Checklists and schedules

Install ready-made checklists, edit them in the builder, publish, assign them on a schedule and put QR codes where the work happens.

AdministratorMedical director / superintendentQuality manager (NABH / NABL)Nursing superintendentHead of departmentLab manager / chief pathologist

A checklist (also called a template) is the form: its questions, scoring and rules. An assignment (a task) is one checklist given to one person, with a due time and optionally a location and a repeat. A completed assignment becomes an inspection with a PDF report.

Everything in this chapter needs manager access.

1. Start from the template library

Your company already has its type's packs installed (see Platform owner). To add more:

1. Open More → Template library. Your company type's packs come first, tagged Your industry.
2. Tap a pack to open it and read its description. Each checklist shows its item count, or Added ✓ if you already have it.
3. Tap Add next to one checklist, or Add all n checklists. Checklists with the same name as one you already have are skipped, so your edited copy is never overwritten.

Library checklists arrive published, with scoring and pass marks set. Every Pass/Fail item automatically asks for Describe the issue and Photo evidence when it's answered Fail. See Template library and NABH and NABL audits.

2. Find and manage checklists

Open More → Checklists (the page is titled Checklist templates). Each card shows the name, Published or Draft, the category, question count and assignment count, and these buttons:

• Edit opens the builder.
• QR jumps to the checklist's QR code (published checklists only).
• CSV downloads the checklist's results.
• Copy duplicates it (as "name (copy)", unpublished), including its conditional logic. Use this to make a ward-specific version.
• Delete removes the checklist and its assignments. Unpublish instead if it has history you need.

To build from scratch, tap + New checklist, enter the **Template name *** and optional Category, then tap Create & open builder.

3. Edit in the builder

The builder has a sticky bar at the top with Published, + Question and Save. Nothing is stored until you tap Save. A green "Saved time" confirms it worked.

Checklist settings

• Template name, Category, Description.
• Score this checklist, then Pass if score ≥ n %. Pass/Fail, rating and choice questions are scored, each with a Weight. N/A and unanswered items are left out of the score. See Scoring and pass marks.
• Require manager approval of completed inspections. Each submission then waits in Approvals until a manager approves it or sends it back. See Approvals.
• Layout when filling in:
  • All questions on one page.
  • Wizard – one question per screen, with Back / Next. This works well for the WHO Surgical Safety Checklist and vitals.
• Attestation statement (optional). If you fill this in, the person must accept the statement before submitting. Their name and the time are stamped on the report as "Electronically attested by…". See Signatures and attestation.

Questions

Tap a type under Add a question (or + Question in the bar):

For each question you can set Question, Help text (optional), Required, and Weight (when scoring is on). Use ↑ / ↓ to reorder and ✕ to delete. See Question types.

Conditional logic

Each question has a Show only if box. Pick another question, then an operator (is equal to, is not equal to, contains or is answered) and a value. For example, show "Temperature log photo" only if "Fridge temperature in range?" is equal to Fail. Hidden questions are never required. You must save a new question once before other questions can depend on it. See Conditional questions.

4. Publish

Tick Published in the sticky bar and tap Save. A checklist with no questions can't be published. Only published checklists can be assigned, scanned or started from equipment and patient pages. Untick Published to hide a checklist without losing its history.

5. Assign it

1. Open Tasks and tap + Assign (the page is titled Assign a checklist).
2. Checklist (published only), an optional Title (optional) (for example "Hand hygiene – Ward 3A – week 12") and an optional Location.
3. Who: tick one or more people (their role is shown next to their name), and/or choose Or a whole team. Everyone ticked gets their own task.
4. When:
   • Due: date and time. This must be in the future.
   • Repeat: Never, Daily, Weekly or Monthly.
   • Notes: instructions shown with the task.
5. Tap Assign & notify. Each person gets a notification (in-app, push and, unless they opted out, email).

How repeats work: the next task is created when the current one is completed, due one period after the previous due time. Missed periods are skipped, so nobody inherits a backlog. If a task is never completed, no new one is created. Watch Overdue on Home and Tasks.

Other ways a checklist gets assigned:

• Equipment: on an equipment page, a user picks a checklist and taps Start inspection. It's assigned to them, due in 8 hours, and linked to that device.
• Patients (hospital): the patient page's care plan (Start standard care plan, or Add checklist to care plan with repeats such as every 4 or 8 hours). See Patient stay.
• Diagnostics: protocol checklists attached to a test order. See Lab test order.
• QR codes: see below.

Manage tasks

In Tasks, managers see everyone's tasks and can:

• Remove a task.
• Override… a task that won't be done (enter a Reason and tap OK). It's closed as Overridden and listed in More → Override Histories.

6. QR codes for checklists and locations

1. Open More → QR codes.
2. Checklists: one code per published checklist. Scanning it starts that checklist (or offers Resume in-progress checklist).
3. Locations: one code per location from Campus & Locations. Scanning it shows Choose a checklist to run here and the equipment at that location.
4. Tap Print and laminate the codes.

Staff scan with the Scan tab or their phone camera, and must be signed in. A QR scan creates a task for the person scanning, so no prior assignment is needed. This is useful for ad-hoc rounds. See QR codes.

Related

• Notifications and reports: reminders and automation for these tasks.
• Failed item to corrective action.
• Help center: Build a checklist, Assign checklists.