Help Articles
How to Articles for each of Redlists Tools
By Kristal and 3 others4 authors249 articles
Admin
Configure and Edit Administrator Level Setting
- Initial Account Setup — Configuration Sequence - User Guide
- Getting Started with Redlist - User Guide
- Work Orders — Planned Start Date & Due Date (Mobile) - User Guide
- Task Details Ordering (Mobile) - User Guide
- How to Configure the Navigation Bar on Redlist Mobile App
- How Do I sync data in Redlist's mobile app
- How Do I Download the Redlist Mobile AppThis article provides instructions for downloading and accessing the Redlist mobile app on both iOS and Android devices.
- How Do I Add a Dashboard to My Asset's Profile Page
- How Do I Know What Different User Types Can Do?
- How Do I Assign and Manage User License Types
- How Do I link Users and Employees
- How Do I Access My Redlist Account
- How Do I Change My Homepage
- How Do I Setup My Company's Information
- How Do I Import Data Into My Account
- How Do I Get Import Templates
- How Do I Map Headers in the Import Tool
- How Do I Correct Import Errors
- How Do I Create New UsersThis is a step-by-step guide on how to add users in your Redlist.
- How Do I Reset My Password
- How Do I Create New User Roles
- Permissions - User Guide
- How Do I Know What Each User Permission Does
- How Do I Create New Employees
- How Do I Create New Employee Roles
- How Do I Create New Teams
- How Do I Create New Work Boards
- How Do I Use Custom Fields
- How Do I Log In to the Redlist Mobile App
- What are the System Requirements to Use RedlistThese are the system requirements for both web and mobile devices to allow access to the Redlist App.
- How to Access Redlist App on the WebThis is a step-by-step guide on how to access the Redlist web app.
- How to Access Redlist Help CenterThis is a step-by-step guide on how to get into the Help Center on web and mobile app
- How to Set a Default Home PageThis is a guide on how to set your Redlist web app home page to one of the tools you prefer.
- How to Verify Email AddressThese are the steps in verifying the user's email address registered to a Redlist account.
- What Browsers Does Redlist Support?Details on browser requirements for Redlist Support
- How Do I Calculate the ROI on Reducing Downtime?Input your Company, Facility, and Department ROI from Reducing Maintenance Related Downtime
- How to Use the Communications HubThis Communications feature contains conversations made by users. This is made available on Assets, Maintenance, and Operations tools in Redlist.
- How do I Create my Digital SignatureThis article will discuss the feature of storing user's digital signature that can be used both on web and mobile app.
- How Do I Use my Digital SignatureThis article will discuss the steps on how users can use their digital signature.
- What are your Security Options in Redlist?This article gives its users the security features available for tenants in Redlist.
- How to Send an Invitation to Verify User's Email AddressThis is a step-by-step guide on how to inform and invite users to verify their email address on Redlist.
- Custom Fields Management with Scannable Fields (a Weekly Open Office Hours Session)This session introduces centralized custom field management and scannable inputs for streamlined operations and reporting in Redlist.
- Managing Hardware Devices in Redlist (a Weekly Open Office Hours Session)This discusses recommended devices, and maintenance tips and IT policy considerations to support Redlist app performance and compatibility.
- How to Manage Employee RolesThis is a step-by-step process on how to create, edit, assign, and manage employee roles in Redlist.
- What are the URLs to be Whitelisted for Redlist?This is a list of URLs used by the Redlist App that need to be whitelisted for the app to work properly.
- Web and Mobile Branding EnhancementsBrand administrators can set company logos and action colors, giving users a consistent branded experience in both web and mobile apps.
- How to Add User's Job DescriptionAdmins can now view and edit any user’s job description from the admin user settings.
- Two-Factor Authentication (2FA) for Web and MobileThis feature adds an additional login security layer—an Authenticator App code required besides the password.
- How to Update Multiple Users with Bulk EditThe Users page now supports editing key fields for multiple users at once, enhancing administrative efficiency.
