⭐ This feature is available on the Business plan.
Checklist is a list of tasks that need to be completed whilst processing work orders. It is attached to the work order card, where an employee can tick off completed items and, if necessary, add comments, photos or other details.
Note: to create a checklist template, the employee must have the “Checklists” permission enabled in their access settings.
1. Open the Checklists section
Go to Settings > Checklists and click + Template.
2. Fill in the basic template settings
In the window for creating a new template, specify:
Name — a short and clear name that immediately explains the purpose of the checklist, for example: “Repair Quality Control” or “Construction Work Inspection”. The template name must be unique — the system will not allow you to create two templates with the same name.
Order types — select the order types to which this checklist will apply. You can select all types or just specific ones — for example, it makes sense to link the “Construction Works Inspection” checklist only to “Repair Works” work orders, rather than to all of the company’s work orders.
Active — toggle this switch on to enable the template for use in work orders. Whilst the switch is off, the template is saved as a draft and is not applied in practice — this is useful if you are still developing the checklist’s structure and do not want staff to see an incomplete list.
3. Add checklist steps
A checklist consists of steps — these are the logical stages of the process. For example, for the ‘Repair Quality Control’ checklist, the steps might be ‘Receipt’, ‘Diagnostics’ and ‘Handover to the client’.
Click + Step and specify:
the name of the step;
a description — if necessary, should an employee need further clarification on exactly what is being checked at this stage.
4. Add sections within a step
A section groups checklist items by topic within a single step. This is useful if a variety of tasks need to be carried out at a single stage. For example, in the “Diagnostics” step, you can create sections such as “External inspection” and “Technical inspection” — this ensures that items are not lumped together in a single long list, but are logically divided into blocks.
Click + Section and enter its name. Section names cannot be repeated within the same template.
Notes and attachments – these can be enabled in any section so that an employee can add a comment or photo where there is no separate field for this;
5. Add items to a section
Within a section, click Add Item and specify the following for each item:
title — a specific action or check, for example, ‘Scratches on the casing’ or ‘Photo of the device before repair’;
description — if necessary, should the item require further clarification;
response type — the format in which the employee will record the result.
Item titles cannot be repeated within the same section. You can add several items to a single section — for example, in the ‘External inspection’ section, the employee first notes the condition of the casing and then uploads a photo of the asset.
What types of items are supported:
For each item, you can select one of the following response types:
Passed / Note / Failed;
Yes / No;
drop-down list with custom options;
selection from a catalogue;
file upload.
What to bear in mind
Each template must contain at least one section, and each section must contain at least one item.
Only active templates can be used in your work.
Changes made to a template at a later date do not affect checklists that have already been created and attached to existing work orders — only the structure for new work orders will be updated.
If necessary, created checklist templates can be edited.