Checklists App
The Checklists App is built for action and confirmation. Where the Inspections App is designed for formal, data-heavy assessments, the Checklists App is for getting things done and verified — routine maintenance sign-offs, part receipt confirmations, system allocations, pre-job task lists, and order management workflows.
📋 The Checklist List
The list is organized into three tabs — each showing a different stage of the checklist lifecycle.
START NEW Tab
Lists all available checklist templates. Each row is a template you can launch as a new checklist instance.
What does each column mean?
| Column | Description |
|---|---|
| Checklist Title | Name of the checklist or procedure |
| Tags | Category labels — e.g., Maintenance, Daily, Quarterly, Allocation |
| Allocated To | Whether the template applies to assets, systems, or asset models |
| Create Date | When the template was created |
| Report Status | N/A until a checklist is started from this template |
| Action | Start a new checklist from this template |
IN-PROGRESS Tab
Lists every checklist that has been started but not yet submitted.
What does each column mean?
| Column | Description |
|---|---|
| Checklist Title | Name of the checklist |
| Label | Unique instance identifier (e.g., CHK-172474) |
| Tags | Category labels |
| Status | In-Progress badge |
| Assigned To | The user responsible for completing this checklist |
| Allocated To | The specific asset, system, or asset model this instance is linked to |
| Start Date | When this instance was started |
| Report Status | N/A until complete |
| Action | Resume or delete |
COMPLETED Tab
Lists all finished checklists with their outcomes and full history.
What does each column mean?
| Column | Description |
|---|---|
| Checklist Title | Name of the checklist |
| Label | Unique instance identifier |
| Tags | Category labels |
| Status | Complete badge |
| Assigned To | User who completed the checklist |
| Allocated To | The asset, system, or asset model that was checked |
| Completed On | Date and time of submission |
| Report Status | ✅ Pass or 🔴 Fail |
| Action | View report (👁), Repeat (🔁), or Delete |
Available tools on all tabs: Search · Filter by tags or status · Toggle between grid and list views · Request Data to export to CSV.
🚀 Starting a Checklist
Click the Start action icon on any template row in the START NEW tab. A confirmation dialog appears.
Start Checklist Operation dialog:
- Confirms the start date
- Shows the checklist title
- Displays an auto-generated Label (e.g., CHK-137518) — you can edit this if needed
- Asks whether this checklist is for an Asset or a System
Click START and the checklist opens immediately. It also appears in the IN-PROGRESS tab.
📌 Checklists can also be started from the Maintenance App when a checklist template is linked to a maintenance plan. In that case, the checklist must be completed before the maintenance job itself can be closed. See the Maintenance App documentation for details.
✍️ Completing a Checklist
Once inside a checklist, each step presents a specific task and its required input. The layout is streamlined for fast confirmation — most steps use simple Yes/No buttons or upload prompts rather than detailed text fields.
Step Layout
Each step shows:
- Step title and description — the specific check or action required, with any relevant instructions inline
- Input control — the response mechanism for that step (YES/NO buttons, upload button, text field, etc.)
Common Input Types in Checklists
| Input | Use |
|---|---|
| YES / NO | Confirm whether a condition is present or an action was taken (e.g., "Leak Check") |
| Upload Documents | Attach a photo, image, or document as evidence (e.g., photo of a leak, receipt, delivery note) |
| Text / Text Area | Enter a value, serial number, note, or free-text response |
| Checkbox | Confirm a single action has been completed |
| Pass / Fail / NA | Record the result of a test or inspection point |
📌 For the full list of all available input types across all task apps, see the Task Apps documentation.
Saving and Finishing
Work through each step in any order. Your progress is saved automatically as you go. When all steps are complete, click FINISH to submit the checklist. The instance moves to the COMPLETED tab and a report is generated.
📄 Checklist Reports
When a checklist is completed, a full report is generated automatically. Click the 👁 View icon on any completed row to open it.
Report Layout
The report is organized into three header panels followed by the full step responses.
Asset Information
What does each field mean?
| Field | Description |
|---|---|
| Assigned User | The user who completed the checklist |
| Asset | The asset checked (if applicable) |
| Serial # | Asset serial number |
| Telematics # | Asset TSN |
| Owner | Asset owner organization |
| Model | Asset model |
| Representative | Field representative if applicable |
Checklist Summary
What does each field mean?
| Field | Description |
|---|---|
| Title | The checklist template name |
| Type | Checklist |
| Tags | Labels applied to this checklist (e.g., Quarterly, Maintenance) |
| Description | Template description |
| Status | Complete |
Report Status
What does each field mean?
| Field | Description |
|---|---|
| Start Date | When the checklist was started |
| End Date | The template's configured end date |
| Completed On | When the checklist was submitted |
| Report Status | ✅ Pass or 🔴 Fail |
Below the header panels, every step is displayed with its response and individual Pass/Fail status.
