Checklists

Checklist templates ensure consistent service quality by guiding technicians through required steps and capturing structured data during work orders.

How Checklists Work

1. Device categories define equipment types (HVAC, Pumps, Generators)
2. Checklist templates are linked to a device category
3. Maintenance templates can reference a checklist template (must match same category)
4. When maintenance creates a work order, the linked checklist is included
5. Technicians complete the checklist during the job
6. Checklist results are stored per work order or per device

Device Categories

Categories organize your equipment types. Manage them at Devices > Categories.

Each category can have:

• Name - Equipment type name (e.g., "HVAC Units", "Fire Extinguishers")
• Device count - Number of devices using this category

Categories are required for:

• Assigning devices to equipment types
• Linking checklist templates
• Linking maintenance templates

Question Types

Five field types are available for building checklists:

Yes/No

Simple pass/fail or confirmation questions. Ideal for safety checks and verification steps.

Example: "Is the equipment properly grounded?"

Text

Free-form text input for notes, serial numbers, or descriptions.

Example: "Describe any visible damage"

Number

Numeric input for measurements, readings, or quantities.

Example: "Enter pressure reading (PSI)"

Photo

Capture photos during the job. Useful for before/after documentation, damage assessment, or proof of completion.

Example: "Take photo of completed installation"

Signature

Capture customer or technician signature. Often used for work completion acknowledgment.

Example: "Customer signature confirming work completion"

Creating a Checklist Template

1. Navigate to Settings > Checklist Templates
2. Click Add Template
3. Enter template name
4. Select the device category (required)
5. Add questions using the builder:
   • Enter the question text
   • Select the field type
   • Click Add Question
6. For each question:
   • Toggle Required on/off
   • Edit question text as needed
   • Reorder using up/down arrows
   • Delete with X button
7. Save the template

Linking to Maintenance Templates

Maintenance templates can reference a checklist template:

1. Create or edit a maintenance template
2. Select a checklist template from the dropdown
3. Important: Checklist template must be for the same device category

When the maintenance schedule creates a work order, the linked checklist is automatically included.

Completing Checklists

During work order completion:

1. Open the assigned work order
2. Navigate to the Checklist tab
3. Complete each item:
   • Yes/No: Toggle the answer
   • Text: Enter your response
   • Number: Enter the numeric value
   • Photo: Capture or upload image
   • Signature: Sign on screen
4. Required items must be completed before saving
5. Save responses

Per-Device Checklists

Work orders can have multiple devices. Checklists can be completed:

• Per work order - One checklist for the entire job
• Per device - Separate checklist for each device

The system tracks which devices have completed checklists.

Checklist Results

Results are stored with:

• Work order reference
• Device reference (if per-device)
• Template used
• All responses (as JSON)
• Signed by name (from authenticated user)
• Timestamp

Note: Cannot add checklists to invoiced work orders.

Viewing Completed Checklists

Completed checklists appear in:

• Work order detail page (Checklist tab)
• Device service history
• Customer portal (via QR code)
• PDF reports (can be generated)

Template Management

Editing Templates

Click any template to edit. Changes apply to future work orders only - existing completed checklists retain their original format.

Filtering Templates

Use category buttons to filter by device category.

Template Reuse

One checklist template can be used by multiple maintenance templates (as long as they share the same device category).

Best Practices

1. Match categories - Checklist template category must match maintenance template category
2. Keep questions clear - Use specific, actionable language
3. Order logically - Follow the natural workflow sequence
4. Use appropriate types - Photos for visual verification, numbers for readings
5. Mark safety items required - Never skip critical safety checks
6. Test on mobile - Ensure questions work well on technician devices