Knowledge

Overview

A Checklist Template is a structured set of questions and inspection steps that technicians must complete during a Work Order. It ensures that every job of the same type follows a consistent process — from safety checks before starting work, to quality verification before sign-off.

Why use Checklist Templates?

• Consistent process: Every technician follows the same steps for the same type of job
• Safety compliance: Safety checks are enforced before and during work
• Quality assurance: Completion criteria are documented and verifiable
• Audit trail: Completed checklists are recorded against the Work Order for future reference

Structure of a Checklist Template

A Checklist Template is organized in two levels:

Checklist Template

  └── Form 1 (e.g., "Pre-Work Safety Check")

        ├── Question 1 (e.g., "Is the power supply isolated?")

        ├── Question 2 (e.g., "Has the work area been secured?")

        └── Question 3 ...

  └── Form 2 (e.g., "Post-Installation Quality Check")

        ├── Question 1

        └── Question 2 ...

Note: One Checklist Template can contain multiple Forms, and each Form can contain multiple Questions. This allows you to group related checks into logical sections within a single checklist.

Create a Checklist Template

Step 1. Go to Field Service → Settings → Checklist Template → click Add Checklist

Step 2. Fill in the form:

• Name: The name of this checklist template (e.g., "HVAC Preventive Maintenance Checklist", "Electrical Panel Inspection Checklist")
• Service Type: Associate this checklist with a specific Service Type. When that Service Type is selected on a Work Order, this checklist can be automatically suggested
• Description: A brief description of the purpose and scope of this checklist

Step 3. Click Save.

Add Forms to a Checklist Template

A Form is a section within the checklist that groups related questions together. For example, a single checklist can have a "Safety Check" form and a separate "Quality Verification" form.

Step 1. Go to the Checklist Template Detail page where you add Forms and Questions.

Step 2. On the Checklist Template Detail page, click Add New Form

Step 3. Fill in:

• Name: The section title (e.g., "Pre-Work Safety Check", "Functional Test", "Customer Sign-Off")
• Description: Explains the purpose of this section to the technician

Step 4. Click Save.

Tip: Use Form names that clearly signal when during the job this section should be completed — for example: "Before Starting Work", "During Installation", "Post-Completion Verification".

Repeat this step to add as many Forms as needed.

Add Questions (Checklist Items) to a Form

Each Form contains one or more Questions — these are the individual checklist items the technician must respond to.

Step 1. Inside a Form on the Checklist Template Detail page, click New Question

Step 2. Fill in the question:

• Question Name: The text of the checklist item — write it as a clear, actionable question or instruction (e.g., "Is the circuit breaker in the OFF position?", "Upload a photo of the completed installation")
• Response Type: The Response Type controls what kind of answer the technician provides for each checklist item. The response types include: Input, Number, Textarea, Select, Multi Select, Checkbox, Date Picker, Datetime Picker, Attachment.
• Required: Check this box to make this question mandatory — the technician cannot submit the checklist without answering it

Step 3. If the Response Type is Select, Multi Select, or Checkbox, an Options field appears. Enter all the possible answer choices the technician can select from.

Step 4. Click Save.

Repeat this step to add as many questions as needed within the form.

Best practice: Mark safety-critical questions as Required so technicians cannot bypass them. Reserve optional questions for supplementary information that is helpful but not blocking.

Where Checklist Templates Are Used

Work Order Template

When creating a Work Order Template (Field Service → Settings → Work Order Template), you can attach a Checklist Template. Every Work Order created from that template will automatically include the checklist.

Work Order

When creating or editing a Work Order, you can manually select a Checklist Template from the list. Technicians assigned to the Work Order will then see and complete the checklist as part of their job.

How the Service Type connection works: If a Checklist Template is associated with a Service Type, and that Service Type is selected on a Work Order Template or Work Order, the system can suggest the matching checklist automatically — reducing manual selection and the risk of using the wrong checklist.