Checklists

Checklists let you run scheduled inspections on physical assets. You set up reusable Check templates (lists of items to inspect), then create Assignments that link a check template to a specific asset on a repeat schedule. When a check is due you complete it, and every completed run is recorded in the Check Log so you can see what passed or failed over time.

1. Set up your physical assets (Tools → Assets → Assets)
2. Create check templates with the items to inspect (Tools → Assets → Checks)
3. Schedule a check template against an asset (Tools → Assets → Assignments)
4. Record each run in the check log and review the trends

A check template is a reusable list of inspection items.

1. Go to Tools → Assets → Checks.
2. Click the New button (or the create action in the toolbar).
3. In the editor's Main tab:
   1. Tick the Active box so the template is in use.
   2. Enter a Name for the template and a Description.
   3. ID, Username, Created and Updated are read-only and filled in for you.
4. Click Save to keep the template.

1. Open the check template (see How do I view or edit a check template? below).
2. In the Main tab click the Add Item button.
3. The Edit check item dialog opens. Fill in:
   1. Active and Required boxes — mark whether the item must be completed.
   2. Label — a short name for the item.
   3. Description — what to inspect.
   4. Type — how the answer is recorded (Check, Numeric, Text or Choice).
   5. Unit — the unit a numeric reading is measured in (for example bar or psi).
   6. Min and Max — the acceptable range for a numeric item; readings outside this range are flagged out of range.
   7. Choices — only appears for a Choice item; list the allowed answers separated by commas. At least one choice is required.
4. Click OK to add the item, or Cancel to discard.
5. Double-click any item row to edit it again.

1. Go to Tools → Assets → Checks.
2. Select the template row and click the Edit action, or double-click the row.
3. The editor opens on the Main tab showing the template fields and its item table (Line, Label, Type, Unit, Description, Req and Active).
4. The other tabs give you more detail:
   1. Log — every completed run of this template across all assets.
   2. Trends — charts of the recorded readings over time.
   3. Assigned Assets — the assets this template is scheduled against.
5. Change the fields and click Save.

1. Go to Tools → Assets → Assets.
2. Click the New button (or the create action in the toolbar).
3. Fill in the Main tab:
   1. ID is read-only.
   2. Asset Tag — a unique barcode/name for the asset.
   3. Branch — pick the branch the asset belongs to.
   4. Description, Make, Model, Serial No, Condition and Location.
   5. Status — choose Active, Repair, Out of Service or Decommissioned.
   6. On Loan box, plus Purchased and Warranty Until dates.
   7. Notes as needed.
4. Click Save to keep the asset.

1. Go to Tools → Assets → Assets.
2. Select the asset row and click the Edit action, or double-click the row.
3. The Main tab shows the asset fields and its Diary notes.
4. The other tabs show:
   1. Assigned Checks — the check schedules for this asset.
   2. Check Log — every completed check run for this asset.
5. Change the fields and click Save.

1. Go to Tools → Assets → Assets.
2. Select the asset rows you want labels for.
3. Click the Print Labels action. Barcode labels with the asset description and tag are printed.

An assignment links one check template to one asset on a repeat interval.

1. Go to Tools → Assets → Assignments.
2. Click the New action. You can also start one from an open check template (pick the asset) or an open asset (pick the check).
3. In the Schedule tab:
   1. Tick the Active box.
   2. ID, Next Due and Interval are read-only — the interval text explains the cadence (for example “Every 2 weeks on Monday and Wednesday at 09:00”).
   3. Use the checks table to pick which template applies: select a row and click the Select Check button.
   4. Click the Edit Interval button to set how often the check runs.
4. Click Save.

1. Open the assignment (see above) and click the Edit Interval button.
2. In the Edit Interval dialog:
   1. Amount and Unit — how many Days, Weeks, Months or Years between checks.
   2. Tick the days of the week the check can fall on (for example Monday to Friday).
   3. Time Slots — add times of day the check can be scheduled; click the add button, type a time like 00:00:00 and confirm, or select a slot and click the delete button.
3. Click OK to apply the interval, or Cancel to keep the old one.

1. Go to Tools → Assets → Checks (or Assignments).
2. The pending/due checks are listed. If you scan an asset's barcode tag, the system finds the checks due for that asset.
3. Open the due assignment and complete each item:
   1. A Check item is ticked off as done.
   2. A Numeric item records a reading; a value outside the item's Min/Max range is marked out of range.
   3. A Text item records text.
   4. A Choice item records one of the allowed answers.
   5. Add any notes for the run.
4. Submit the run to record it in the check log.

The check log records every completed run.

1. Columns: Log ID, Completed At, Status, Username and Notes.
2. Rows that are not Pass are highlighted in yellow so failures stand out.
3. Open it from a check template (Log tab), an assignment (Check log tab) or an asset (Check Log tab).

Each item in a check template records its answer in one of these ways, chosen in the Type field:

1. Check — a pass/fail tick box
2. Numeric — a number reading, checked against the item's Min and Max range
3. Text — free text
4. Choice — pick one of the allowed answers from Choices

A completed run is recorded with one of these statuses, shown in the Status column:

1. Pass — the run passed
2. Fail — the run failed
3. Missed — the run was not completed

Assets have a Status, shown in the Status column and chosen in the editor:

1. Active — in service
2. Repair — being repaired
3. Out of Service — not in use
4. Decommissioned — retired

The repeat schedule uses one of these units, chosen in the Unit field of the Edit Interval dialog:

1. Days
2. Weeks
3. Months
4. Years

1. Tools → Assets → Checks — create and manage check templates and their items.
2. Tools → Assets → Assignments — link a template to an asset and set the schedule.
3. Tools → Assets → Assets — maintain the asset register.
4. From an open check template you can create an assignment for any asset; from an open asset you can create an assignment for any check.
5. The check log and trends are shared: the same runs appear under the template, the assignment and the asset.

The checklist screens appear only if you have the relevant read permission. Actions are further limited by create/update/delete permissions.

Additional permission checks:

1. Creating, editing or deleting check templates needs the Checks create/update/delete permission.
2. Creating, editing or deleting assignments needs the Checks create/update/delete permission.
3. Creating, editing or deleting assets needs the Assets create/update/delete permission.