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Work a collection for one of your customers

Sometimes a collection needs a hand on its way through. A detail is wrong, nobody has taken it, a collector forgot to mark a stage, a result arrived by email, or it is no longer needed. In this guide we handle each of those from inside your customer's company.

Step 1

Open the collection

Open the collection from Subaccount Collections in your own menu, or step into your customer's company the way Topic 14 shows and open it from their Collections list. Everything in this guide starts on this page.

Collections → the collection

Does my customer see what I change?
Yes. The collection is theirs, so they see every change on it, and it keeps a record of what was changed, by whom, and when.
Find Edit, Request again, and Cancel at the top Find Edit, Request again, and Cancel at the top Find Edit, Request again, and Cancel at the top Find Edit, Request again, and Cancel at the top
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Find Edit, Request again, and Cancel at the top

These show while a collection is still open. Edit corrects its details, Request again starts a new request filled in from this one, and Cancel calls it off. Below them is everything about the collection, which Topic 7 reads from top to bottom.

Step 2

Correct the details

A wrong address, the wrong person, or instructions the collector needs can all be put right while the collection is open.

Top of the collection → Edit

Why can I not change the test type?
A different test is a new request. Before a collector accepts, use Request again. It opens the request form filled in from this collection, and this one is cancelled only when the new one is sent. Once a collector has accepted, only READI Collect can change the test, so contact us.
Change what needs changing and click Save changes Change what needs changing and click Save changes Change what needs changing and click Save changes Change what needs changing and click Save changes
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Change what needs changing and click Save changes

You can change the site or address, the person being tested, anyone else being tested, the drug panel, and the instructions. Collectors are invited by distance from the address, and a collector who has already accepted is told when it changes.

Steps 3 and 4

Assign a collector yourself

READI Collect invites nearby collectors as soon as a collection is requested, and the first to accept takes it. When you know who should go, or nobody has accepted yet, you can put a collector on it yourself.

Map → Assign a collector

The collector who accepted cannot go. What now?
Choose Remove from their Actions menu (Step 5). That brings Assign a collector back, so you can choose someone else. Removing a collector does not invite anyone new by itself.
Click Assign a collector under the map Click Assign a collector under the map Click Assign a collector under the map Click Assign a collector under the map
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Click Assign a collector under the map

The button stays until a collector accepts. The map shows the site and the collectors nearby, and the Collectors list below it shows everyone invited so far.

Choose the collector, set the arrival time, and click Assign collector Choose the collector, set the arrival time, and click Assign collector Choose the collector, set the arrival time, and click Assign collector Choose the collector, set the arrival time, and click Assign collector
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Choose the collector, set the arrival time, and click Assign collector

By default the list shows collectors who are available, in range, and current on their credentials, nearest first. Tick Show unavailable collectors to add people not taking collections right now. The arrival time is required. The collector is told straight away, and your customer sees the time you set.

Steps 5 and 6

Move it along

Collectors mark each stage from their phone as they go. When one forgets, or phones you instead, you can mark it for them.

Collectors → Actions

Click Actions beside the collector Click Actions beside the collector Click Actions beside the collector Click Actions beside the collector
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Click Actions beside the collector

The menu offers that collector's next steps. Mark close means they are nearly there, Mark arrived means they are on site, and Mark completed finishes their part. For someone invited who has not answered, Mark accepted puts them on the job. Remove takes them off the collection.

Read what it does and click the button Read what it does and click the button Read what it does and click the button Read what it does and click the button
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Read what it does and click the button

Each step does what it would if the collector had marked it, from the forms it gives them to the notices your customer gets. Tick Don't notify anyone about this change when you are tidying up afterwards, so nobody gets a text about an arrival hours late.

Step 7

Add files, results, and notes

Paperwork that reaches you outside READI Collect, such as a scanned form or a laboratory result, belongs on the collection with everything else.

Results / Forms → Add result, or Files → Add file

Which is a result and which is a file?
A result is an outcome, such as a laboratory result or a chain of custody form. Results are treated as sensitive, so accounts set to hide results do not see them. A file is anything else, such as a photo of the site.
Click Add result, choose the result, give it a title, and choose the file Click Add result, choose the result, give it a title, and choose the file Click Add result, choose the result, give it a title, and choose the file Click Add result, choose the result, give it a title, and choose the file
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Click Add result, choose the result, give it a title, and choose the file

A PDF, JPEG, PNG, or WebP file up to 15 MB, then click Upload. Add file works the same way for everything that is not a result. Add note, beside Notes, adds a line everyone on the collection can read.

Step 8

Complete it

A collection completes on its own when its collector marks their part done. If they cannot, you can complete it for them.

Collectors → Actions → Mark completed

Check what is missing, then click Mark completed Check what is missing, then click Mark completed Check what is missing, then click Mark completed Check what is missing, then click Mark completed
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Check what is missing, then click Mark completed

If a report is unfinished or no result has been added, the window lists what is missing. Completing anyway closes the collection as it stands and emails your customer. The paperwork can still be added afterwards.

Step 9

Or cancel it

When a collection is no longer needed, cancel it rather than leaving it open.

Top of the collection → Cancel

Read what happens and click Cancel collection Read what happens and click Cancel collection Read what happens and click Cancel collection Read what happens and click Cancel collection
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Read what happens and click Cancel collection

The collector on the job, or everyone invited if nobody has accepted, is told it is off. The collection stays on your customer's list marked Cancelled. Cancelling cannot be undone, so to order a different test, use Request again instead.

You should now be able to
What is next

That takes a collection from start to finish. Topic 16 covers another way customers reach you, a registration link and QR code that lets companies sign themselves up under you.