Getting Started Guide for New Users

Welcome to RedRabbit

Congratulations for making a great choice and for choosing us as your Maintenance and Inspection solution partner. The purpose of this guide is to help you to get going in a matter of minutes. Whether you are a principal, a manager, an agent or an administrator, we are convinced that life with RedRabbit is going to be much better and exciting than life before RedRabbit. We therefor would like to urge you to spend a few minutes to scan these guidelines when you start your RedRabbit journey.

Since business models differ, we will for the purposes of this guide rather use the major feature sets as a point of departure. The RedRabbit permission structure has been designed in such a way that the system can cater for smaller businesses where one person does everything as well as larger businesses with well differentiated roles and responsibilities.

Important Concepts and Principles

  • RedRabbit is a cloud based system, meaning that the system features can be accessed by logging in via any Internet Browser and your data is therefore stored in the cloud as well - it is safe.
  • Users, Maintenance Management, Inspection Management (Scheduling, Reporting and Resulting Actions) are done on your PC/Cell Phone, using any Internet Browser to access the cloud based system

- The website for this cloud based system can be found by typing it into your Internet Browser:

  • Inspection Data in RedRabbit is organised, to provide for a clear and easy to use Checklist that can be completed on any mobile device. Click here for more detail on how Inspection Data is organised in RedRabbit.
  • The mobile device can be a smart phone or tablet, using either Android or IOS. The mobile RedRabbit inspection app needs to be downloaded from the Playstore for Android or the App Store for IOS. The mobile app used for inspections on your mobile device, runs as a native application on your device and therefore does not need any internet connection and will not use any data.
  • Inspection related data required to do the Inspection such as Contact Details, Checklists, etc. are typically downloaded to the mobile device. For this to happen, you will need an internet connection and this is typically done at the office before you leave the office to go and do the inspection.
  • Once the Inspection has been completed and you are back at the office, the inspection results are uploaded using your office internet connection.

Basic Steps to setup your Company, Users and Portfolio

You would have received a password link via email to setup your login password. Once you have registered your password, you should be able to login to RedRabbit using your email address and password.

Step 1 - Company setup

Your profile would have been setup with some default permissions that can be customised if required.

  • Add additional users - click here to see how.
  • Change your default user profile settings - click here to see how.
Step 2 - User Setup

Your company profile would have been setup with some default permissions that can be customised if required. Click here to see how.

Step 3 - Loading Portfolio Data

Before you can log a Maintenance Ticket or schedule an Inspection, you need to load some basic information concerning the portfolio of properties that you are managing:

  • Load Asset Groups - click here to see how
  • Load Properties - click here to see how
  • Load Service Providers - click here to see how

Basic Steps to Managing Inspections

Step 1 - Schedule an Inspection

Login to your browser on the portal and schedule an Inspection for yourself or one of your users. Click here to see how.

Step 2 - Download the mobile Inspection app onto your mobile device (only if not downloaded previously)

If you have not done so already, go to the Playstore for Android Devices or the App Store for IOS Devices and download the RedRabbit mobile app to your device. 

Step 3 - Conduct the Inspection

Inspections in RedRabbit are conducted using your mobile device. 

Click here if you are using an Android device to see how.

Click here is you are using an IOS device to see how.

  • While you are still at the office, download the scheduled inspection to your device. An internet connection is required for this step.
  • Do the inspection on the mobile device.  No internet connection is required.
  • Upload the Inspection Results when you are back at the office. An internet connection is required for this step.
Step 4 - Report on the Inspection

Once the Inspections have been uploaded from the mobile device, you can use the RedRabbit reporting features to compile and send various Inspection Reports to the Landlords and/or Tenants. Click here to see how.

Step 5 - Action Inspection Results

In addition to sending the Inspection Reports to stakeholders, you might want to action some of the Inspection results to get stuff fixed that are broken or defective. RedRabbit allows you to create Job cards that you can use to task contractors. Before you can do this, you need to open a Maintenance Ticket which is a folder containing all the related information. You can do this directly from the Inspections dashboard without have to re-type information already captured during the inspection. Click here to see how. Once you have create a Maintenance Ticket from the Inspection Issues, you can follow the process described below to create Jobcards, task contractors and communicate with all stakeholders until the issues have been resolved and and managed to conclusion.

Basic Steps to Managing Maintenance

All maintenance issues are logged in the form of a Maintenance Ticket. Click here to see how maintenance tickets are used to manage maintenance in RedRabbit. From the Ticket dashboard you can task contractors and communicate with all stakeholders to manage all issues to conclusion. Click here to see how.

FAQ: How to get help or find additional information

If you would like to find additional information on any of the topics discussed above or advanced features that you have discovered, you can use the RedRabbit help beacon. Click here to see how. In addition, here is a few quick links to address frequently asked questions:

  • The RedRabbit Inbox - Click here to read more
  • Customising your Checklists - Click here to see how.
  • How to copy an Inspection to re-use previous Inspection data - Click here to see how.
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