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Summary
Completing checklists keeps a record of daily tasks, temperatures, and procedures. You can finish a checklist in one go, or save your progress and come back to it.
This guide covers completing checklists, reviewing and editing them, handling overdue ones, review notifications, and downloading records.
Open Checklists from the left-hand menu. Due checklists live on the Scheduled tab; completed ones move to the Completed tab.
Completing a scheduled checklist
The three boxes at the top of the Scheduled tab give you an at-a-glance count for your site:
Pending - checklists due but not yet started.
In progress - checklists someone has started and saved but not yet finished.
Done today - checklists completed today.
Below them, due checklists are grouped into On demand, Overdue, To do, Completed today, and Upcoming.
Each checklist in the list shows its own status too:
Pending - not started yet.
In progress - started and saved, but not yet finished.
Green tick - completed.
To complete one:
Open Checklists and stay on the Scheduled tab.
Open the checklist by clicking it
Work through the questions one at a time - use the Task X of Y navigator (or the arrows) to move between them. A progress bar and an X of Y answered count show how far you've got.
Add photos where required
Select Submit checklist once all required questions are answered.
š” Need to stop partway? Save your progress instead of completing - the checklist moves to In progress (and is counted in that box at the top) so you, or someone else, can reopen it and carry on. Nothing is submitted until you select Submit checklist.
Completing an on-demand checklist
On-demand checklists don't appear in the list automatically - you launch them yourself:
On the Checklists page, select Launch on demand (top right).
Choose the checklist from the list.
Complete the questions and select Complete.
The checklist will be grouped into the On Demand section
After completion
Same day - completed checklists stay under Completed today on the Scheduled tab, where you can still review and edit them.
After midnight - they're archived to the Completed tab, where they can be viewed but no longer edited.
Editing a completed checklist
You can only edit a checklist on the same day it was completed:
Find it under Completed today.
Open it
Make your changes and Submit
Overdue checklists
If a checklist isn't completed on its scheduled day or within its time window, it moves to the Overdue group within the Scheduled tab. You can still complete it - it's recorded with the date you actually completed it.
Review notifications
If a user was set to be notified on completion when the checklist was set up, they'll get an email each time it's completed, showing the checklist name, who completed it, the date and time, and the site. Select Review Checklist in the email to jump straight to it.
That user will also see a notification next to Checklists in the menu when there are completed checklists to review, and those show as Pending Review on the Completed tab.
Downloading completed checklists
To export records for reporting:
Open Checklists and go to the Completed tab.
Select Download (top right).
Set a date range by Completed date or Due date.
Optionally filter by specific checklists, sites, or the user who completed them.
Choose whether to include photos, then select Download.
The export is a CSV with all responses and completion data - or a ZIP if you include photos.