Report Actions
| Action | Function |
|---|---|
| Enable Thumbnails | Toggle to show uploaded image thumbnails inline within the report |
| Download PDF | Generate and download the full checklist report as a PDF |
🔁 Repeating a Checklist
Click the 🔁 Repeat icon on any completed checklist row to create a fresh instance from the same template. The original completed record is preserved. The new instance starts immediately in In-Progress status.
📌 Each completed instance can only generate one repeat. This makes the Repeat function ideal for recurring checks — daily, weekly, or monthly — where you want a fresh record each time without creating a new template.
📊 Dashboard
Three summary charts at the top give you an immediate view of checklist activity.
Checklist Status Summary
| Status | Color | Meaning |
|---|---|---|
| 🔴 Due | Pink | Checklist is assigned and waiting to be started |
| 🟡 In-Progress | Orange | Checklist has been started but not yet submitted |
| 🟢 Complete | Green | Checklist has been submitted and a report generated |
Checklist Report Status Summary
| Status | Color | Meaning |
|---|---|---|
| 🟢 Pass | Green | All mandatory steps were completed successfully |
| 🔴 Fail | Pink | One or more mandatory steps were not completed or failed validation |
Checklist Template Status Summary
| Status | Color | Meaning |
|---|---|---|
| 🟢 Active | Green | Template is available for new checklists |
| 🟡 Inactive | Orange | Template has been deactivated |
📋 Creating & Managing Checklist Templates
Checklist templates define the structure of every checklist instance. Administrators can create, edit, and delete templates from the Start New tab using a 4-step wizard.
Step 1 — Checklist Details
Fill in the core metadata for this template.
What does each field mean?
| Field | Description |
|---|---|
| Title | The name of the checklist template — shown in the Start New list and all instance records. |
| Description | A short explanation of what this checklist covers. |
| Reference Id | A custom reference code for internal tracking. |
| Type | Fixed as CHECKLIST. |
| Tags | Category labels (e.g., Maintenance, Daily, Quarterly). Type and press Enter to add as a chip. |
| Status | Active — template is available to launch. Inactive — template is hidden from the Start New list. |
| Author | The person responsible for this template. |
| From | The start date of the checklist window. |
| To | The end date of the checklist window. |
Buttons: ✕ CANCEL · ⏭ SKIP · 💾 SAVE
Step 2 — Add Tasks
Defines the checklist content — the groups, tasks, and sub-tasks that users will work through. Three build methods are available:
TEMPLATE (JSON Upload)
Upload a pre-built template file to create the full task structure in one step. Useful for standardized checklists prepared in advance.
RICH MEDIA FORM (Recommended)
Build the task structure in the UI. Checklist tasks are organized into Groups → Tasks → Sub-Tasks:
| Level | What It Is |
|---|---|
| Group | A section of the checklist (e.g., "Pre-Job Checks"). Each group has a Group Label and Group Description. |
| Task | An individual checklist item within a group. Each has a Title, Description, and an optional Repeatable checkbox. |
| Sub-Task | An action row within a task. Each sub-task has a Label, Type (selected from a dropdown), and a Mandatory checkbox. Click + Add Sub-Task to add rows; ✕ Remove to delete. |
📌 Check Mandatory on sub-tasks that must be completed before the checklist can be submitted. Check Repeatable on tasks that may need to be performed multiple times within one checklist run.
PDF FORM
Upload a PDF form for users to fill out directly in the platform. You can also pre-fill certain fields with default values so users don't have to re-enter the same information each time.
Buttons: ← BACK · ⏭ SKIP · 💾 SAVE
Step 3 — Assignments
Assign the template to specific users using a two-panel transfer list:
| Panel | Contents |
|---|---|
| Choices | All users in the account (email + display name). Select All Users to assign to everyone. |
| Chosen | Users who will receive this checklist assignment. |
Use → to move to Chosen, ← to move back. The transfer list is only active when assignment type is set to "all" and Status is Active.
Buttons: ← BACK · ⏭ SKIP · 💾 SAVE
Step 4 — Allocation
Link the template to the specific assets, systems, or other entities it applies to. Only allocated entities appear in the Allocation dropdown when a user starts a checklist.
What does each field mean?
| Field | Description |
|---|---|
| Allocation Type | Assets, Systems, Users, Asset Models, or Model Families. |
| Choices | All entities of the selected type. Search to find specific items. |
| Chosen | Entities this template is linked to. |
📌 The template is only accessible for the entities in the Chosen list. If an asset isn't allocated here, it won't appear when launching a checklist from this template.
