Chexology Dashboard Tutorial Video

This video gives a basic overview of how to use the Chexology dashboard.

Chexology Dashboard Overview

The Chexology Dashboard is the central location for owners, managers, and IT administrators to view reports, edit settings, and add or remove staff.

To access the dashboard, sign in at app.chexology.com. You will see the dashboard split into two sections; the Navigation Bar on the left and the Details view on the right. The Details view will show whatever page is selected in the Navigation bar (starting with the Item Report by default).

The Navigation Bar

The navigation bar controls what page is displayed in the Details view. It is is split into three parts:   REPORTS Shows various reports with in-depth information for your location.   SETTINGS Allows you to change settings such as time zone, set which fields appear in the app, view your SMS Text messaging settings, change your prices, and set up branding for kiosks.   MANAGE Add, edit, or remove users and set their roles.   Note: Your Dashboard navigation bar may have different options and features based on the hardware and plan you purchased including but not limited to: Item, Session, Device, Team, Action, and Device Details..

Details View

The Details View shows options or data for whatever page is selected in the navigation bar.

Tip: Once you have started checking items, you can receive a report by email as .csv file by clicking Export on the top right corner of the data section. This is available for the Item Report and the Action Report if you have the plan. The report will be sent via email to the user logged in to the dashboard.

Reports

Item Report

The Item Report shows a real-time summary of every tagged item at your location, as well as historical data. By default, the report will show metrics for the last 24 hours but you can change this by setting the Date Range to your desired start and end times.

The Metrics Summary shows key information at a glance such as the total number of items checked-in, returned items, revenue, etc.

Filtering the Item Report

The Filters section allows you to filter items by tag type, such as coats, luggage, or valet. You can also filter by item status.

There are four filterable statuses for tagged items:

1. Open shows items that are currently checked in.
2. Closed shows items that have been returned to guests.
3. Outstanding shows any items that have been left behind by the guest.
4. Disputed shows items that were returned in the system, but the owner of the item claims that they did not receive it.
5. Note: The filters do not change the totals in the Metrics Summary and exporting a report will export the whole thing, not the filtered results.
   1. If you want to view filtered breakdowns for different metrics, you will need to do so manually in a spreadsheet application.

Closing all open items at once

You can close all open items in the Item Report at the same time as follows:

1. Filter for Open items.
2. Click the Close open items button.
   

Item Details

When you click on an item tag number in the Item Report, it will open the Item Details page for that tag. The Item Details page has four main sections with additional information: Item Details, Customer Details, Related Items, and Item History.

Below is a brief description of the information that is available in the Item Details page by section:

1. Item Details — shows information about the item:
   1. Photo of the item
   2. Item Status (Open, Closed, Outstanding, Disputed)
   3. Tag Number
   4. Tag Color
   5. Tag Type
   6. Price
2. Customer Details
   1. Photo of the guest (if enabled)
   2. Card — 
   3. First Name
   4. Last Name
   5. Room Number
   6. VIP Status
   7. Notes
3. Related Items — Shows any other tags associated with the same guest.
4. Item History— Shows a chronological list of events related to the tagged item.

Note: Your Item Details page may look different depending on the plan you have purchased.

Action Report

The Action Report is available for locations using the dispatch feature. It shows a detailed history of all actions dispatched through Chexology so you can know the status of deliveries or storage tasks and who was assigned to do them.

You can learn more about the Action Report by reading the Action Report help guide.

Session Report

The Session Report allows you to see revenue, transaction volume, and other details about checked items during specific shifts.

Read the Sessions Help Guide to learn more about using sessions.

Device Report

The Device Report shows metrics for all Chexology devices being used at your venue such as total number of items checked, revenue, and number of customers. 

Team

The Team Report provides insights on individual team members.

This can be a useful way to track employee performance and identify training opportunities but requires individual accounts for each employee and that they log in and log out of the app consistently at the beginning and end of their shifts.

Device Details

Not to be confused with the Device Report, the Device Details page shows you specific technical information about all the Chexology devices at your venue. This information is useful when troubleshooting issues. Key information on this page includes:

1. Device Identifier (Unique to the Chexology App)
2. Device Model
3. Operating System (OS) version
4. Chexology App version

This information in the Device Details page will match any iPhones and iPads at your location. You can see that information in the Chexology Settings→ About screen of each device.

Settings

Location

The Location Settings are typically set up once for any given location. This page has the following options:

• LOCATION NAME — sets the location name. If you have multiple locations, choose a name that makes it easy for you to know which is which.
   
• REPORT TIMEZONE — sets the time zone for the reports in the  Dashboard.
  Note: The REPORT TIMEZONE should be the same as the local time zone that is automatically chosen on the devices being used.
   
• COUNTRY CODE PREFIX — sets the default country code for phone numbers.
   
