Frequently asked questions

FAQs

Yes, Keeler QIK is compatible with both iPhone & Android systems.

You can find out more about the plans and pricing at www.keelerusa.com/qik/plans-and-pricing.

When you sign up, you are required to enter the details of at least one location. After you have logged in, you can add additional locations or edit the ones you set up in the sign-up process.

Admins and super-admins have the ability to add/edit/remove the staff on the desktop interface and the permissions each employee has.

Yes, the privacy policy and terms of use can be viewed at www.keelerusa.com/qik/legal

All data is securely stored within the Amazon Web Services (AWS) ecosystem. Each of our databases and data storage volumes is encrypted at rest. This means that all data submitted, including assets, emails, records, and feedback, are encrypted and only visible to our backend internal administrators.

Once an account has been created and approved for your clinic, you can download the mobile app to your smartphone and use the in-app scanner to scan any product with a barcode. Most product’s information will auto-populate once it is scanned, but if not, you will have the option to enter the product information manually.  Once you enter product information manually

Our database is constantly growing.  Most assets should auto-populate when you scan them, but sometimes assets that have never been scanned into our system, won’t have any information to populate.  This may require some manual entry, but once it’s done, you won’t have to manually enter that asset info again.

Account Roles & Permissions

There are three different types of accounts, from top tier to bottom:

Super Admin – oversees stock levels & inventory at more than one location.  Super Admins are also able to add, remove and change staff and clinic locations.

Admin – oversees stock levels & inventory at only one location.  Admins are also able to add, remove and change staff.

Scanner – uses the products in inventory and can update the inventory levels as product is used

Admins are responsible for inventory at only one location. Many times, this will be someone that works at a single-location clinic, or is the inventory manager at one site of a multi-location clinic that is not the primary site.

 

Super admins are responsible for the inventory at multiple locations. Often this is someone that works at the primary location of a multi-location clinic but oversees the inventory at all locations within the organization.

Scanners can view the products in inventory at one location, update product information and stock level, and add new products.

Customizing Keeler QIK

Office admins can edit their profile information by clicking on their profile on the upper right section of the page and going to “My Profile”. There you can edit details such as your email and clinic address, associated locations.  You can also add, remove, or change any of the asset and field types available on your account.  Simply click the edit button in the top right corner of “My Configuration” from your account page.

Yes!  Our system offers the ability to change what information fields are available when you scan an asset.  You can choose to add any number of fields from name and condition to quantity, location and price.  On the Desktop portal, these fields will appear as columns of information.  To change/edit these fields simply click on your profile on the upper right section of the page and go to “My Account”.

 

On the “My Account” page, click the “edit” button next to the configuration box.  From that page you can make any changes you’d like!  Just remember to scroll down and hit the save button before leaving that page. [Insert Video]

To set or change the low-level threshold of a product, click on the product, then change the quantity in the “stock level” field. [insert video]

Adding Assets

You can add new assets either by scanning the item’s barcode with the in-app scanner, or by manually entering the product information through the desktop browser by clicking on the “My Assets” section, click on the “Add/Edit” box, then click on “Create a New Asset”.  As you add assets, simply start typing in the name of the product you’re looking to add.  If you’ve already added this asset before, you will see an option to edit what’s already in your system, or create a new asset. [insert video]

[Nate, if you can answer this, please do. I cannot answer until I see this feature released as it is currently still unavailable to me]

We give you the ability to create duplicates of the same asset, as well as increase the stock level of an asset.  This is for users who want to track the stock levels of the same asset in different locations.

Yes. When you scan an asset with the same identifier as an asset you have previously scanned, Keeler QIK will automatically bring up the information from your previously scanned item. Once the previously scanned item appears on your app, you can make whatever edits you need. Similarly, in the top right-hand corner of the app, the “wrong asset?” option will let you add a new asset with the same identifier.

If your items do not have a barcode or asset tag, you may input them manually using our desktop interface. On the “My Assets” section, click on the “Add/Edit” box. Click on “Create a New Asset”.  Similarly, you can add assets via the mobile app.  If you choose to add your own barcodes or QR codes, our system can scan and utilize any system you choose.

The ability for you to upload your CSV or excel data yourself is coming soon. In the meantime, we’re happy to do this for you. E-mail us at support@gosmarttrack.com, include “Upload Data” in your subject heading and feel free to attach whatever data you’re looking to have uploaded. We’ll take care of the rest! [insert video]

The secondary location field can be used for whatever you want, but it’s typically used to add more detail about where an asset is placed. For example, if the primary location is a clinic, the secondary location might be a closet, or a specific exam room.

On the “My Assets” page, click “Actions” at the top of the screen. A dropdown will appear that will allow you to export your assets.

If the locations are part of the same organization, then super admins will be able to see the stock levels and inventories at all locations within the organization. Admins will only be able to view the stock levels and inventory of their one location.

To view the stock levels of associated locations, log into your account on the desktop portal, click “My Organizations”, then…

Editing Assets

To edit previously scanned items in the desktop interface, go to “My Assets” on the navigation panel and click on the asset. Once clicked, you can make whatever changes you need, and remember to click the “Update Asset” button before leaving the screen. You can also click on the “Add/Edit” box on the top of the screen. Start typing in any piece of information about the asset you’re looking to edit (asset tag, name, author, etc.). Our system will auto-suggest assets for you to edit or create. Either click on the asset you want to edit, or one of the other options to “Create New Asset”.

Yes. Simply click on the asset you wish to edit, and you will be taken to a screen where you can make whatever changes you need. Remember to hit the “Update Asset” button after making any changes.

Removing Assets

Assets cannot be deleted on the mobile app to avoid any accidental deletions.

You may delete any assets by logging into the desktop interface and clicking the circle to the left of the asset. A “remove asset” button will appear on the bottom right corner of your screen.

Yes. Simply click on the asset you wish to edit, and you will be taken to a screen where you can make whatever changes you need. Remember to hit the “Update Asset” button after making any changes.

Adding Users

Super Admin and Admin accounts have the ability to add an unlimited number of staff to their network.

Only super admins and admins will be able to add additional clinical staff to the network. To add additional staff members, click on your profile on the upper right section of the page and click “My Users”. Click “Add User” to create additional profiles for your staff.  For super admins, this page is where you can associate that staff member to a location.

NOTE: When you add a staff member, including their email, that user will get an email welcoming them to Keeler QIK.

 

Troubleshooting

We’re sorry to hear that! For immediate troubleshooting, try closing out your app completely and then logging back in.  If that doesn’t work, double check that you have the latest version of the app.

Even if that works for you, we would love to hear from you on what has been going wrong and how we can do better. Contact us at diagnostics@keelerusa.com

We’re sorry to hear that! Close out your app completely and then log back in. Tap your screen to make sure your app is focusing on the barcode or identifier. Make sure you are in a room with good lighting and visibility of the label. If that does not resolve the issue, please contact us at diagnostics@keelerusa.com

Your username is probably your primary e-mail address or the one you associate with your clinic. If you forgot your password, click on the “Forgot Password” link below your login fields. If this does not resolve your issue, please contact us at diagnostics@keelerusa.com

 

Users can cancel their subscriptions to Keeler QIK at any time by emailing diagnostics@keelerusa.com