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Overview

Checklists are configurable inspection and maintenance forms that technicians complete during service tasks. They ensure consistent procedures, capture required data, and document work performed. Checklists can be linked to products, product types, assets, and branches for targeted use. Checklists List View
Checklists standardize service procedures. Instead of relying on technician memory, checklists guide them through each step, ensuring nothing is missed and all required data is captured.

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When to Use Checklists

Create checklists to:
  • Standardize inspection procedures across technicians
  • Ensure regulatory compliance (fire safety, elevator inspections)
  • Capture required measurements and readings
  • Document work performed with signatures and photos
  • Guide technicians through complex procedures
  • Create consistent service reports for customers
  • Train new technicians on proper procedures

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Checklists List View

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What You See

The Checklists list displays all configured checklists:
ColumnShows
LabelChecklist name (e.g., “Fire Door Annual Inspection”)
CodeOptional short code for identification
TypeChecklist types: Installation, Maintenance, Delivery, Repair, Conversion, Courtesy Inspection, Quality Check

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List Features

  • Search - Find checklists by name or code
  • New - Create new checklist
  • Actions - Edit or delete checklists
  • Filter - Filter by type or branch assignment
  • Sort - Click columns to sort

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Creating a Checklist

When you click New:

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Basic Configuration

FieldDescription
LabelChecklist name (e.g., “HVAC Quarterly Inspection”, “Fire Door Monthly Check”)
CodeOptional short code for quick reference
TypeSelect one or more types (multiselect):
• Installation
• Maintenance
• Delivery
• Repair
• Conversion
• Courtesy Inspection
• Quality Check
BranchAssign to specific branch (checklist only available in that branch)
Is Risk AssessmentFlag if this is a safety risk assessment checklist
SequenceOrder in which checklist appears if multiple checklists assigned

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Checklist Detail View

After creating the checklist, configure the items technicians will complete:

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Checklist Items Tab

This is where you define the actual inspection steps and questions. Adding Items:
  1. Click Add Item
  2. Configure each item:
Item FieldDescription
LabelThe question or instruction (e.g., “Check door closes smoothly”, “Measure voltage”)
TypeResponse type (see Item Types below)
Default ValuePre-filled value (optional)
SequenceOrder items appear in
InternalFlag if item is for internal use only (not shown to customer)
GroupOrganize items into logical groups
Readout TemplateLink to measurement template if capturing multiple readings

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Item Types

Simple yes/no or pass/fail check.Use For:
  • “Door latches properly”
  • “Battery voltage acceptable”
  • “Safety labels present”
Result: Checked or unchecked box.
Free-text input for notes and descriptions.Use For:
  • “Describe any damage observed”
  • “Notes on customer concerns”
  • “Additional findings”
Result: Text entry field.
Numeric input for measurements and counts.Use For:
  • “Battery voltage (volts)”
  • “Operating temperature (°F)”
  • “Number of cycles completed”
Result: Number entry with optional units.
Digital signature capture.Use For:
  • “Technician signature”
  • “Customer acceptance signature”
  • “Supervisor approval”
Result: Captured signature image.
Photo capture from device camera.Use For:
  • “Photo of serial number plate”
  • “Before/after comparison”
  • “Document damage or repairs”
Result: One or more photos attached to checklist.

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Item Groups

Organize items into logical sections: Example Fire Door Checklist Groups:
  • Visual Inspection (items 1-5)
  • Operational Testing (items 6-10)
  • Safety Systems (items 11-15)
  • Documentation (items 16-18)
Benefits:
  • Easier for technicians to navigate
  • Logical workflow through inspection
  • Professional-looking reports

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Linking Checklists

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To Products

  1. Open Product record
  2. Go to Checklists tab
  3. Add relevant checklists
  4. Result: All assets based on this product inherit these checklists
Use When: All instances of a product type need same inspection (e.g., all “Model X Fire Doors” get “Fire Door Annual Inspection”)

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To Product Types

  1. Open Product Type record
  2. Go to Checklists tab
  3. Add checklists
  4. Result: All products of this type inherit these checklists
Use When: Checklists apply broadly to equipment category (e.g., all “HVAC Systems” get “Filter Inspection”)

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To Assets

  1. Open Asset record
  2. Go to Checklists tab
  3. Add asset-specific checklists
  4. Result: Only this specific asset uses these checklists
Use When: Special requirements for specific installations (e.g., one elevator has additional state-mandated checks)

