

Manage positions

Positions are an optional field. They can be attached to the Actions section when recording an incident/complaint/feedback/improvement. 

Create a new position

1. Click People > Positions. 

2. Click Add New Position. 

3. Fill out the form. Position name is a required field. All other fields are optional.

 

Field	Description
Position name	The name of the position.
Role	The role that performs this position. The role must be already in the system. For more information see Manage Role.
Position filled by	The user that fulfils the position. The user must be already in the system. For more information please see Manage Users.
Summary	A short description of the position.
Description	A more detailed description of the position.
Business Unit	The business unit to which the position belongs.
This Position reports to	The superior position to which the position reports.
Who report to this Position	The people (web app users) that report to this position.

 

Edit position 

1. Click People > Positions. 

 

2. Click once on the business unit you want to edit and click Open. 

 

3. Click Edit and make all required changes. 

 

4. Click Save. 

 

Delete position

1. Click People > Positions. 

 

2. Click once on the item you want to delete and click Delete. 

3. Confirm the deletion.