• CURRENCY — sets the currency being used.

Note: If your location has the Dispatch feature enabled, you can toggle AUTO ASSIGNMENT on and off on this page. Learn more about the auto assignment feature here.

Note: If your location has the Guest Claim Request feature for Valet, you can set a PIN to lock the self-service kiosk on this page. Learn more about setting up a Guest Self-Service Kiosk here.

Customer Information Fields

For locations such as Hotels, this page allows you to choose which fields are Enabled in the Chexology App and setting which are Mandatory. Mandatory fields show up with an asterisk “ ✱ ” in the app.

Note: The Phone Number (or PIN) and Items fields are always mandatory. If you would like to add any custom fields, reach out to us at help@chexology.com.

Messaging

The Messaging page shows a preview of what your SMS texts will look like when sent to guests.

Please see the Text Message Branding help guide for a detailed overview of the Messaging feature.

To enable, disable, or make changes to any part of your SMS messaging settings, please reach out to us at help@chexology.com.

Items & Prices

The Items & Prices page shows all the types of Chexology tags at your location and related prices.

You can manage prices by clicking Edit, then clicking Save after making the desired change.

If you want to change or add item types, please reach out to help@chexology.com.

Editing Items & Prices

After clicking the Edit button, you will see the various options in the Edit Item Details page.

Item Details edit options

• ITEM NAME — The name you use for the item.

• CAPTURE VEHICLE DAMAGE PHOTOS — This is a valet feature. It allows attendants to take photos of existing damage on a car.
• SEND TO ACTION LIST TO BE STORED — After this item type is tagged, it will be added to the Action List to be stored by a team member. This is typically used for valet, packages, and luggage tag types. See storing items from the Action List for more details.
• ENABLE MULTI-TAGGING — Allows more than one item to be associated with a single tag while still accounting for the multiple items. In coat check, for example, you can use one tag for two coats when multi-tagging is turned on. You will still be prompted to take photos of both coats and charge extra. In a hotel setting, you could use one tag for a whole family's set of bags as seen here. 
• ALLOW GUEST CLAIM REQUESTS — This option allows guests to use a kiosk to request their items. See the Setting Up a Self-Service Kiosk help guide for more details.

• PRICE — Set the price that will be charged for this item.
• DEPOSIT — If a deposit is required, set it here.
• CONNECTED SERVICE — If this item is associated with an item type that has a connected service, such as an Alice ticket type or a web dispatch action type, select it here.
  

Branding

The Branding setting is for the splash screen on iPads when the On Counter mode is enabled. It shows a preview of what the kiosk will look like. Please see the Custom Branding Instructions help guide for step-by-step instructions on how to change the branding image, including design templates.

Managing Staff

The Staff page is where you can add, edit or delete Chexology users.

Locations with the Dispatch feature will show team availability (green/red dots) and the option for users to assign actions to other team members with the Can Assign check box.

To learn more, please see the Dispatch admin settings help guide.

Adding Staff

1. To add a new team member, click the New User + button.
   
    
2. Then, enter their first name, last name, and email address in the corresponding boxes.
   
   
   Email Note: We strongly recommend that the email address for every employee be an official work email and not their personal email.
   
   Phone Number Note: The Phone Number is only required if you have 2-Factor Authentication enabled. If you want to enable 2-Factor Authentication, please contact us at help@chexology.com.
    
3. Once you’ve entered a new user’s information, select a role for them, either Owner or Team Member.
   
   The difference is that Owners can see and use the Dashboard (including adding and deleting users) and Team Members can not. In most cases, you will choose Team Member.
   
   Multiple Users & Devices Note: If you do not need or want to have separate accounts for each team member, you can create one general account to be used with all the devices or multiple users at your venue. The downside of doing it this way is that you will not be able to get detailed information for each employee in the Team Report.
    
4. For locations with the dispatch feature, if you want a Team Member or Owner to be able to dispatch (assign actions) to other team members from their device or from the Web Dispatch page, enable the CAN ASSIGN ACTIONS TO OTHERS checkbox.
5. Click Save to finish creating the new user. They will be sent an email to set their password.
6. Once the employee has set their password, they will be able to log in to the Chexology app on iPhone, iPad or other supported device.
    

Note: If a user tries to log in to the Chexology Dashboard and receives an error saying “The role associated with this account is not permitted to log into the web portal,” it means that the user is a Team Member without the CAN ASSIGN ACTIONS TO OTHERS checkbox enabled.

To fix this, edit their role and enable the CAN ASSIGN checkbox.

Removing Staff

1. To remove a user, click Delete for the person you want to remove.
   
    
2. You will see a warning asking if you are sure. Click OK.
   
    
3. The user will be added to the Deleted Users list.

Restoring a Deleted User

1. You can un-delete any user by clicking Restore.