Activities Checklists

Activities checklists; log activities within activities.

You may already have checklists for completing of particular activities in your organisation. With activities checklists, you can include these within your activities on Every. This is particularly useful if an activity is complicated or includes many tasks which need to be completed in a precise order, or properly evidenced.

A checklist can be created for or added to any activity, and do not just have to contain lists of tasks. You can add mandatory or optional questions to a checklist and add logic so specific questions only get asked in specific scenarios. You can also upload files such as documents or images to support the completion of tasks and questions.

If any maintenance problems are identified while completing a checklist, you can also add issues to an activity via the specific checklist item. These will be listed in the Issues module just like any other issue.

How do I create a checklist?

Before adding a checklist to an activity, you first need to create your checklist. To do this, head to the Activities area of the Business Management module, choose the Settings page and go to the ‘Checklists’.

Click the green ‘Add Checklist’ button below the table to add a new checklist.

This will take you into the activities checklist editor. The top of this page lets you add a title, description, and image to identify this checklist by. Below this, you can construct the checklist by adding the questions, sections, and pages you require.

Be aware that the top title is the one that users will see when completing the checklist, and the page titles are ones they see on each page the complete as they are working through the checklist.

Type of response

Under the ‘Type of response’ column, you can set what a user is asked to enter to progress through the checklist. There are many options to choose from, including ‘Date & Time’, ‘Person’, ‘Checkbox’, ‘Number’, ‘Media’, or plain ‘Text’.

Adding logic and triggers

For some questions, you may find options available to add conditional logic. Click ‘Add logic’ to set what happens next (if anything), depending on the type of response and answer provided. You can choose whether answering the question is mandatory and define the parameters and any triggers.

Parameters define what causes the trigger, whereas the trigger defines what happens as a result. For example:

‘If checkbox is checked [parameter], then ask questions [trigger].’

There are a variety of parameters and triggers you can choose from depending on the question and response you have chosen. This is how some of the triggers work:

Require issue or require evidence: Selecting ‘Require issue’ means that a user will be prompted to add an issue within Issues in Business Management. ‘Require evidence’ gives further options depending on what evidence is required.

Ask questions: If ‘Ask questions’ is selected, add further questions in the same way under ‘Type question’, and add further logic option as needed.

Adding questions

You can add a question by clicking the add question button and typing into the ‘Type question’ field. You can add as many as you need and set each to have a different ‘Type of response’, as required.

Add as much information as you can to make everything as clear as possible for the user completing the checklist, bearing in mind that this person may never have completed this activity before.

The checklist can also be organised into different sections, focused on different aspects of the overall activity. For example a ‘Security checklist’ may include a page for ‘Weekly security checks’, and separate sections within that to identify checks for ‘Service and maintenance’, ‘Door entry and access control’, and ‘Personnel’.

Remember, checklists can be edited at any time, even if they are already added to an activity.

How do I add a checklist to an activity?

You must create a checklist in on the Settings page for Activities in Business Management before you can add it to an activity. Please note that an activity can have multiple checklists added to it and checklists can be edited at any time, even if they are already added to an activity.

To add a checklist to an existing activity, locate it in Activities within Business Management on the Summary page and click the pencil icon alongside it to edit it. If you are creating an activity from scratch, go to the Create Activity page and complete the required details.

Next, go to the ‘Checklists’ tab and click the green ‘Attach Checklist’ button.

You will now need to select from your list of existing activities checklists set up on the Settings page. You can add more than one checklist if required.

Once added, be sure to choose whether the checklists are ‘mandatory’ and if they should ‘auto-complete’.

Further checklists can be added, if needed, using this tab.

Be aware that if a checklist is updated while it is already attached to an activity, the activity must be completed using the previous checklist before the new checklist can be used.

How do I complete a checklist?

To complete a checklist, first locate the activity it is connected to in the Activities area of Business Management. The easiest place to do this is on the Summary page. Once you have found the activity in question, click to edit it and find the 'Checklists' tab at the bottom of this page.

Here you can click to complete the checklist, or 'Start Inspection'.

Be aware that a checklist may have many different pages and a variety of checklist items to complete. You can add notes, media, and create issues against any question on the checklist by using the three options that appear below it.

You may find that some checklist items are completed by default, such as date and time, but clicking into the fields will allow you to amend these responses.

Completed checklists can be viewed within the 'Activity History' tab on this 'Manage Activity' page by clicking the eye icon.

How do I report on checklists?

The user will be presented with different options depending on how a checklist has been set up.

You can view an inspection report for a checklist once the activity has been completed. The inspection report includes information on any flagged items, action, and attached images. It can also be printed or saved as a PDF. Completed checklists can be viewed within the 'Activity History' tab on the 'Manage Activity' page by clicking the eye icon.

How to mark an activity as ‘Completed’

If auto-complete is on and no issues have been added, activity will automatically be marked as ‘Completed’.

If an issue has been created when completing the checklist the user will receive a notice asking if they would like to close the activity with an outstanding action. Select 'Yes' to close the activity.