Rating: 4.9. Number of organizations: 146

Countries: All
Operating system: Windows, Android, macOS
Group of programs: Business automation

Software USU

Register of complaints and applications

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  Who is the developer?

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The register of complaints and applications is a special form of accounting documentation. It collects all applications received by the organization from citizens, including anonymous complaints. Their registration is carried out strictly on the day of the complaint application. Information from the journal becomes the basis for an audit, inspections, internal control, quality control. Each application must be reviewed without fail.

The registration journal is usually kept by government agencies. But private companies that attach particular importance to customer feedback often use such a complaint registration journal to register applications. A written complaint is entered into the registration journal with an indication of the addressee, their identification information, and also describes the essence of the complaint in the application. Phone calls can be either addressed or anonymous, but in any case, they are also subject to registration and must be entered the complaint application registration journal.

The journal of registration of proposals, statements, and complaints becomes a source of information for the manager. He is informed about each appeal received, and he establishes the procedure and time frame for considering each proposal, appoints an employee responsible for this work, and sometimes works with proposals individually. According to the rules of paperwork and office work, orders for proceedings must be drawn up in writing. The manager controls the deadlines for the work with complaints, assesses the completeness and quality of the work done. For each request or application, an internal case is formed, to which all documents, acts, and protocols related to the proceedings are attached. For applications on which one or another decision has already been made, it is necessary to send a response to the addressee.

The organization doesn't just keep records in a logbook. The current legislation requires her to keep correspondence, allocating a special place for her in the archive. It is prohibited for executors to store data on complaints or applications, proposals of citizens. Whether the secretariat is engaged in this, or the case with the decision is handed over to the archive. Shelf life is at least five years. The filled and completed log itself is kept in the archive as much.

Who is the developer?

The complaint application registration journal can be kept in paper form. This will be a printed ready-made document that contains all the required columns. Registration of complaints can be carried out in a specialized registration journal, while the law does not prohibit its electronic format. When creating a journal on paper or on a computer, it is important to adhere to the established structure of the document. The journal provides the following sections — serial number, date of appeal, applicant's surname and address, the essence of the complaint, proposal or statement, the surname of the manager who considered the appeal, the surname of the executor. In the registration log, after these columns, there are columns for marks about the decision made and the date of notification of the applicant about the results of the check and work.

A paper journal requires accuracy and diligence from the registration staff. They should not mix up the data, make a mistake in the address, the essence of the appeal. Clerical errors and violation of the terms for consideration of complaints should be excluded. Special software helps to make the work with clients' statements more responsible and accurate. With its help, registration becomes automatic, and no offer will be lost. The program fills in the digital journal, sends the data to the head online.

The director, having considered the appeal, will be able to immediately appoint a responsible person in the program, establish time regulations, deadlines. This system will be able to track all stages of work on the complaint. In the electronic journal, for each entry, you can form cases, attach to them any documents related to the essence of the issue. At the end of the consideration, the data from the moment of registration to the end can be presented in the form of a concise but detailed report, on the basis of which a decision is made and a response is drawn up to the author of the application.

From a special program, employees of the organization will be able to notify applicants by e-mail, automatic voice notification about the direction of an official letter. Documentation storage is provided automatically. If you need to raise information about a proposal, an appeal, in a few seconds you can find the right case by entering only a certain parameter — the date, period, name of the applicant or contractor, the essence of the appeal.

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When starting the program, you can select the language.

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In addition to clear office work, the software makes it possible to use the journal to improve the quality of work. The registration data will be analyzed by the program, the software shows which complaints are most often encountered, with which statements or suggestions customers and visitors come forward most often. This helps to find weak spots in the company and eliminate them. The software eliminates the paperwork and the potential for errors that are invariably associated with paper logging. Thanks to this, the work with complaints will become operational, employees will be able to simultaneously keep under control numerous applications, without losing sight of the timing and importance, the priority of certain proposals, appeals.

The program is capable of keeping electronic journals, accounting, registration of complaints, and was developed by the USU Software development team. USU Software not only works with applications and proposals, ensuring reliable control of deadlines but also comprehensively automates many processes — work with customers, partners, and suppliers, procurement and supply, production, logistics, warehousing. The USU Software provides the manager with a large amount of information for management, automate the work with documents, reports, journals.

The USU system registers all user actions so that for each complaint received, it’ll be possible to fairly quickly conduct an investigation and establish the circumstances of the incident. An advanced system integrates with cameras and cash registers, other resources, and equipment, and this helps to expand the controlled areas. The software allows you to correctly work with statements and indicators of several offices and branches, if the company has them, while still being able to evaluate separately each of the departments, divisions, or branches. Built-in scheduler optimizes the work of the company, saving it time and resources.

USU Software has a simple and intuitive user interface. The time frame for the implementation of the program is short. It is possible to download a free demo version. A special offer of the USU Software team is the ability to order a remote presentation of the program. The cost of the licensed edition of USU Software is not high, there is no subscription fee to speak of as well. This program is a great proposition for large networked organizations and small companies that do not yet have a branch network. In either case, the accounting will be as accurate as possible. After installing and configuring the system, all applications previously received from customers can be easily imported into the program in absolutely any format so as not to violate the completeness of the documentation archive.

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Register of complaints and applications