The problem
Broken machines get mentioned at the desk, written on scraps of paper or not reported at all, so kit stays out of action and staff spend time chasing what's wrong. Taking, passing on and logging verbal fault reports can take about 1.5 hours a week of staff time.
What the AI does
Put a QR code on each machine that opens a short Google Form: machine number, what's wrong and an optional email for a reply. Responses go into a Google Sheet. A two-step Zapier automation starts on each new row and emails the duty manager the details. Zapier's pricing page shows a free plan with 100 tasks a month and two-step Zaps, checking every 15 minutes. The sheet becomes your fault log, with columns for when it was fixed and by whom. The form is for faults only: accidents and injuries go in your accident book, and some must be reported under RIDDOR.
A worked example
A gym in Coventry with about 60 machines has faults reported at the desk and passed on by word of mouth. It puts QR codes on every machine linked to one Google Form, with Zapier emailing the duty manager each report.
Before
About 1.5 hours a week of staff time taking and chasing verbal fault reports
After
Faults reported by QR code and logged automatically; about 20 minutes a week checking the log
What it's worth
About $129£97€115A$186C$182 a month in staff time saved: 1.5 hours a week, times 4.3, is 6.45 hours a month at an assumed $20£15€18A$29C$28 an hour. Zapier's free plan covers 100 reports a month.
How to set it up
- Create a Google Form with machine number, what's wrong and an optional email, saving responses to a Google Sheet.
- Print a QR code linking to the form for each machine, with its number, and stick it where members can see it.
- Set up a two-step Zap: new row in the sheet, then an email to the duty manager's address.
- Add columns to the sheet for action taken, date fixed and who fixed it, and fill them in.
- Put an out-of-order sign on any unsafe machine at once; don't wait for the email.
What goes wrong
- Zapier's free plan checks every 15 minutes, so a dangerous fault must still be reported at the desk straight away.
- Injuries and accidents don't go on this form. Record them in your accident book and report them under RIDDOR where required.
- The free plan allows 100 tasks a month. A busy gym may need Pro at $19.99 (about $20£15€18A$29C$28) a month billed yearly.
- Ask for as little personal data as possible; most reports don't need a name.