- Portuguese on Mobile - User Guide
- Client Manager Card Mode - User Guide
- Client Management - User Tab
- Client Management - Documents Tab
- Mobile - Assets - Component Template Edit
- Client Management - Reports
- Digital Twin Task View - User Guide
- Client Management - Copy Form Templates
- Web - Restricted Work Order Access
- Inventory Management - AI Calculate Minimum Quantity
- Inventory Management - Demand Multipliers
- Forms - AI Form Capture
- Mobile - Restricted Work Order Access
- Purchasing - Purchase Order Notifications
- Client Management - Contracts Tab
- Comms Hub - Generate Comms Hub Post From AI Chat
- Assets - Linking QR Codes and NFC Tags to Components
- Assets - AirDrop Share Templates
- Comms Hub - AI Reformat Comms Hub Message
- Admin - Customer Support Access
- Client Management - JIT Access — Request Access
- Client Management - Purchased Tab
- Client Management - Nested Groups
- Lubrication Routes - Quick Route Builder — Subgroup Filter
- Admin - User Roles
- Billing - Bill as Types
- Billing - Bill as Types Rates
- Inventory - Receiving Purchase Orders
- Digital Twin - Add Asset / Component Template While Pinning
- Admin - Managing Users
- Component Tasks — Grease Calculation Tool (Web) - User GuideHow to use the built-in Grease Calculation Tool in the Component Task modal to calculate recommended relubrication quantity and frequency based on bearing dimensions and environmental factors.
- Collapsible Sidebar — Lube Management Experience (Web) - User GuideHow to collapse and expand the Lube Management navigation sidebar, navigate using flyout menus when collapsed, and understand the new navigation icons.
- Route Templates — Column Options (Web) - User Guide
- Component Types — Same Name, Different Descriptions - User Guide
- Table Component — Column Width, Filtering & Clear Filters (Web) - User Guide
Assets
Track and Update Equipment Information.
- Digital Twin — Pin Components Without an Asset (Tablet) - User GuideHow to use the tablet Pin Components mode to place standalone components on a Digital Twin 3D model without linking them to an asset.
- How Do I Find All the Assets in a Location
- Mobile — Filter on Start DateHow to filter work orders by start date on mobile, including preset ranges, custom dates, and toggle options.
- Comms Hub — Managing Post Statuses (Mobile) - User GuideMessage statuses can now be viewed, filtered, and updated on mobile in the Comms Hub. Each post shows a colored status indicator — tap it to change the status instantly.
- Digital Twin — Model Switching on TabletWhen pinning in the Digital Twin on tablet, selecting an asset from a different model shows a warning with Cancel, Switch Model, and Pin options — so you stay in…
- Digital Twin — Pin Sections on Tablet - User Guide
- 3D Mode (Web) - User Guide3D Mode lets you walk through a virtual version of your facility with your equipment, components, and tasks pinned to their locations in the Digital Twin. Tap into any asset…
- Assets — View Modes & Exporting (Web)How to switch between Card, Hierarchy, and Table view on the Assets page, expand asset cards, and export your asset inventory using Export All or Export Filtered.
- How Do I Create Custom Fields for Assets
- How to Update the Status of an Asset
- Gallery View for Asset Hierarchy
- Auditing QR Codes or NFC Tags on Groups
- Planned Asset Lists
- How Do I Monitor Activities on AssetsThere are a lot of activities on Assets that need to be updated and monitored. This article will guide the users on how to see the activities done on their…
- Associating Assets with QR Codes and Asset Location Updates in Redlist (a Weekly Open Office Hours Session)This session highlights Redlist’s use of QR codes for Assets, and the new feature on capturing Asset location with scanning QR Codes.
- Asset Tagging and Management in Redlist (a Weekly Open Office Hours Session)This shows how to manage asset tagging, showing how QR and NFC tags improve asset access, tracking, and visibility on web and mobile views.
- Custom Fields on Assets (a Weekly Open Office Hours Session)This session coverscustomizing asset data using custom fields, enhancing data accuracy, asset categorization, and reporting quality.
