Equipment Problem Log and Order Checkout Form Using Google Forms
Hey, Brian Henderson here of Liberty Laundry and Wash-Dry-Fold POS. Today I’m going to show you how to use a free tool called Google Forms, as well as Google Sheets, in order to make an equipment problem log that’s online and accessible anywhere, including from your smartphone for your laundromat, as well as how to create an order check out form for your drop-off laundry service. Whenever an order is handed out for your drop-off laundry service, then you know exactly who handed it out to whom, and when.
It’s very easy. First, we’re going to go to accounts.google.com. We’re going to log into Google Accounts. You will need one of those before you start this. They’re free, so don’t be shy on that. We logged just right in, and then we can actually click this right here, and go to Google Drive. Shortcut for that if you are already signed in, is go to drive.google.com.
Next, you’re going to click on New, and you’re going to say, “A new,” … Well, go to More, and then Google Form. This creates a form that you can edit the questions for, and what you can do, the cool thing about this, is any submissions that are made with this form, are sent straight to a spreadsheet that you can review at any time.
This is great for if a machine is out of order in one of your stores, have a team member go to this webpage, it’s a form that you’re going to make, and then fill out the form, and then the results go to a spreadsheet, which you can view online any time, or you can get the Google Sheets app for your phone, and then you can just look at it. Before you leave your home in the morning, you can just take a quick look, see if any equipment at any of your stores, if you have more than one location, needs repairs, and what’s been tested so far. This could save you a trip across town.
It’s also great to have just an ongoing log of equipment repairs that are needed. We are going to name this, “Equipment Problem Log,” and then probably I’m going to name the first one is to ask the attendant what “Your Name” is, and make it short answer. It looks like it already automatically updated based on our question. Very cool.
Now we’re going to say, “I need another question.” We’re going to say, “Machine type.” How about that first? Is this a washer or a dryer? We’ll say, “Multiple choice,” so this is a washer, add, “Other.” We can say, “Dryer.”
Add an option, dryer. And then add, “Other,” for other types of equipment, which it knows that the person’s going to type in the thing there, so say snack machine, or change machine, something like that. Add another question, we’re going to say, “Machine number.” And then they’ll type in the short answer. Then if you have more than one location, you could say, “Store location,” so you know which place this is for.
We’re going to say, “Liberty Laundry one, two, and three.” Like that. I might even move this on up a little bit here. This way you know who submitted it, which location it is, what machine it is, and then usually I like to do one more … Well, a couple more questions. One is, “What seems to be the problem?” And then also, “What have you tried so far?” There we go.
I’m going to say that each of these questions … Well, probably not, “What have you tried so far?” but, “What seems to be the problem?” will be required. Machine number is required. Machine type required. Location required, and then your name also required. Then the last one I’m leaving off. I’m not requiring it, because maybe they just haven’t had a chance to get to it.
Now, what’s really cool, if you click on responses, you can click right here where it says Create Spreadsheets. This will automatically create a new form based on the title of your document. Let’s go and rename our document here to, “Problem log.” We’ll click Create. Okay.
This spreadsheet is going to be exactly what everybody’s answers are. You’ll notice this first column was done automatically for us. It says, “Time stamp,” so the day and time when this form is submitted. We’ll know exactly when it occurred. You don’t even have to ask that question.
How do we make this available for our team to use without them having to have their own Google account? They can certainly do that for extra security, but what you might do is click Send, and simply copy the link. Anybody who has this link will be able to view this page, so you’ll just copy and paste that.
What you’ll need to do, is actually bookmark this page so that whenever they open up … or set it as a homepage, so whenever they open up the web browser on whatever computer you provide, or a tablet, or something like that, it’ll go straight to this page, and so they don’t have to sign in or out.
Now, the thing about this security wise, is you don’t want to put any information on here that is what you consider very secure, so if somebody has this link, they can view this information. If you’re okay with that, if it’s just equipment issues, that’s not a problem, but I wouldn’t put anything like employee passwords, or sensitive information like social security numbers on there. Just be aware of what it is.
