The Checklist Library is where all Maintenance Checklists are stored. A Maintenance Checklist is a default list of Services your company offers. It consists of common Tasks performed when servicing an Asset Type or Property.
The schedule is repeated yearly and is constrained by the Service Agreement Start and End Dates. Tasks include properties such as labor estimate, interval, due date, and total number of occurrences.
Each Checklist and its associated Tasks can be customized when creating a Service Agreement based on specific Asset Type and Property parameters. The Checklists in the Checklist Library act as templates, helping save time and manual data entry.
Without these checklists, associated Asset Types will not appear as options when creating or editing Service Agreements.
Asset Type vs. Property Checklists
Asset Type Checklist: Includes all Services and Tasks for servicing a specific type of Asset.
Property Checklist: Similar to an Asset Type Checklist but applies to a Property instead.
To access the Checklist Library, navigate to Directory → Checklist Library.
Creating an Asset Type Checklist
Select your desired Asset Type in the left sidebar.
If the Asset Type is missing, click + next to "Asset Types" and add it.
You can also create an Asset Type under Custom Fields.
Click ADD CHECKLIST.
Add a Checklist Name, then click ADD CHECKLIST.
Enabling Set as default checklist will automatically apply the Checklist to the Service Agreement once an Asset is selected.
Each Asset Type can only have one default Checklist.
Expand the Checklist by clicking the arrow on the right, then click + ADD TASK.
Enter Task details:
Name – Task name.
Labor Estimate – Estimated labor time in minutes.
Interval – Frequency of the Task (weekly, monthly, quarterly, etc.).
First Due Date – Date when the Task should first be completed.
Total Number of Occurrences – Adjust based on contract needs.
Notes on First Due Dates & Intervals:
Set up Checklists to align with a full calendar year.
The First Due Date is when the first Maintenance Visit should be generated.
Consider using the 1st, 15th, or 28th of the month to avoid overdue status due to automatic system reporting.
If selecting the 31st of the month, be aware that shorter months will move the task to the next available date.
Adding Forms to Checklist Tasks
Forms help document specific steps for completing a Task. For example, a "Readings" form can be added to log nitrogen levels or temperatures.
Click the Form icon next to the Task Name.
Select the required Form from the dropdown list and click SAVE.
To remove a Form, click X next to the Form name.
Enable Required to make the Form mandatory before a technician can complete the Visit.
Note: Forms must be labeled "Task Form" in Form Settings to appear in the dropdown list.
When a Form is successfully added, the Form icon will turn blue.
Creating a Property Checklist
In the Checklist Library, click Property Checklists.
Click ADD CHECKLIST.
Follow the same steps outlined in Creating an Asset Type Checklist.
Individual Jobs (Excluding Maintenances)
By default, Tasks with overlapping due dates generate as a single Maintenance Job with multiple Tasks. However, some Tasks may need to be separate Jobs.
Click the three dots next to the Task.
Select Individual Job to separate it from others.
The wrench icon next to the Task name will turn black, indicating it is an individual Job.
Additional Actions
Archiving a Checklist – Click the three dots above the Checklist and select Archive to remove it from the Asset Type or Property.
Cloning a Checklist – Select Clone to duplicate a Checklist.
Editing/Deleting a Checklist – Only possible if the Checklist has not been used in a Service Agreement.
FAQs
Can I delete a checklist?
A checklist can only be deleted if it has not been used in an active Service Agreement. Once in use, it cannot be deleted but can be cloned or archived.