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Housekeeping

27 April 2020 •

Oli Pelliccio, ZatParks Head of Customer Success, feels that now is the perfect time to do all those little things you’ve always wanted to do within ZatPark, but have never had the time to…

Sites, Organisations and People

Keeping the information on these pages up to date will save you a lot of time, stress and money in the long run.

  • Site and Organisations Contact information – ensures you and your staff always know who to contact when necessary
  • Site Contract Details – Adding this information will allow you to search and filter on any and all sites that have contracts coming up for renewal.
  • Site Regulations – Appears within the ZatMobile application every time your operatives arrive ‘on site’. Have these changed and need to be updated, or maybe they no longer apply and need to be removed altogether?
  • Attachments for Sites and Organisations – Adding these at a site level enable them to be used whilst building an evidence pack. They could include up to date site signage photos as well as contract documentation.
  • Contraventions – Have you confirmed that only relevant contraventions are enabled for each of your sites? This tab allows you to enable or disable contraventions one at a time, which will then be reflected on ZatMobile ensuring your operatives only issue using relevant and correct contravention reasons.
  • Site and Organisation Client Portal – Have you provided Client Portal access to your clients in the past? Perhaps that user is no longer working and needs to be removed? Maybe the password needs to be updated to something more secure? We’ve also added a few extra permissions here over the years, so it’s definitely worth checking through and confirming clients have the correct level of access and features available to them.
  • Active and Inactive Users – Any users that remain active have access to your ZatPark system. Working through this list and deactivating legacy users, not only keeps your system tidier and up to date, but also improves security.
  • Work email - Adding or updating a user’s ‘work email’ address allows that user the ability to complete a ‘password reset’ request, without needing to ask another member of the team or raise a Support help desk case. We encourage this field to be completed for all ZatPark users.

Appeal Templates

Our Advanced Appeals Editor has been live for quite a while now, but I’m sure there’s still some extra benefit you can squeeze out of this powerful feature. If you haven’t already done so, additional response types can be created, all with their own sets of conditions which the ZatPark system will then intelligently filter to just the appropriate types when you or your team are responding to appeals.

Once your response types are all set up, you can create as many appeal templates as you want or need. Each can be named whatever you’d like, to make finding the desired template nice and easy from the list of those available. When you are building your templates, remember that all blocks are completely editable, including the pre-set heading and signature ones. Generic templates work great, but did you know there’s a way of ensuring your appeal responses always include an additional paragraph of text that’s specific to the ticket contravention? The contraventions block does exactly this. If you aren’t utilising this, do so, it’s an instant time-saver. Just go to the contraventions tab and for each contravention, add in your relevant paragraph of text to the ‘appeal reply’ button. Then the next time you’re doing an appeal response your generic template has a whole new, contravention specific and relevant paragraph already there.

Evidence Package Manager

This feature is the first step towards a fully automated independent appeals solution. And whilst POPLA and the IAS work on their side of this process; building and creating new web portals that will enable you to send or submit the necessary evidence electronically, we have developed our evidence creator. Being able to create a reusable template along with any attachments on a ticket, site or organisational level to populate an evidence pack is a great time-saver. As well as ensuring all ticket related documents are always created, logged, stored and available within one location.

Node Lapse Alerts

When we created Nodes within ZatPark we enabled you to visualise your ticket flows and progressions. The next phase in this ‘total ticket control’ set of features is the Node Lapse Alert. This feature highlights any potential hold ups or bottlenecks in your process flows, by alerting you when certain time lengths have passed, or breached, based on configurable rules, but also letting you control which nodes you want it to report on.

The list view contains every single in and out Node combination your system uses, along with the number of days you want set as the threshold. If there’s a node you definitely want to be alerted on, simply set the number of days in the threshold area.

Let’s take ‘DVLA Requested’ as an example. If you don’t receive timely data from the DVLA it can cause all sorts of issues with PoFa time constraints, so setting this threshold to 4 days allows for a Friday request and a bank holiday Monday, before you really start to worry about delayed data, but crucially, if after 4 days you haven’t had data returned, you’d be alerted to the breach with plenty of PoFa time remaining.

Already, you can begin to see the benefit of this tool. Not only from a regulatory point of view, but for productivity and profitability; being alerted to these kinds of bottlenecks or dead ends sooner in your Node flows means you’ll never be in a position where you’ve realised via the advanced search that there’s hundreds of charges sitting on the ‘Send to DR’ node, due to a debt method option missing from your site settings, because the Node Lapse Alert allows you to be alerted whenever you think is appropriate.

Knowledge Base

With our ever-growing catalogue of features and products, our documentation and guides need to be readily available and easily updatable. Our knowledge base content is constantly expanding. Again, not only covering new releases, but going over existing features and creating new, more uniformed guides to follow. Our technical writer takes great pride in the way in which these articles are created; ensuring both ZatPark superstars, and new-to-the-industry users can all view, follow along and self-train to take advantage of our full range of offerings.


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