- How to Add Hourly Rate on Component TasksUsers can now assign hourly rates at the component task level for more accurate labor costing and analysis.
- How to Use Default Board on Component TemplatesDefault maintenance board can be selected for each component task template.
- How to Complete Routes on Digital TwinWork order tasks are now visualized and actionable inside the digital twin view.
- Linking Forms to Assets (a Weekly Open Office Hours Session)This is how to link forms to assets, enabling automated updates, task creation and future QR-code scanning for faster, accurate inspections.
- Tagging Assets in the Mobile App (a Weekly Open Office Hours Session)This is how to tag assets using the mobile app with GPS capture, enabling faster asset identification and navigation across work sites.
- Creating Component Templates on MobileUsers can now create component templates using the mobile app.
- How to Duplicate Components in Asset Templates on Mobile AppThis feature allows users to quickly create an exact copy of any existing component, including all metadata fields and associated tasks.
- Digital Twin Navigation & Advanced PinningThe Digital Twin interface now offers a unified sidebar.
- Asset Locations on Assets
- Copying Components
- Digital Twin on Redlist (a Weekly Open Office Hours Session)This session introduces Redlist’s Digital Twin feature on Mobile and Web apps, showing how 3D facility walkthroughs enhance asset visibility, safety, training, and maintenance planning.
- Multiple Parts on Component Tasks in Component Templates - User Guide
- Asset Template Library - Task Assignment - User Guide
- Assets - AI Chat for Asset Information
- Work Orders - Generate Work Order From AI Chat
- Assets — Filtering and Search (Web)How to filter and search assets using the sidebar filter panel, search bar, and Quick Filter on the Redlist web app.
Forms
This tool is extremely customizable, used to capture everything from equipment inspections, to incident reports, to temperature readings, the Forms tool can do it all.
- Form Image Sizing (Web) - User Guide
- Form Image Sizing (Mobile) - User Guide
- How Do I Create a New Form
- How Do I Select a Different Question Type When Building a Form
- How Do I Make a Form Question Required
- How Do I Link Inspection Failures to an Asset
- How Do I Set When a Question is Visible in a Form
- How Do I Allow Field Users Add Photo and Videos to Forms
- How Do I Bulk Edit Form Questions
- How Do I Create a Custom PDF for Forms
- How Do I Organize Forms into Folders
- How Do I Configure the PDF Report Footer
- How Do I Configure the PDF Report Header
- How Do I Prepopulate Information in my Form?
- How Do I Use Form Section Settings
- How Do I Use Form Question Settings
- How Do I Use Form Questions
- How Do I Use Form Question Logic
- How Do I Use Form Settings
- How Do I Edit Form SettingsForms can be accessed and used through mobile and web app. There are different settings to choose from to customize its functionality.
- How Do I Edit My Forms PDF Report
- How Do I Create Follow Up Task From a Form
- How Do I Send Notifications from a Form
- How Do I Add Additional Information to a Form Question
- I Can't Find My Forms
- Notification Settings on Forms (a Weekly Open Office Hours Session)This session demonstrates how to set up automated notifications in Redlist forms.
- Collaborative FormsCollaborative Forms in Redlist allow multiple authorized users to work on the same form at the same time.
- Task Completion by Form Submission
- How to set Open Scanners on FormsForms with a scanner-type question can launch scanners automatically on mobile.
- Inline Photo Markup & Attachments in FormsUsers can now edit images on forms.
- How to Add Question Templates to FormsReusable questions are now available on Forms.
- How to Use Rich Text on FormsRich text formatting is now available in Redlist Forms.
- How to Use AI to Build FormsForm building in Redlist is made even more convenient and easier with the use of AI.
- How to Use Date and Time Questions on Forms
- Edit Button on View Entries
- AI on Form Builder and Rich Text Editing (a Weekly Open Office Hours Session)This session introduces Redlist’s AI Form Builder and rich text editing features, which simplify form creation and enhance question formatting for faster, clearer, and more flexible form design.
- Builder — User GuideManage form templates: search by name, edit an existing template, or start a new one.
