Hello and welcome!
Managing a charging station network comes with its share of challenges, such as keeping track of maintenance schedules, ensuring smooth communication within your team, and preventing important updates from getting lost in scattered emails or messages.
Virta Hub Notes Tool addressed these issues by providing a centralised, structured way to log and manage information related to your charging points and pools.
In this guide, we will cover:
- Virta Hub Notes Tool Overview
- How to Use the Notes Tool on Virta Hub
- Best Practices for Maximising Efficiency
Let’s start:
1. Virta Hub Notes Tool Overview
The Virta Hub Notes Tool provides a centralised and structured solution for logging and managing information related to your charging points and pools, ensuring efficient charging network management.
By leveraging the Notes Tool, you can:
- Faster Fixes with Smart Notes: Keep detailed records of maintenance and troubleshooting to ensure faster and more efficient issue resolution in future.
- Improve Team Collaboration: Ensure all relevant updates are easily accessible to your team for seamless communication.
- Scale Efficiently: Keep a clear, organised history of notes at both pool and charging station levels to support seamless operations as your charging network expands.
Let’s have a closer look at how to use the Notes Tool for your charging network.
2. How the Notes Tool Works on Virta Hub
Prerequisites
If your organisation has the Notes module activated, you’ll have access to this feature. If you manage sub-organisations, you can choose to keep their interface simpler by disabling the module for them while still making notes on their charging points and pools yourself.
If the Notes module is not currently activated for your organisation, please contact the organisation that invited you to Virta Hub. Their support team will be able to assist you with activating the module.
User Permissions:
- Any user with access to pools and charging points can view notes if the Notes module is active.
- Users with the roles of Administrator, Charging Point Manager, or Technician can create new notes.
How to Access the Notes on Virta Hub
To access the Notes tool, you will:
- Log in to Virta Hub, navigate to the “Stations” tab, and select “All Stations”.
- Locate and select the desired station or charge point.
- From the overview page, access the Notes tool.
By selecting the Notes, you can view:
- The note creation timestamp
- The history timestamps, providing transparency
- The most recently added notes
- The author of the note
You can efficiently filter notes by pools, allowing for quick access to all notes associated with a specific pool of stations.
Creating a New Note
To create a new note, you will:
- Click "Add New Note".
- Enter the note details, ensuring clarity and specificity.
- Tag a teammate if necessary (only members of your organisation can be tagged).
- Click "Save" to attach the note to the charging point or pool.
Editing an Existing Note
Please note that you can only edit notes that you have created.
To update a note, you will:
- Locate the note in the list.
- Click "Edit" to modify the content.
- Make the necessary changes.
- Click "Save note" to confirm the update.
To maintain data accuracy and user accountability, notes created by other users cannot be edited directly. If an update is needed, please add a new note with the corrected information. Alternatively, you may tag the original author to request an update if appropriate.
3. Best Practices for Efficient Note Management
1. Keep Notes Updated
- Please consider regularly updating notes to reflect the latest maintenance activities and findings.
- Please ensure all information is clear, concise, and actionable.
2. Utilise Notifications for Timely Updates
- You can notify teammates about critical notes to ensure prompt action.
- You can use the "Notes mentioning you" filter on the "Your updates" page to quickly find updates relevant updates that are relevant to you.
3. Promote Team Collaboration
- You can encourage your team to log all critical updates consistently.
- You may maintain records of past issues and solutions to prevent redundant troubleshooting.
4. Troubleshooting Common Issues
1. Access Issues
If you cannot see the Notes tool, please check the following:
- Please ensure that your organisation has the Notes module enabled.
- Please verify that you have the correct user permissions to access Notes.
2. Missing Notes
If a note appears missing, please check the following:
- Confirm that you are viewing the correct charging point or pool.
- Check the pool view, where all notes from the pool’s charging points are combined.
The Notes tool streamlines your operations by ensuring that important details are recorded, shared, and easily accessible. By following best practices and leveraging notifications, your team can improve efficiency, minimise miscommunication, and respond to issues faster.