Checklist Templates
A checklist template is a reusable sequence of steps that defines what must be checked, measured, or recorded during an inspection or maintenance task. When you start a checklist, it becomes a checklist result attached to a work order, giving you a structured evidence trail that auditors can follow back to the exact step and photo.
Templates vs Results
The Checklist Templates page in Operations stores your reusable templates. Each template is a set of steps you can start at any time to create an ad-hoc work order. When the work is executed, the steps are filled in as a checklist result on that work order. The result keeps the original step structure, plus the answers, photos, signatures, and any flags recorded in the field.
This separation means you can edit a template without changing completed work, and you can compare results across different dates or teams using the same template.
Step Types
Each step in a checklist template has a type that controls what the worker records in the field. The available step types are:
Simple Step — a basic instruction or confirmation
Measurement Reading — capture a numeric measurement value
Reading Capture — record a meter or gauge reading
Digital Signature — collect a sign-off
Photo Capture — require a photo as evidence
Multiple Choice — select from predefined options
Text Input — free-text notes or observations
Counter — record a quantity or count
Building and Editing Templates
Checklist templates are created and edited from the Checklist Templates page in Operations. A template must have a name and at least one step. You can add, reorder, and remove steps, and choose the step type for each one. When you save a new template, it is available to start immediately. When you edit an existing template, future work orders use the updated version; completed work keeps the original step structure.
You can also start a new checklist template from an existing form template. The app generates a draft from the form's fields, which you can review and edit before saving. See Create a checklist from a form template for the steps.
You need the Manage or Admin role in Operations to create, edit, or delete checklist templates. Members with the Member role can view and start checklists but cannot change the templates.
Attaching Checklists to Schedules and Work Orders
There are two ways checklists connect to work:
Ad-hoc work orders — starting a checklist directly from the Checklist Templates page creates an ad-hoc work order and opens the execution view so the work can be completed immediately.
Planned work schedules — checklists can also be attached to recurring maintenance schedules. These checklists live inside the Maintenance Library with their schedule template and generate work orders automatically at the intervals you set.
In both cases, the checklist result is part of the work order record, linked to the source template so you can trace every answer back to its original requirement.
Targeted Checklists
A checklist can be global or targeted to specific entities. A global checklist is not tied to any location or asset and can be used anywhere. A targeted checklist is attached to a location, an individual asset, or an asset model so that it is available exactly where it is needed. When you target a checklist to an asset model, every instance of that model inherits the checklist, making it easy to maintain consistent inspection standards across similar equipment.
See Creating Buildings and Rooms for setting up locations, and Asset Management for managing assets and asset models.
For the steps to attach and remove checklists from a location, asset, or asset model, see Link checklists to locations and assets.
Flagged Steps and Follow-Up
When a step fails, is marked unsatisfactory, or otherwise needs attention, it can be flagged. Flagged steps are visible on the work order and can trigger follow-up actions. You can raise a Service Desk issue or submit a service request directly from a flagged step without leaving the work order. The created ticket is automatically linked back to the work order and the specific checklist step, and any photos from the step are copied to the ticket.
See Reporting Issues and Submitting Service Requests for details on raising tickets from checklist steps.
Follow-up remedial work after a flagged step can also be tracked as a child work order linked to the original job, so the full chain of inspection, failure, and repair is captured in one place.
Quick Reporting from Flagged Steps
When you are completing a checklist and a step needs to be flagged, the work order view shows Report Issue and Submit Request on the flagged step. You can choose Quick Submit to send a short note immediately, or Add More Details to open the full issue or request form with the work order context already filled in. This keeps the field workflow fast while still creating a full audit record in Service Desk.