Incident Management

A dripping faucet. A broken desk. A coffee maker that doesn’t work. A security issue that requires action.
Incidents big and small are part of a company’s day-to-day operations. The challenge is to ensure that they are reported, handled, and followed through to completion.

Get a handle on the problems and reduce operational disruptions

BmyGuest Incident Management makes it easy for all employees to report issues with company assets, so the Facilities department can quickly prioritize, assign, and resolve various issues. At the same time, the organization gains an overview and documentation that enable it to identify recurring problems and prevent operational disruptions.

This reduces the risk of minor errors escalating into major operational disruptions and provides management with a better foundation for systematically addressing operations, risks, and business continuity.

More problems are detected. They are resolved more quickly. And the company's assets and facilities are back in operation sooner.

  • Employees play an active role in ensuring that the company's assets and facilities are operational.
  • Facility gets a comprehensive overview of ongoing and completed tasks.
  • Automatic assignment of tasks to employees based on skills, workload, location, and travel time.
  • Comprehensive logging of faults and asset handling.
  • Data to identify recurring problems and prioritize efforts

Incident Management is a module that can be used on its own or in conjunction with BmyGuest Asset Management, BmyGuest Visitor Management, BmyGuest Lend & Lease Management, and BmyGuest Mailroom Management

Identify problems before they affect operations

Problems and malfunctions occur with the company's assets. What matters most is how quickly they are detected.

When it’s easy to report errors and issues, employees become an active part of keeping the company’s assets and facilities up and running. A window that won’t close, a coffee machine that isn’t working, or problems with a meeting room display can be reported as soon as the issue is discovered.

The company is shifting from having just a few people monitor operations to involving all employees. When problems are detected early, they can be resolved before they develop into major operational disruptions. This means that employees are more likely to find a workplace where assets, equipment, and facilities function as they should.

Faster troubleshooting. Reduced administration. Enhanced operations.

Auto planlægning af opgaver

Every day, the facility team spends time coordinating, prioritizing, and assigning tasks - time that could instead be spent solving problems and keeping operations running smoothly.

BmyGuest automates the assignment of tasks based on employees’ skills, workload, location, and travel time. Tasks are scheduled to ensure that work is distributed as efficiently as possible, and employees spend their time on the tasks where their skills make the biggest difference.


At the same time, the Facility Manager gets a comprehensive overview of tasks, deadlines, and the team’s capacity - without having to spend time on manual coordination. This makes it easier to prioritize work, maintain balance within the team, and respond when the workload changes.

Less paperwork. Less wasted time. More time for what creates value.

Keep the company's facilities up and running

An issue is rarely just about what has broken down. An unusable meeting room, malfunctioning equipment, or a broken coffee machine is quickly noticed. Employees expect the workplace to function seamlessly and that any issues arising are resolved promptly.

At the same time, every defective facility means that the company is not getting the full value out of the buildings, assets, and square meters it pays for.

BmyGuest helps identify and resolve issues swiftly to restore company assets and facilities to operational status without delay. For instance, if a meeting room is reported out of order, employees with active bookings for that space are automatically notified so they can find another room for their meeting.

This reduces operational disruptions, allows employees to experience a workplace that functions well, and enables the company to derive greater value from its physical environment.

Features and functions

A selection of the features in BmyGuest Incident Management:

Error Report Without Logging In
Error Report Without Logging In

Report an asset fault by scanning the corresponding QR code. This also applies to contractors and visitors who do not have a user account.

Priority and Response Time
Priority and Response Time

Assign priorities and response times to specific incident types to ensure critical tasks are addressed first.

Planning and Status
Planning and Status

Plan tasks, set deadlines, and track progress from the time an issue is reported until it is resolved.

Automatic Task Assignment
Automatic Task Assignment

Assign tasks based on skills, workload, location, and travel time.

Checklists, photos, and time spent
Checklists, photos, and time spent

Add checklists, images, and time spent directly to the task.

Notifications and Activity Log
Notifications and Activity Log

Get notified about new tasks, changes, and deadlines, and keep a record of the task's history.

Value to the Organization

Incident Management isn't just about resolving issues. It's about freeing up time, reducing operational disruptions, and getting more value out of the company's people, assets, and facilities.

Employees

Security & Compliance

  • Sikkerhedskrav bliver en naturlig del af gæsteprocessen.
  • Organisationen kan dokumentere, hvilke regler gæsten er blevet informeret om og har accepteret.
  • Historik gør det nemt at følge op på besøg og adgang.
  • Hurtigt overblik over, hvem der befinder sig i bygningen ved en evakuering.

Facility Management

Facility Management

  • Free up time spent on manual coordination and administration.
  • Establish a better balance in your team's workday.
  • Spend more time on tasks that require expertise and create value than on planning and follow-up.

Operations & Finance

Operations & Finance

  • Reduce downtime and costs associated with operational disruptions.
  • Get facilities and assets back in operation faster.
  • Optimize the utilization of the buildings and square meters your company is already paying for.
For Management

For Management

  • Visibility into operational issues and recurring errors across the organization.
  • Document incidents, responsibilities, actions, and solutions.
  • Use actual data to prioritize maintenance, investments, and improvements.

The Setup Guide for BmyGuest Incident Management: Areas, Categories, Assets, Team, and a Test Error Message

Get started in 5 minutes

Incident Management doesn't require a lengthy implementation. A built-in setup guide takes you through the essentials step by step – and each step explains the idea before you create the first part of it.

  • Areas – the places where faults can be reported. Each area gets its own QR code.
  • Categories – what can be reported. The starter categories already have response times and priorities.
  • Assets – equipment with its own QR code. Completely optional.
  • Team – who assigns the tasks and who resolves them.
  • Try it – scan the code with your phone and report a test incident, just as your colleagues will.

Everything can be changed later. Start with one area, and build on it when you're ready.

From setup to the first error report in just a few minutes.

Q&A: Incident Management

Both YES and NO. In the system, you choose whether only employees or also external users should be able to report errors. When external users report errors on assets, they scan the same QR code and are asked to provide their name, email address, and phone number.

When an asset is created in Incident Management, predefined information is added, including the location of the asset in question. When a QR code is scanned to report an issue with an asset, this predefined information is included. The employee reporting the issue therefore only needs to select the nature of the problem from a dropdown menu.

The system flags cases that are approaching their deadline. If the deadline is missed, a notification is sent to the responsible parties, and the case is included in the list of overdue tasks.

Assignments are distributed based on professional competencies, workload, and location. If assignments span multiple locations, the actual travel time between the addresses is taken into account. Consequently, a technician cannot be assigned consecutive assignments if there is a long travel time between the locations. The system will also attempt to group assignments at the same location to minimize travel time. Automatic assignment proposes a schedule that requires the manager’s approval.

YES. External vendors, such as contractors, are granted access to the tasks assigned to them.

Curious for more?

Contact us for a brief, no-obligation discussion about your current setup and needs. If our solutions meet your needs, we’ll schedule a meeting—and if not, you’ll have gained some valuable insights along the way.

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