Activities Checklists in Multi-Site

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 and compliance items 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 or compliance item, and can contain much more than just 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. Completed checklists can be viewed within the Activity History tab.

If any maintenance problems are identified while completing a checklist, you can also add issues to an activity via the specific checklist item.

How do I create a MAT checklist?

Before adding a checklist to a compliance item, you first need to create your checklist. To do this, head to the Compliance area of the Multi-Site module, choose the Compliance Setup page and then click on the ‘Checklist Templates’ tab.

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 they 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 a compliance item?

You must create a checklist on the Setup page for Compliance in Multi-Site before you can attach it to a compliance item. Please note that an activity can have multiple checklists attached to it and checklists can be edited at any time, even if they are already added to an activity.

To attach a checklist to an existing compliance item, locate the item in the ‘Activity Compliance Items’ tab on the Compliance Setup page and click the pencil icon alongside it to edit it. If you are creating a compliance item from scratch, click the Create Compliance Item button below the table.

Next, go to the ‘Attached 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 Compliance Setup 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’.

• Mandatory - This indicates that the checklist will also mark the activity as ‘Completed’ once it has been completed. If you have more than one checklist applied to an activity, we recommend that you turn this feature off.

• Auto-Complete - This indicates that the checklist will also mark the activity as ‘Completed’ once it has been completed. If you have more than one checklist applied to an activity, we recommend that you turn this feature off.

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

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

How do I complete a MAT checklist?

To complete a checklist, you must find it with the appropriate activity at property-level.

To do this go to the Summary page for Activities in Business Management. 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 by clicking the pencil icon to '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?

Reports must be accessed at property-level. 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.