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To Branches

Set Branch field when creating checklist. Result: Checklist only available in that branch (useful for regional compliance variations)

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Common Checklist Scenarios

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Scenario 1: Creating Fire Safety Inspection Checklist

Goal: Standardize annual fire door inspections per code requirements Steps:
  1. Create checklist: “Fire Door Annual Inspection”
  2. Set Type: “Maintenance”
  3. Set Is Risk Assessment: checked
  4. Add items:
    • (Checkbox) “Door closes completely”
    • (Checkbox) “Latching mechanism functions”
    • (Number) “Closing time (seconds)”
    • (Photo) “Serial number plate”
    • (Dropdown) “Condition: Excellent/Good/Fair/Poor”
    • (Text) “Describe any deficiencies”
    • (Signature) “Inspector signature”
    • (Signature) “Customer signature”
  5. Link to Product Type: “Fire Safety Equipment”
Result: Every fire safety asset automatically gets this checklist on annual maintenance tasks.

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Scenario 2: Installation Verification Checklist

Goal: Ensure new installations meet quality standards Setup:
  1. Create checklist: “New Installation Quality Check”
  2. Set Type: “Installation”, “Quality Check”
  3. Add item groups:
    • Pre-Installation:
      • (Checkbox) “Site prepared properly”
      • (Photo) “Before installation”
    • Installation:
      • (Checkbox) “Mounting secure”
      • (Checkbox) “Electrical connections correct”
      • (Number) “Voltage reading (V)”
    • Testing:
      • (Checkbox) “Full cycle test passed”
      • (Checkbox) “Safety features operational”
    • Documentation:
      • (Photo) “Installed equipment”
      • (Photo) “Serial number/model plate”
      • (Signature) “Installer signature”
      • (Signature) “Customer acceptance”
  4. Mark “Serial number” and “Installed equipment” photos as mandatory
Usage: Add to all installation work orders before closing.

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Scenario 3: Quick Courtesy Inspection

Goal: Free inspection during service calls to identify potential issues Setup:
  1. Create: “10-Point Courtesy Inspection”
  2. Set Type: “Courtesy Inspection”
  3. Add quick check items (all checkboxes):
    • “Unusual noises during operation”
    • “Visible wear or damage”
    • “Loose mounting or components”
    • “Safety labels legible”
    • “Lubrication needed”
    • “Filter replacement recommended”
    • “Software/firmware updates available”
    • “Calibration drift observed”
    • “Customer training needed”
    • “Extended warranty recommended”
  4. Add final item (text): “Additional recommendations”
  5. Set Internal: checked on recommendation items
Use: Generates upsell opportunities while providing value to customer.

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Scenario 4: Risk Assessment Checklist

Goal: Safety risk evaluation before work Setup:
  1. Create: “Job Site Safety Risk Assessment”
  2. Set Is Risk Assessment: checked
  3. Add risk items (all dropdown: Low/Medium/High/Critical):
    • “Fall hazard risk”
    • “Electrical hazard risk”
    • “Confined space risk”
    • “Heavy equipment risk”
    • “Chemical/hazmat risk”
  4. Add (Text): “Required PPE”
  5. Add (Text): “Safety precautions”
  6. Add (Signature): “Supervisor approval required for High/Critical risks”
Usage: Technicians complete before starting any work, supervisor notified of high-risk situations.

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Checklist Actions

Edit Checklist

Modify checklist name, type, or branch assignment. Add/remove/reorder items.

Delete Checklist

Remove checklist. Only possible if not linked to products/assets or used in historical tasks.

Duplicate Checklist

Create copy as starting point for similar checklist. Saves time setting up variations.

Preview Checklist

See how checklist appears to technicians. Test flow before deploying.