- Creating a Form TemplatePurpose Use the Builder tab to create and organize a form template. The canvas provides fields for template metadata, sections, and questions, with controls to preview, copy, delete, and save…
- Form Settings: Format Options and OverviewPurpose Select how the form’s generated PDF is produced.
- Form Settings: PDF Format ConfigurationConfigure how a form’s generated PDF is produced, along with related form behaviors and access controls.
- Creating QuestionsThe Question Card is the primary editing interface for individual form questions in the Redlist form builder. The card contains controls for configuring the question's behavior, visibility, validation, and integrations.
- Customizable default values for tasks generated from forms - User Guide
- Submitting Collaborative Forms (Mobile) - User Guide
- Inventory Logic Rules for Form Questions - User Guide
- Multiply / Divide on Numeric Form Questions - User Guide
- Forms - AND/OR Visibility Logic on Form Questions
- Forms - Form Logic for Sections
- Form Builder — Visibility Logic: No Answer Condition
- Form Scanning — Block on Value (Web) - User Guide
Health, Safety, and Environmental - HSE
Create and Execute on Your Companies Safety Program
- Certifications — Groups View (Web) - User Guide
- Adding a Supervisor Notification to a CertificationSupervisors can now receive notifications when status changes on an employees cdertification
- Managing Certifications (a Weekly Open Office Hours Session)This discusses updates to the Certifications feature on Redlist.
- Certification Instance Dates - User Guide
- Certifications - Overview & Setup
- Certifications - Assigning & Tracking
- Certifications - Renewal & Revocation
- Certifications - Rules & Automation
Integrations
Connect Redlist to Other Software to Breakdown Operational Silos
- How Do I Link Redlist Assets to Assets in One Step GPS
- How Do I Access Integration OptionsThe Redlist Integration Hub allows you to set up integrations with Redlist Partners
- MCP Server — Redlist Practical GuideConnect Claude to your Redlist account to query assets, routes, compliance, forms, and products in plain English; audit data gaps; run health checks; and bulk-import assets without a spreadsheet.
Maintenance and Lubrication
Create Maintenance and Execute on Maintenance and Lubrication Programs
- Work Order Templates — Tabs, Status Visibility and Calendar View - User GuideHow the Work Orders tab on a route's (Work Order Template's) profile page shows generated and upcoming work orders in a table or calendar view, with color-coded status.
- Documents — Library & File Management - User Guide
- Routes — Shift-Based Scheduling - User GuideHow to enable shift-based scheduling on a route, manage company-wide shifts, and filter work orders by shift.
- How Do I Complete a Work Order or Route
- How Do I Use Work Order Filters
- How to Complete a Work Order
- How Do I Configure PM Program Work Order Template Required Settings
- How Do I Configure PM Program Work Order Template Frequency Rule Settings
- How Do I Edit General Task Settings in PM Programs
- How Do I Add an Attachment or Inspection to a Recurring Task
- How Do I Add Tasks to Work Order Templates
- How Do I Create a Work Order from My PM Program
- How Do I Add a Task to a PM Program
- How Do I Add a Component to a PM Program
- How Do I Add Assets to a PM Program
- How Do I Create a New PM Program
- How Do I Create Custom Fields for Tasks
- How Do I Create Custom Fields for Components
- How Do I Update Miles/Km at Last Service in PM Programs
- How Do I Ignore or Delete Work Orders
- How Do I Edit Work Order Templates
- I Can't Find My Work OrdersIf you are using the mobile app and can't find a work order, below are a couple of troubleshooting steps to correct the issue
- How Do I Complete a Form on a Task
- How Do I Add a Section to a PM Program
- Proof of Presence (POP) Facility and Route Level SettingsEnforce completing tasks at the applicable asset with Proof of Presence
- Release Notes 2024.12.13
- Closing Lubrication Routes in Redlist (a Weekly Open Office Hours Session)This session covers task completion settings in Redlist, including proof of presence, asset tracking, data collection, and automation tools to enhance lubrication route management. This is in Lubrication Management UI.