Buttons: ← BACK · 💾 FINISH
🆚 How Checklists Differ from Other Task Apps
| Walkthrough | Audit | Inspection | Survey | |
|---|---|---|---|---|
| Purpose | Quick observation | Document installed assets | Assess equipment condition | Evaluate compliance |
| Structure | Informal | Structured asset capture | Checklist-driven | Formal engineering |
| Depth / Duration | Low · 15–45 min | Medium · 2–6 hrs | Medium–High · 1–4 hrs | High · 1–3 days |
| Data captured | Photos, notes | Serial numbers, config | Condition measurements | Engineering analysis |
| Outputs | Visit notes, leads | Asset registry | Inspection report | Engineering audit report |
| Typical trigger | Sales visit | Onboarding new plant | Maintenance schedule | Performance project |
💡 Checklists are most similar to Inspections but focus on task verification (did this get done?) rather than condition assessment (what was observed?). Use Checklists for maintenance sign-offs, pre-job verification, and routine confirmations.
🔄 Common Workflows
Workflow 1 — Running a Routine Maintenance Checklist
- Open the Checklists App → START NEW tab.
- Find the appropriate maintenance checklist by title or tag (e.g., "Maintenance", "Monthly").
- Click Start → confirm the label and select the asset.
- Work through each step — answer YES/NO, upload photos where required.
- Click FINISH to submit.
- Report is generated automatically with Pass/Fail outcome.
✅ Result: A timestamped, documented record of every maintenance confirmation step — viewable, exportable as PDF, and permanently stored in the Completed tab.
Workflow 2 — Completing a Checklist Linked to a Maintenance Job
- Open the Maintenance App → Dashboard.
- Locate the maintenance item with a checklist linked to it.
- Click Complete Job on that maintenance row.
- In the dialog, click Complete Task to open the linked checklist.
- Complete all checklist steps and click FINISH.
- Return to the maintenance job and complete it — the Submit button is now enabled.
✅ Result: The maintenance job cannot be closed until the checklist is verified — ensuring the sign-off process is always documented before a job is marked complete.
Workflow 3 — Reviewing Pass/Fail Trends
- Open the Checklists App Dashboard.
- Check the Checklist Report Status Summary chart — note the Pass vs. Fail ratio.
- If Fail is significant, go to the COMPLETED tab and filter or search for failed records.
- Click 👁 View on any failed checklist to see which specific steps failed.
- Identify patterns — are the same steps failing across multiple checklists? Is it the same asset, technician, or procedure type?
✅ Result: Recurring failures surface as a pattern rather than individual incidents — enabling template improvements, technician coaching, or equipment investigation.
Workflow 4 — Exporting Completed Checklists for Records
- Go to the COMPLETED tab.
- Apply filters to scope the export if needed (e.g., by tag, date range, or assigned user).
- Click Request Data to download the current list as a CSV.
✅ Result: A structured export ready for compliance documentation, management reporting, or ERP integration.
✅ Best Practices
-
📋 Tag templates consistently. Tags like Maintenance, Daily, Quarterly, Allocation make it fast to find the right checklist in a long list. Establish a consistent tagging convention before creating many templates.
-
📸 Require photo uploads at key steps. The Upload Documents input captures visual evidence — photos of conditions, completed work, received parts, or signatures. For maintenance and allocation checklists, this creates an unambiguous record.
-
🔁 Use Repeat for recurring checklists. Rather than re-enrolling from the START NEW tab each time, use the Repeat button on the previous completed instance. This creates a clean history of successive runs under the same template.
-
📄 Download PDFs for service records. Use Download PDF on any completed report to generate a customer-ready or compliance-ready document. Archive these alongside your maintenance and inspection records.
-
✅ Complete checklist-linked maintenance jobs in order. When a checklist is attached to a maintenance plan, always complete the checklist first — the maintenance job will not allow submission until the linked checklist is finished.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Find a template quickly | Search or filter by tag in the START NEW tab |
| Resume a checklist | Go to the IN-PROGRESS tab and click the Resume (▶) icon |
| View a completed report | Click the 👁 icon on any Completed row |
| Repeat a checklist | Click the 🔁 icon on any Completed row |
| Export the completed list | Click Request Data on the COMPLETED tab |
| Download a single report as PDF | Open the report and click Download PDF |
🔗 Related Apps
- 🔍 Inspections — Similar workflow for formal inspections with pass/fail
- 🔧 Maintenance — Checklists used during maintenance completion
- 🎓 Training — Training courses with similar template structure