Overview
Adding Checklists to your Jobs and Site Visits ensures your staff have the all the tasks and instructions they need to complete a job the way you want it completed.
Checklists help your business maintain a repeatable high quality of service by making sure all your staff know what’s expected of them when out in the field.
In this article we’ll cover how to:
Add Checklists to Jobs
Add Checklists to Site Visits
Assign Staff to Checklists and Checklist items
Set due dates and reminders
When to use
Add Checklists to Jobs and Site Visits when you need your teams or individual staff members to complete specific tasks or procedures when on the job.
Assigning staff to Checklists or Checklist items (and set due dates and reminders) will help you track their activity and maintain accountability across your business.
How to use it
Adding Checklists to a Job
In the Job Card, click Checklists in the left side navigation panel. The Checklist page allows you to add, view, complete, delete, search and filter all Checklists added to a job.
Note: Checklists is a Professional Plan only feature but is available for free during the 30 day free trial.
To add a Checklist to a Job, click the “Add Checklist” button at the top of the page. From the dropdown menu, select the Checklist Template you want to add to the Job. If you don’t see any, read our help article on Creating and Managing Checklist Templates.
To view a Checklist, click the Checklists name in the table. This will open up the Checklist Panel. From here you can assign staff and set due dates and reminders.
Adding Checklists to a Site Visit
In the Job Card, click on a Site Visit you want to attach a Checklist to.
In the Site Visit Checklists section, click the “Add Checklist” button on the right of the screen. From the dropdown menu, select the Checklist Template you want to add to the Job. If you don’t see any, read our help article on Creating and Managing Checklist Templates.
To view a Checklist, click the Checklists name in the table. This will open up the Checklist Panel. From here you can assign staff and set due dates and reminders.
Assigning Staff
To assign staff to the Checklist (or Checklist item) and set a due date and reminder, click one of the settings cogs on the right. This will open the settings page for with Checklist (or Checklist item).
To assign staff or groups, start typing or select a name from the dropdown under “Assign to”.
To make sure your Timesheet only users can see and complete Checklists you need to attach them to a site visit (they can't see Jobs in the mobile app).
Setting Due Dates and Reminders
To set a due date for the Checklist (or Checklist item) select a date and time. To set a reminder select an option from the dropdown. This will notify the assigned staff members 30 mins, 1, 2, or 6 hours before the Checklist is due.
Overdue Checklists and Checklist Items
Checklists or Checklist Items that aren’t completed by their due date are marked as overdue, and are indicated by a red exclamation mark icon.
When Checklists or Checklist Items are overdue a notification is sent to the staff member who is assigned to it. This helps keep your staff accountable for maintaining your businesses processes and high quality of service.
Adding Extra Information
If your staff needs to add any extra information to the Checklist, you can do so in the field provided.
Mark as Not Applicable
If your staff needs to skip an item on the checklist, they can mark that item as not applicable in the item's settings.
Click save to save your changes.