Then likewise, for this spreadsheet, we can also click Share, click on Get Shareable Link, copy and paste that, and bookmark that page as well. Let me show you what happens whenever I log out of my Google account, such that people can only view this spreadsheet, but they’ll be able to submit to this form. Let me log out here. Close these other pages, and also I’m going to refresh these, just so it’s really clear that I’m not signed in on anything.
This is what it’s going to look like. Obviously, I can change the color in the background, and all that, but the default’s purple for some reason. Let’s pretend I’m an attend, I flagged a machine out of order. I’m now going to open up the web browser, or turn on the tablet, whatever way you provide internet access to your team, or maybe they use their own smartphone device.
They’ll put in their name, so this guy’s name was Brian Henderson. Let’s say this is at our second location, and I’ve got a dryer number 4B that I am flagging out of order. This actually was happening this morning, so I may think about creating this video. Squeaking coming from bearing. What have you tried so far? A random test cycle. And then submit.
If they need to submit another one, they just click Submit Another Response, and they can fill out this form again. Where does the result of that go? You can set the system up to email you the responses, or you can also view the spreadsheet. Notice that the spreadsheet was automatically updated with the submission of this entry.
One other thing I’m going to do is just double click right here. Oh actually, it won’t let me move that on over. If I was logged in, I could edit this spreadsheet, but since I’m viewing it, I can’t type anything. It says, “View only.” I forgot about that. So right there, you got your name, location, machine type, machine number, what’s the problem, and what have you tried so far?
Just the same on my phone, then I can actually get the app and view those results, and even update it any time if I’m signed into my Google account. As I go and make repairs, I can then in the field, go ahead and update that spreadsheet so that the whole team is clear what the progress is on this system. That’s pretty handy.
Let’s continue to use that idea to make an order handout system. Log back in here. Let’s create a new form. We’re going to click on New and Make A New Form. We’re going to call this our, “Order Checkout Form.” What’s cool about this, is even if you’re not using a point of sale system, if you’re still just using carbon copy tickets, that’s perfectly fine. If you have some way for your team to access the internet, then you still have a way of keeping track of what orders have been handed out without having to fill out a paper form or a spreadsheet manually. They just fill out this form very quickly.
So, “Order Checkout Form.” This first one will be maybe, “Attendant initials,” whatever information’s relevant, and then we’ll make this short answer. Okay. Then we are going to say that’s required. We’re going to say, “Invoice number,” because even if you’re using carbon copy tickets, you will probably have an invoice number.
We can even go a step further. If it’s only just a number, we can also do something that’s known as data validation, or response validation, and we can say, “It has to be a number, and it has to be actually … It has to be Is A Number.” If your invoice numbers don’t have any letters or anything like that, that can help prevent any typos, for example. We’ll say that’s required.
Then maybe even say, “Customer name,” or the name of the person picking up the order. Something like that. We’ll say that’s required as well. Responses are going to need to go to a spreadsheet. Create.
So just like that, we’ve got a spreadsheet now that has a timestamp, attendant initials, invoice, and customer name, or I could rearrange the order of all that, and so that way I know exactly when orders have been handed out. We can then take a look at this form, get the link here.
Then I would bookmark that, and I would also bookmark this form, and so you’ve got this right here. Order Checkout Forms. So the attendant’s initials, this is invoice 123, and then John Doe, and then submit. Right away, our form should be updated right there.
Simple. You can see how this can be used in any number of ways, and whether you just have these particular pages bookmarked on your homepage, or your web browser, or however your team has access to the internet, then that’s one way of doing it.
For my chain of stores, I actually created a password protected WordPress website where I post attendant work schedules, and messages from management, as well as access to these forms. Our team log in, they access these forms, and that’s one way of communicating and managing multiple stores, or managing a store remotely.
Hope that was helpful. If you have any questions or if it was helpful to you, just leave a comment on YouTube there, or send me an email, or contact me on the Coin Laundry Association Forums. Thanks for watching, have a good day.