- Setting Task Type Defaults (a Weekly Open Office Hours Session)This session introduces task type defaults and mobile task deferment with reason tracking for streamlined operations and reporting.
- Creating Work Orders (a Weekly Open Office Hours Session)This video illustrates the step-by-step process of creating a Work Order.
- How to Add Photos to a Job on MobileTechnicians can now attach photos directly to jobs within the mobile app, improving documentation and support.
- Creating Components and Tasks on MobileThis is how to create components and tasks in the Redlist mobile app - makes asset management and task scheduling directly from the field.
- How to do Route Completion with Bluetooth ButtonsMobile users can connect Bluetooth (Flic) buttons to complete, skip, or navigate tasks hands-free.
- How to use Scan-to-Search to Filter Tasks on Mobile AppScanning a QR code for an asset exclusively filters the task list specifically to the scanned asset.
- How to Bulk Export Work Order Templates or RoutesYou can now export all your Work Order Templates or Routes in bulk—no more exporting one page at a time.
- Adding Multiple Parts on Component Tasks
- Work Order Creation Time
- How to create a Manual/Real-Time Route
- Understanding the Manual/Real-Time Routes PageThis guide explains the main functions and elements of the new Routes screen, helping you get started and navigate efficiently.
- Digital Twin Route Walkthrough - User Guide
- Multi-Photo Capture on Mobile - User Guide
- Communication Hub - Tagging
- Work Orders - Work Order Creation Updates
- Communication Hub - User GuideHow to send messages, reply, set post statuses, bookmark posts, filter by status, and manage statuses in the Redlist Communication Hub.
- Work Orders — Employee Assignment (Web) - User Guide
- Work Orders — Planned Start Date & Due Date (Web) - User Guide
- Work Order Calendar (Web) - User Guide
- Work Orders — Overview & Creating (Web) - User Guide
- Downloading All Images for a Route (Mobile) - User Guide
- Work Orders — Employee Assignment (Mobile) - User Guide
- Route Templates / Work Order Templates — Fixed, Dynamic & Manual (Web) - User Guide
- Grease Calculator - Mobile User GuideHow to use the Grease Calculator on mobile component tasks — entering bearing dimensions, setting operating factors, and applying recommended grease quantity and frequency.
- Work Orders — Schedule View - User GuideHow to use the Work Order Schedule View in the mobile app — week slider navigation, status colors, missed work orders, and view persistence.
Operations
Quote and Create Jobs. Schedule and Dispatch Equipment and Employees. Approve and Invoice Customers
- How Do I Mark a Job as Complete
- How Do I Create a Quote
- How Do I Create New Line Items to Add to a Job
- How Do I Send Crew Notifications
- Creating and Communicating PicklistsHow do I create and Communicate My Inventory Picklist?
- Addressing Operations Issues in Redlist (A weekly Open Office Hours Session)This session shows how to report and track equipment issues in the mobile app, for better collaboration, workflows and maintenance planning.
- Job SettingsInformation about the settings found on the Job Settings page.
- Certifications User GuideThe Certifications page in Redlist lets you view, manage, and organize all certifications for your organization by group, asset, or employee. This guide explains each feature and how to navigate,…
- Assignments Required on Jobs - User Guide
- Inventory — Quantity per Package on PartsSet Quantity per Package on parts to enable package-based ordering and receiving; how the package toggle appears in Purchase Requests and Purchase Orders; Qty/Package display in part details
Reports
Visualize, track, and trend your data
Time Tracking
Allow Employees to Attribute Time to Asset, Assignments, Jobs, Tasks and Work Orders
- How Do I Clock In and Out of a Timer
- How Do I Add Time to a Work Order or Task
- How Do I Add a Timer Manually in Redlist's Mobile App
- How Do I Set Up Clock In and Clock Out
- How Do I View and Align Timezone Differences on TimersHow do I know if there is timezone difference that affects the timer data that I get? This guide gives you the steps to view and align timers.
- How Do I Create Custom Fields on Timers
- How Do I Customize the Timer Approvals Table