Checklist Templates

Learn how to create checklists that can be added to tasks and quotes

Updated on May 2nd, 2024

Checklists are a series of items that require a response (Yes, No, N/A), and which can be added to tasks or quotes.

A checklist could be a series of steps you want your field staff to follow in order to complete a specific task. For example:

  • Arrived on Site
  • Compliance Forms Completed
  • Labor and Materials booked out
  • Site left clean and tidy

You can link a checklist to a task type, so that every time a task with that task type is created, the checklist is automatically added to the task, ready for use. Checklists can also be added manually to any task or quote after it has been created.

By default, AroFlo comes with a sample checklist template with the major milestones of a simple task. Alternatively, a site administrator can create additional checklist templates using the steps below.

In this example, 2 checklist items have been marked as required, and the other 2 have been marked as sortable


Create a checklist template

  1. In Site Admin, go to Settings.
  2. Use the search box to find Checklists.
  3. Click the link in the relevant section, i.e. Quotes or Tasks.
  4. Click Create Checklist.
  5. Enter a name for the Checklist.
  6. Click Add Item.

    You might want to use the Cut & Paste button if you already have checklist items listed somewhere else (such as a Word document). Simply copy text into the text box after clicking the button.

  7. Enter the details of the checklist item.
  8. Continue to add items to the checklist until all items are listed.
  9. Once your checklist items are all entered, you can configure the settings for each checklist item (as explained below).
  10. Save.


Checklist item settings

The table below describes the settings on the Checklist Templates screen.

Checklist Type

The checklist item will be shown on either the Quote, Task or both (Task & Quote) by setting the checklist type.

This can be set against either individual checklist items or against the entire checklist using the field in the header.

Message on Pass

Message on Fail

Message on N/A

Tick this if you want an Email, SMS or Webhook sent when the checklist item is marked as either Pass (Y), Fail (N) or N/A (Not applicable). See Checklist event messages, below, for more information.

Show Completed Info

By default, AroFlo captures details of interaction with a checklist item but does not show it in Field. Enable this option if you want AroFlo Field to display the date and time of when the checklist item was completed and by who.

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Field users can use the completed info on the checklist item as a quick link to the Labor timesheet page and the start time will be pre-populated using the completion time on the checklist item.

This can be very useful for checklist items such as 'Arrived on Site' or 'Start Travel' where you want to capture and use completion info for populating a start time on a labor timesheet. It is not designed for populating the finish time on a labor timesheet.


Enable this option if you want to record the GPS location when the checklist Item is marked as Pass / Fail or N/A.

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This can be useful if there is a dispute in the future, questioning where a user actually was at the time the checklist item was marked.

This is most useful for checklist items that represent work started or completed.


To ensure this function works, make sure the:

  • user card in Site Admin has Allow GPS Tracking enabled (see Feature Access tab)
  • user's mobile phone has GPS functions enabled, location sharing enabled for the web browser, and is in range of a GPS signal (e.g. not in an underground carpark).

Enable location sharing

Users will be asked the first time they log into AroFlo Field whether they want to enable location sharing. If they choose 'Don't share', and later want to enable location sharing, they can do so in their browser settings.

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Task Priority (KPI)

Enable this option if the checklist item would fulfil a Task Priority Response when marked as Pass / Fail or N/A.

See Track Tasks with Priority Response Times for more information.


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Enable this option if the checklist item should be sortable in Office and Field. Users click and drag the sort icon as required.

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(Quote Approval)
Enable this option if the checklist item needs to have a Pass / Fail or N/A marked before a Quote can have status of Approved.
(Task Completion)
Enable this option if the checklist item needs to have a Pass / Fail or N/A marked before a Task can have status of Completed.
Available Before Task Start

Used in conjunction with linked compliance forms, enable this option to make the checklist item available to users regardless of any pre-start compliance forms set for the job.

For example, you may want your field techs to mark off when they 'Arrive on Site' before they complete the required compliance forms linked to the job.

Start / Stop Timer

To have a checklist item automatically start or stop the labor timer on either a quote, task or periodic task, select Start Timer or Stop Timer, as required. Leave the default 'Not Set' option in place if you don't want to use this feature.

When a user sets a checklist item with the Start Timer option on it to Y and saves, the timer starts.

When they set a checklist item with the Stop Timer option on it to Y, they will be asked to stop the timer and create a timesheet entry.

Del (Delete) Click to delete the checklist item.


Checklist event messages

When you click any of the checkboxes in the Message on Pass / Fail / N/A columns and then save, the (envelope with pencil) icon appears below the checkbox. Click this to create an Email, SMS or Webhook template to be used for notifications.

Refer to Set up an Event Message for detailed instructions.


Checklist settings

The following checklist settings apply to the entire checklist (optional settings for advanced checklist requirements).

Setting Description
Checklist Labels You can relabel the Checklist items representing Pass, Fail and N/A by clicking into the field and changing the values from their default: Y / N / N/A.
Fault Escalations

The option Allow Fault Escalations from a Checklist presents the field technician with two options when a Checklist item has failed ('N'):

Option Description
Escalate Fault

Create a new task that uses the checklist item's description as the Task Name.

This feature can be especially useful when used with Message on Fail. Combining the setting allows Admin users to be notified of a fail and further users to action.

Leave a Note Leave a small text note that is linked to the checklist item.

The two options will be displayed in Office and Field.

See Checklists - Escalate a Fault

Failed items are shown in the Failed Inspection Summary Report available when logged in as an office user from Reports > Tasks > Failed Inspection Summary.

Update Template from Task Checklist

This allows new ad-hoc checklist Items to be added through a Task which will also update this checklist template.

This is more likely used on periodic maintenance jobs and rarely used on "standard" day-to-day jobs.

Service Action Group

You can link a single Service Action Group to the checklist. This allows the office or field staff to select a Service Action that can automatically link Documents, Forms and/or Inventory to a task.

This option will only be visible if Service Action Groups have been created.

Update PM Checklists

Tick this option to choose what you want to happen with existing Periodic Maintenance checklists:

Option Description
Add new checklist items to existing periodic task checklist Adds newly-created checklist items to existing Periodic Checklist items.
Update text and settings for periodic task checklist items Updates text changes and settings to existing Periodic Checklist items.
Delete from existing periodic task checklist any items deleted from this template Removes checklist items from Periodic Checklists that have been removed from the checklist template.

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To be able to use a checklist, you must link it to a task type. You can set it up so that whenever you create a task or quote with your chosen task type, the checklists you've linked to that task type will appear by default on the Checklist tab of your task or quote. To do this:

  1. In Site Admin, click Settings > Tasks > Task Types.
  2. Click the task type you want to link the checklist to.
  3. On the Checklist tab, under Auto Add Checklist, click the dropdown menu and select the checklist you want to add.
  4. Click Add. You can repeat the above steps as many times as you need to, if you need to add multiple checklists to a task type.
    You can use the Manual Add Checklist dropdown in the same way. This allows you to manually select a checklist to add to a particular task via the Manual Checklists tab within the task.
  5. When you've added all the checklists you need to, click Save Task Type.

For more information on using checklists, refer to Using Task Checklists.