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Tips and Best Practices

Do: One checklist per procedure
  • “HVAC Quarterly Inspection” (20 items)
  • “HVAC Filter Replacement” (5 items)
  • “HVAC Emergency Repair” (8 items)
Don’t: Mega-checklist covering everything
  • “HVAC All Procedures” (200 items) ❌
Why: Focused checklists are faster, easier to follow, and more likely to be completed properly.
Good Item Labels:
  • ✅ “Verify door closes completely without assistance”
  • ✅ “Measure and record battery voltage under load”
  • ✅ “Photograph serial number plate”
Poor Item Labels:
  • ❌ “Door” (what about it?)
  • ❌ “Check battery” (check what exactly?)
  • ❌ “Documentation” (what kind?)
Why: Eliminates ambiguity, ensures consistent execution across technicians.
Flag items that must be completed:
  • Safety checks (emergency stops, guardrails)
  • Compliance requirements (certifications, approvals)
  • Customer-facing items (signatures, acceptance)
System: Prevents task completion until mandatory items filled.
Instead of text fields where responses vary, use dropdowns:Text field: “What’s the condition?”
  • Responses: “OK”, “Fine”, “Good shape”, “Not bad” (inconsistent)
Dropdown: “Condition” with options: Excellent / Good / Fair / Poor / Failed
  • Responses: Consistent, reportable, analyzable
Use dropdowns when: Answers should come from a predefined set.
Photos are powerful documentation:
  • Serial/model plates - Proves correct equipment serviced
  • Before/after - Shows work performed
  • Deficiencies - Documents issues found
  • Installations - Verifies quality
Best Practice: Make photos mandatory for compliance work and installations.
Order items to match physical workflow:
  • Top to bottom (roof to basement)
  • Outside to inside
  • Pre-service → Service → Post-service
  • Visual → Operational → Testing
Why: Technicians don’t waste time jumping around, reduces forgotten items.
Before linking to products:
  1. Preview checklist in technician view
  2. Complete a test run yourself
  3. Time how long it takes
  4. Ask a technician to review
  5. Adjust based on feedback
Prevents: Deploying confusing or impractical checklists.

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Common Questions

Yes, tasks can have multiple checklists:Sources:
  • Product-level checklists
  • Product type-level checklists
  • Asset-specific checklists
  • Manually added task checklists
Order: Checklists appear in sequence order. Set sequence to control order.Example: Annual fire door inspection might have:
  1. “Fire Door Monthly Check” (from product)
  2. “Annual Certification Checklist” (from product type)
  3. “Building-Specific Requirements” (from asset)
Active/Future Tasks:
  • Changes apply immediately
  • Technicians see updated checklist
Completed Tasks:
  • Historical data preserved
  • Original checklist responses remain unchanged
Best Practice: For major changes, create new checklist version instead of modifying existing.
Yes, checklist responses appear in:
  • Service reports (emailed/printed)
  • Customer portal (if enabled)
  • Work order completion documents
Control What’s Shown:
  • Mark items Internal to hide from customer
  • Internal items visible to technicians and managers only
  • Use for internal notes, upsell opportunities, quality checks
Example: “Recommend extended warranty” marked Internal - shows to sales team, not customer.
Items can be flagged as mandatory:Enforcement:
  • Task cannot be marked complete until mandatory items filled
  • System highlights incomplete mandatory items
  • Mobile app prevents submission
Use For:
  • Safety-critical checks
  • Regulatory requirements
  • Customer signatures
  • Serial number documentation
Caution: Don’t over-use - too many mandatory items frustrates technicians.
Set Is Risk Assessment checkbox for safety checklists:Usage:
  • Appears before work starts
  • Technicians complete on-site before service
  • Identifies hazards and required precautions
  • Can require supervisor approval for high-risk situations
Example: “Confined Space Entry Risk Assessment” must be completed and approved before technician enters space.Compliance: Documents due diligence for workplace safety.
Yes, but be careful:Safe to Delete:
  • Checklist hasn’t been used yet
  • Item was just added and not deployed
Risky to Delete:
  • Checklist in use on active tasks
  • Historical data references this item
Better Approach:
  • Mark item as deprecated in label
  • Create new checklist version for major changes
  • Archive old checklist instead of deleting items
Assigning a Branch to checklist:Restricts Availability:
  • Checklist only appears in that branch
  • Useful for regional compliance variations
  • Different states/countries have different requirements
Example:
  • “California Fire Safety Inspection” (California branch only)
  • “EU CE Compliance Check” (European branches only)
No Branch Assigned: Checklist available in all branches (most common).

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Related Documentation

Products

Link checklists to products for automatic assignment to all assets.

Product Types

Assign checklists at type level to inherit across all products of that type.

Readout Templates

Create measurement templates for capturing structured diagnostic data.

Tasks

Technicians complete checklists as part of task execution.