Set up and use Digital Registers

Set up and use Digital Registers

Digital Registers let a location keep structured logs, such as courier deliveries or materials in and out. Administrators create registers and forms, then staff add entries in each register's Logs page.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Before you start

  • Digital Registers are in the Vizmo portal for administrators and staff. The employee portal does not have a Digital Registers menu.
  • Select a location first. Digital Registers is not shown in Company View.
  • The Digital Registers menu appears only when the feature is turned on for the location and your role can view registers.
  • You need permission to create registers and forms to follow the setup steps. If you cannot see a button such as Add Entry, ask your administrator to check your role.
  • There can be a limit on how many registers your company has. If you reach it, contact your Vizmo account manager.

Turn on Digital Registers

  1. Sign in to the Vizmo portal and select the location.
  2. Go to Location Settings > Location.
  3. Under Digital Registers, turn on Enable. If the toggle is locked, the feature is not available for your account.

    Location Settings with Digital Registers Enable toggle

  4. Click Save.

Create a register

  1. Go to Digital Registers > Settings > Digital Registers.
  2. Click Add Register. In the Add Register drawer, enter a Register Name and, if you like, a Description, then click Create Register. Vizmo shows "Register created successfully".

    Add Register drawer

You can then use the icons on the register's row:

  • Edit (pencil) to rename it, then Save Changes.
  • The Show toggle to show or hide the register in the side menu. A hidden register cannot take new entries.
  • The drag handle on the right to reorder registers, then Save Order.
  • Delete (bin) opens Delete Register. This cannot be undone.

Add a form to a register

A form defines the questions staff answer for each entry. A register needs at least one form before anyone can add entries.

  1. On the register's row, click + Add Form. To see the forms a register already has, click View Forms.
  2. In the Add Form drawer, enter a Form Name and, if you like, a Description.
  3. (Optional) Turn on Entry Numbering to give each entry a running number. Set an Entry Number Prefix (for example, FAC gives FAC-1) and Minimum Digits (1 to 12; 4 gives 0001). You cannot change numbering after the form is created.
  4. Build the questions in the form builder below the settings.

    Add Form drawer with Entry Numbering

  5. Click Create Form. Vizmo shows "Form created successfully". To change a form later, use its edit icon, then Save Changes.

Add an entry

  1. Open the register from the side menu. This opens its Logs page.
  2. Choose the dates to show with the preset menu (Yesterday, Today, Tomorrow, This week or Custom).
  3. Click Add Entry and choose a form. The Adding New Entry drawer opens.
  4. Fill in the answers, including every required field, and click Save. Vizmo shows "Entry saved successfully".

    Register Logs page with Add Entry

To change an entry, click it or its edit icon, make your changes and click Update. Use Search entries to filter the rows that are showing.

Other things you can do

  • Print a register's QR code with Print QR code, or find an entry by scanning one with Scan QR.
  • Download an entry with its answers and approvals using Download PDF.
  • Delete an entry with the bin icon and Delete Entry. This cannot be undone.

For more detail, see these guides:

Troubleshooting

  • Add Entry is greyed out. The tooltip says "Please add forms for this register first". Add a form and make sure its toggle is on.
  • "This form template is currently disabled" or "This register is currently disabled". Turn the form or the register back on.
  • Digital Registers is missing from the menu. The feature is off or not available for the location, or your role cannot view registers. If one register is missing, check its Show toggle.
  • An orange banner says "Showing the most recent N entries". More entries match the dates than are listed. Narrow the date range until the banner goes away.
  • Buttons or edit icons are missing. Your role does not have permission to create, update or delete registers, forms or entries.