Checklists

What a checklist is for

A checklist records what an employee did on a shift. Use one when you want a record that the work happened, when a step gets skipped often enough to matter, or when you need to know about a problem before the next shift starts.

A checklist never stops an employee clocking out. They clock out first and answer afterward, so a forgotten checklist can never trap someone on the clock or leave a shift open for you to fix.

Create a checklist

Open Checklists, then press Add.

Name the checklist, then add an item for each thing you want recorded. Each item asks for one of three answers:

• Done or not done for a step that was either completed or wasn't. Tick Allow N/A when the step legitimately does not come up on some shifts.
• Pass, flag, or fail for a condition being judged, such as equipment or site readiness.
• Written answer for a short note, such as what was left for the next shift.

Tick Must be answered to require an employee to fill that item in before the checklist is complete. Leave it off for an item that is only sometimes relevant.

Use Add section when a longer checklist reads better in groups, such as separating a walk-through from a closing routine. Each group is labelled Section 1, Section 2 and so on while you edit, and employees see the name you give it.

Choose where it applies

A new checklist applies to nothing until you say where, and a checklist that applies to nothing is never owed by any shift. The list marks those Not applied yet so one cannot sit unnoticed.

Open a checklist's menu and pick Choose where it applies. Select any number of jobs and work sites. Anyone who works one of them gets the checklist automatically when they clock out, so you never have to send a reminder.

• Pick a job when the same work happens at more than one address. A commissioning checklist is the same at every site.
• Pick a work site when the checklist belongs to the building, whatever job brought someone there. A closeout is the same no matter which contract sent the crew.

A shift that matches both a job and one of its work sites still gets one checklist, not two.

What the employee sees

When an employee clocks out from a shift the checklist applies to, Clockspot records the clock-out and then opens the checklist. They can finish it there or press Finish later.

Anything unfinished stays on their Time Clock page under Checklists to finish until they submit it. It stays there across days.

See what came back

The Checklists page opens on Submitted, which lists the checklists employees have finished. Open one to read the answers. Not submitted lists what they still owe, oldest first, with a count beside the tab. Checklists is the third tab, where you build and edit them.

Each row leads with the employee, because one checklist covers a whole crew and the name is what tells two rows apart. Anything an employee marked Not done, Flag, or Fail is labelled Needs attention and sorts to the top. Everything else is marked All clear, so a row is never simply unlabelled.

Search narrows the list by employee, checklist or shift date. A busy workspace files one of these per employee per shift, so this is how you find one week or one person.

You see the employees you have access to. An Administrator assigned to selected employees sees only theirs.

A submitted checklist is read back against the wording the employee actually answered, not the checklist's current wording.

Change a checklist later

Editing publishes a new version. Shifts from then on use the new wording, and checklists employees already completed keep the wording they answered. That is what makes an old record still mean what it said at the time.

Item answers stay connected across versions when the item itself is unchanged, so fixing a typo does not split your records.

Retire a checklist

Archive a checklist to stop it applying to new shifts. Its assignments stay as they are, and everything employees already completed stays in your records. Restore it to start applying it again.

Archiving is the right move when a checklist is no longer needed. Editing is the right move when it is still needed but the wording changed.