Admin Setup Guide

This guide covers everything an administrator needs to do to set up WAKU Care for their organization.

Phase 1 — Foundation

1. Configure your Workspace

1. Set your organization’s name and address
2. Choose your business type (Device User, Service Provider, or Manufacturer)
3. Set up your Workspace Profile if you want a public-facing organization page

2. Create Deployments

Create a deployment for each physical site:

1. Navigate to Deployments and create a new one
2. Set the name, address, and timezone
3. Configure default assignees — who should receive new cases and work orders
4. Set up notification emails

Tip

Take time for the deployment settings. Default assignees and notification emails save significant time later.

3. Set up your Tag system

Before adding devices, define your tagging strategy:

1. Create Device Tags — How do you want to categorize devices?
2. Create Maintenance Tags — How do you categorize work?
3. Create Case Tags — How do you categorize incidents?

Phase 2 — Devices

4. Register your devices

Choose your approach:

• Manual entry — Create devices one by one through the UI
• Bulk import — Import from CSV/Excel for large numbers

5. Set up Device Models

1. Create Manufacturers for your device suppliers
2. Create Device Models with specifications
3. Upload technical documentation (manuals, datasheets, safety guides)

6. Generate QR Codes

1. Generate QR codes for each device
2. Print and physically attach them to devices
3. Test scanning

Phase 3 — Templates & Procedures

7. Create Work Templates

1. List all recurring maintenance procedures
2. Create a Work Template for each one with detailed task checklists
3. Include durations, instructions, and reference files
4. Specify required spare parts per task

8. Create Case Templates

1. Identify frequently reported problems
2. Create Case Templates with standardized descriptions and solution suggestions
3. If using the Customer Portal, select which templates should be available there

Phase 4 — Automation

9. Set up Strategies and Device Data Triggers

1. For time-based recurring procedures, create a Strategy with a fixed interval
2. For usage-based or anomaly-based automation, create a Device Data Trigger on the relevant metric, with its action set to create a work order
3. Link the appropriate Work Template
4. Assign devices to the strategy or trigger
5. Start inactive/paused, verify the configuration, then activate

10. Enable the Customer Portal (optional)

1. Enable the Customer Portal per deployment
2. Set a PIN and configure the portal content
3. Select available Case Templates
4. Distribute QR codes to the devices

Phase 5 — Team

11. Invite your team

1. Go to Workspace Settings > Users & Permissions
2. Invite team members with appropriate Workspace Roles
3. Assign Deployment Roles per site
4. Communicate tagging conventions and procedures

12. Set up inventory (if applicable)

1. Create Part Manufacturers and Part Categories
2. Define Materials for all spare part types
3. Set up Part Locations
4. Enter initial stock quantities
5. Configure inventory constraints (min/max levels)

Ongoing administration

• Review and adjust strategies
• Update work templates based on technician feedback
• Manage team members
• Monitor inventory levels and constraint alerts
• Refine tags
• Review cases for patterns that warrant new templates or strategies