CalmCompliance
Work

Checklists

Checklists is the Operations destination that stores your reusable checklists: the step-by-step instructions your team follows for inspections and recurring checks. Browse the catalogue, build a new checklist with Add Checklist, and start one with Start Now to run it immediately or Plan Work to schedule it. You'll find Checklists in the Operations sidebar, after Work.

Find a checklist

The page header has three tabs: All, Favourites, and Recently Used. Each checklist appears as a compact card showing a short summary of how it repeats, with Start as the main action and a favourite button beside the title so you can pin the ones your team runs most often.

Create a checklist

Creating or editing a checklist needs the Manager or Admin role in Operations. Add Checklist builds the instructions and can optionally set up the checklist's first routine in the same journey.

  1. On the Checklists page, click Add Checklist.

  2. Enter the Checklist Name and Description (optional).

  3. Leave Active switched on for a checklist that is ready to use, and turn on Share With Child Sites if the checklist should also be available to child sites.

  4. Build the steps. Steps are required: saving stays disabled until the checklist has at least one step.

You can also start from an existing form template: the app generates a draft checklist from the form's fields and opens the same combined checklist and routine setup. See Create a checklist from a form template.

Add the first routine

After you finish the instructions, you choose whether the checklist should also run on a schedule:

  • Repeat this Checklist continues into the combined routine setup.

  • Save Instructions Only saves just the instructions, with no routine attached.

In the combined setup, the routine section is titled When and Where. Choose the schedule type (On-Demand, Recurring, or Calendar-Based), set the Repeat Pattern, and pick a Schedule Type of Fixed or Floating. Under Where Does It Apply? the scope defaults to Whole Site; you can instead select Selected Locations, Selected Assets, an Asset Model, or an Asset Class.

Finish with Create and Enable, the default choice, which saves the routine and activates it straight away, or Save Draft, which saves the routine inactive without generating repeating work. Save Draft is shown only to users whose role allows it. You can change the routine later; for the full set of routine options and the standalone flow, where you Review Routine and finish with Save Inactive Routine, see Create a routine.

Checklist detail

Open a checklist to see its name and description in the page header, with three tabs below: Steps, Activity, and Routines. Steps holds the instructions, and Routines lists the routines that use this checklist. Activity and Routines appear only if your role in Operations includes permission to see them.

Editing a checklist affects only future work: work started after the change uses the updated version, and completed work keeps the step structure it was run with.

Start a checklist

Clicking Start opens a page with two large choices, and the same choice appears wherever you start from: the Checklists catalogue, a location page, an asset page, or a QR scan. Starting a checklist needs the Member role or higher in Operations.

  • Start Now runs the checklist straight away. It first checks for outstanding work for the same checklist and exact target that is still Open or In Progress. If it finds any, you'll see Matching Jobs for that checklist under How Would You Like to Continue?, with two choices: Open Existing Job to continue the existing work, or Start Extra Run to record a separate run.

  • Plan Work creates a dated one-off work item for the checklist instead of running it now.

What's next

When a step needs follow-up during a run, you can raise a Service Desk issue or submit a request straight from the flagged step, and the ticket links back to the work item and step.

Was this helpful?
Was this helpful?