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Task Checklists are a series of items that require a response (Yes, No, NA) which can be added to tasks. They are visible in Office and in Field.

A Task Checklist might be used to list a series of steps that field staff should follow to properly complete a task. e.g.:

  • Arrived On Site
  • Compliance Forms Completed
  • Labour and Materials booked out
  • Site left clean and tidy

Checklists can be incredibly useful to:

  • Guide a user through a Task 
  • Prompt a user to complete certain forms which might Include Compliance or Maintenance forms.
  • Record when or where a certain item was completed for future.

Field View


Office View

Checklists can be added manually to any Task after it has been created, or, if its a series of steps common to your Task Types, automatic Checklists can also be inserted as soon as the Task is created.

Setting up a Task Checklist

Task Checklists are based on Checklist Templates. Please refer to Task Checklist Templates for more information.

View Task Checklists

When viewing a Task in Field, Checklists appear in the Task Checklist area. Depending on the Task Type Auto-Add Checklists may appear as soon as the task is created. Otherwise Checklist Items can also be added manually using instructions below.

Auto-Add Checklists can be setup by an Administrator within SiteAdmin - Task Types

Add Checklist Items

After a Task has been created, additional Checklist Items can be added if required.

This can be useful if a task has Checklist items which aren't expected or aren't completed often enough to be shown permanently.

Adhoc Checklist Items can be added by clicking Add Checklist Item.

Ad-Hoc Checklist Items can be sorted between other sortable Checklist Items using the button

Add Manual Checklists

When viewing a Task, Manual Checklists appear in under Manual Checklists . This will include a pre-defined list of Checklists which can be added to your Task as required.

Manual Checklists are useful if:

  • You have generic Checklists which could be used for multiple Task Types, 
  • You have Checklists which don't need to be added every time you select that Task Type. 
  • If you are working on the task over multiple days or with multiple people. For example you have filled out the first Checklist and need to add the same checklist again on the next day.

Manual Checklists shown in the list are setup by an Administrator within SiteAdmin - Task Types

Click the Checklist name to show the Checklist Items

The Manual Checklists shown depend on the Task Type and the Checklist(s) chosen to be Manual-Add for that Task Type.

Additional Checklist Items can also be added using Add Checklist Item.

Completing Checklist Items

Checklist Items are completed by selecting a response which can be either PASS (Y), FAIL (N) or NOT APPLICABLE (N/A)

Any Checklist Item which is highlighted with a colour background must be marked with a response before the Task can be completed.

When selecting any response, the following details are also filled:

Name of User that last changed / completed the Checklist Item
Time and date when the Checklist Item was last changed / completed.

If enabled in  Checklist settings, GPS location where the Checklist Item was last changed / completed.

Selecting will open a map showing the location

If a Checklist Item is marked as FAIL (N), you may also have two options shown. (If setup in   Checklist settings )

  • Escalate Fault: allows you to create a new task that uses checklist items description as the Task Identification.
  • Leave a Note: allows you to leave a small text note that is linked to the checklist item.


If pressing the Options button, a menu will open:


Each Checklist Item allows you to link existing forms such as OHS Checklists, Risk Templates and Custom Forms.

Selecting Create Form allows you to Create a new form based on an existing Template.

Selecting View Forms shows existing forms created for that Checklist Item.

Within Forms you can then choose a form from:


Spec Forms

Forms made available to the linked to the Task Type or that have been made available to all Task Types.

All Forms

All Forms within available for a Task.

Task Forms

Existing forms created for the Task Checklist Item. This is the same as selecting View Forms

Add and View Checklist Notes

Each Checklist Item allows you to add or view existing notes by clicking Create Note or View Notes. This might include details on why an Item was marked as a certain condition (such as marking it failed) or general notes about the Checklist Item when it was completed.

Duplicate Checklist Item

A Checklist Item can be duplicated by selecting Duplicate Checklist Item.

This is the fastest way to duplicate a Checklist item where multiple people are working on a step. Each technician can simply duplicate a Checklist Item and tick it off for themselves. Duplicating also retains any settings on the original (such as email or SMS on pass / fail / N.A).

It is also especially useful in scenarios where someone marks a Checklist Item as failed and leaves a note. A new user can review the note, duplicate the Item and update the Checklists with an ongoing record. By duplicating, different users can work on common Checklist Items.

Service Actions

If a Service Action Group has been linked to the Checklist Template, an option will appear so a Service Action can be selected for each Checklist Item.

This feature can be especially useful where Items are changed on a very frequent basis. This could be during maintenance swap outs where it may not be worthwhile to maintain the changes in an Asset Register.

The Checklist Item could be parts being changed frequently, and the linked Service Actions might be to add an Inventory Item against the task, or add a Form or Document each time a Checklist Item is marked.

Click on the Service Action drop-down menu.

Select the appropriate Service Action from the list.

Once selected, be sure to click Save to lock in your change.

You can set the Service Action against multiple checklist items before needing to click save, you don't need to click save after changing each individual item.

This particular Service Action had an Inventory Item attached to it. You can see above that this item was automatically added to the task by a service action because it has the tag icon.

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