SmartWaste Scan tutorial videos page

Your SmartWaste Scan licence will determine the number of live projects that you                                                                                                                                                                                     can use in SmartWaste Scan? Check your licence certificate to confirm your licence type. Bronze for example = 1 live project, Silver = 10 live projects, Gold = 25 live projects, Platinum = 50 live projects etc.

There is no max user limit on SmartWaste Scan. Add as many users as you need. There are different user types that can be added. Please refer to the training tutorial on adding users to understand each user type in more detail.

Yes, any subcontractors that have been set up as a subcontractor record in your core SmartWaste account can be added to SmartWaste Scan. Just ensure when adding a new subcontractor user in SmartWaste Scan that before you enter the user’s email address you confirm ‘User is a subcontractor’, proceed and correctly associate the subcontractor user to the relevant subcontractor organisation in the drop-down list.

 

Yes, SmartWaste Scan can scan and upload material delivery notes as well as waste transfer notes.

Yes, for all material suppliers that have been preassigned to the project in your core SmartWaste account, SmartWaste Scan will automatically select the supplier’s name as extracted from the material delivery note. If a supplier hasn’t been used before, and therefore isn’t set up or assigned to the project in SmartWaste, they can be added via the ‘Create Supplier’ form in SmartWaste Scan.

Yes, for each waste transfer note the waste carrier and waste facility licence needs to be verified. This is a key feature and benefit of SmartWaste Scan to ensure compliance and complete a real time look up of the Defra EA waste public registers. Users can add multiple waste tickets via SmartWaste Scan as part of the same document upload. Doing it this way means the waste carrier and facility only needs to be verified once for multiple waste containers sent to the same waste facility. Please note that the waste product must also be the same when scanned in multiple waste tickets.

No, SmartWaste Scan does not have a link to other national waste public registers e.g., SEPA in Scotland, NRW in Wales, DAERA in Northern Ireland, or NWCPO in Ireland. None of these waste public registers currently have an API (Application Programming Interface) that allows external software, like SmartWaste Scan to retrieve or validate carrier or facility records in these countries. For SmartWaste Scan customers with waste contractors operating outside of England SmartWaste Scan will cross-reference the company’s waste contractors records added in the customer’s core SmartWaste account.

SmartWaste Scan uses optical character recognition (OCR) technology to extract data from the scanned document. This is based on predefined templates where the scanning software is looking to populate a series of predefined fields. There will always be instances where OCR will not be able to identify or extract data from document. If this happens the fields will be left blank and can be completed manually by the user verifying the documents before submitting it to SmartWaste.

Yes, all data submitted via SmartWaste Scan can be viewed, edited or deleted via the data log (waste and materials) in SmartWaste. The standard user permissions will apply in the core SmartWaste tool regarding editing and deleting of data. Subcontractor users cannot be granted access to your core SmartWaste account so will not have the permission to edit or delete data. Any changes necessary must therefore be carried out by your project and/or company users.

No, SmartWaste Scan V2 cannot be used to record fuel delivery notes. It currently records waste transfer notes and material delivery notes only. Other document types and evidence may be added to future software releases.

The layout of SmartWaste Scan is different to the core SmartWaste software. When you login to SmartWaste Scan, you are taken to the document queue which is the main homepage. The document queue displays all scanned documents across your live projects. The second column heading in the document queue is the project name. Users can use this header to identify the project that the scanned documents relate to. Users can also apply filters to the document queue to easily identify documents scanned, verified and submitted on individual projects.

If the waste carrier is based in England, then the search will perform a live search of the Defra EA (for England) Register of Waste Carriers, Brokers and Dealers. The name in the contractor search field must match the registered company name of the licence holder. Please be aware that waste contractors can often register licences under a different trading name or variation of the name printed on the waste transfer note. Top tips when searching for a waste carrier or waste facility operator is to do a partial word search, or alternatively search by registration number or post code.

SmartWaste Scan uses optical character recognition (OCR) technology to extract data from the scanned document. SmartWaste Scan relies on two templates; one for waste documents and the other for material documents. The pre-defined field names in these templates are what allows the OCR to automatically extract and populate these fields based on headings and data in the scanned document. There will always be instances where the OCR model used will not be able to match the fields or extract the data. If this happens the fields will be left blank and can be completed manually by the user verifying the documents before submitting to SmartWaste. All mandatory fields in SmartWaste Scan are clearly highlighted so the user is aware of those that must be completed.

SmartWaste Scan is a progressive web app which means users don’t download it from their app store. Instead, users simply navigate to the webpage via the browser on their mobile device and login - https://swscan-mob.bregroup.com

Yes, the SmartWaste Scan progressive web app supports offline working. Once logged into the app (which requires a connection), users are then able to work offline without a Wi-Fi or mobile data connection to scan and submit documents ready for processing. Once a Wi-Fi or mobile data connection is reestablished the saved documents will be automatically submitted to SmartWaste Scan for processing and verification.

Yes, users can directly import documents via the SmartWaste Scan desktop application. Watch the full video tutorial via the help page in SmartWaste Scan to find out more.

No, all documents scanned and submitted via the mobile app must be processed and verified, which can only be completed via the SmartWaste Scan desktop application. The verification step is a key component of the SmartWaste Scan process to ensure waste compliance and data quality.

Yes, users can directly email documents to SmartWaste Scan using a unique email address set up for each SmartWaste Scan customer. This will only work using the unique email address provided. Documents that are sent by email must be administrated by the account Super User to confirm the document type, before they can be processed and verified. Watch the full video tutorial via the help page in SmartWaste Scan to find out more.

Yes, super users, desktop users and subcontractor users can edit and delete documents. Super users have full access to all live company projects in SmartWaste Scan so can edit or delete any documents across all projects. Desktop users and subcontractor users can only edit or delete documents on projects they have been granted access to by the Super User.

SmartWaste Scan has been specifically designed to scan and verify documents, and submit this data to the customer’s core SmartWaste account. All reports and dashboards are therefore available to view in SmartWaste. Users can review submitted documents in SmartWaste Scan by filtering “Show submitted documents” from the document queue.

SmartWaste Scan has a comprehensive suite of training tutorials available from the help menu that covers all aspects of using the SmartWaste Scan software. All users are encouraged to watch these videos in full to become familiar with how SmartWaste Scan works. They can be accessed here.

One free SmartWaste Scan 1.5 hour online training session is also available to all SmartWaste Scan customers. Contact the helpline to arrange your session which will provide a practical demonstration and live walk through of the SmartWaste Scan application to familiarise all users with how it works. Users can also email all questions and queries to smartwaste@bregroup.com.

No, definitely not. SmartWaste Scan provides a new way to capture waste and material documents using AI technology and save these documents in your core SmartWaste company account. There remains a huge amount of functionality and other modules in the core SmartWaste tool that SmartWaste Scan does not cover.

No, SmartWaste Scan will not flag duplicate documents scanned and/or submitted to SmartWaste. However, the core SmartWaste tool does contain a new duplicate checker for waste and material entries so any duplicates submitted via SmartWaste Scan will be flagged in SmartWaste and can easier be deleted.

No, SmartWaste Scan V2 doesn’t currently have the functionality to report on responsible sourcing or material certification. This information can be edited and included in the core SmartWaste tool once scanned material delivery notes have been submitted.