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.

For each checklist, choose whether employees may clock out and finish it later or must submit it before clocking out. Required closeout keeps the employee clocked in while they finish the work. Later completion is better for routines that should not hold up the end of a shift.

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 four kinds of response:

• 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.
• Photo for one picture of the finished work or the condition the employee found. A checklist can contain up to 10 photo items.

Use Guidance (optional) when the employee needs a little more context, such as where to look or what counts as done. Keep the item itself as the short question they answer.

Tick Must be answered to require an employee to fill that item in before the checklist is complete. On a photo item, this means a photo must finish uploading before the employee can submit. Leave it off for an item that is only sometimes relevant.

Under Clock-out requirement, choose one:

• Allow employees to finish it later lets the employee use Clock out without finishing. The checklist remains in My Checklists until it is submitted.
• Require it before clock-out keeps an employee clocked in until they submit when clocking from their own account. Their secondary action is Cancel clock-out, not a bypass.

Kiosk and phone clock-outs stay available under either policy because those channels cannot display and submit a checklist.

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 opens the checklist while the employee is still clocked in. If the shift owes several, required checklists appear first and the dialog shows their progress through the sequence.

A checklist that allows later completion offers Clock out without finishing. A required checklist offers Cancel clock-out and must be submitted before the clock-out succeeds. Anything unfinished stays on My Checklists and in Inbox under My to-dos across days; it never blocks a later clock-in.

For a photo item, the employee can press Take photo or Choose photo. The photo uploads as soon as they select it, so leaving the dialog does not throw it away. They can replace or remove it until they submit the checklist. Photo upload needs an internet connection. If the checklist requires submission, a failed required upload must be resolved before the employee can clock out from their own account.

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. Any photo appears beside its item. Photos in an unfinished employee draft are not shown to managers; they become part of the manager's record only when the employee submits.

Change a checklist later

Editing publishes a new version. Shifts from then on use the new wording, and checklists already owed or completed keep the wording and clock-out requirement they received. That is what makes an old record still mean what it said at the time.

Edit an existing item when it is still the same question. If it becomes a different question, remove it and add a new item so the two questions stay separate in reports. Fixing a typo on the existing item keeps its history together.

Retire a checklist

Archive a checklist to stop it applying to new shifts. Its assignments stay as they are, and checklists a shift already owes remain available under their original clock-out requirement. 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.