Checklists

Checklists are reusable forms that guide field teams through the information they need to capture on jobs, visits, and assessment requests. Use them for inspections, safety steps, quality control, completion proof, equipment checks, photo documentation, and service-specific records.

Open Checklists from settings to create and manage checklist templates.

Create a checklist

Create one checklist template for each repeatable process your team needs to complete in the field.

1. Open Checklists.
2. Select Create checklist.
3. Enter a clear checklist name.
4. Add the sections and questions your team should complete.
5. Preview the checklist to confirm the layout.
6. Save the checklist.

Use names that describe the work clearly, such as Pre-work inspection, Completion walkthrough, Safety check, Equipment service record, or Before and after photos.

Build sections and questions

Sections keep long checklists easy to scan. A checklist can have one section or multiple sections depending on the workflow.

Common sections include:

• Site condition.
• Safety requirements.
• Work performed.
• Materials used.
• Photos and attachments.
• Client sign-off.
• Completion notes.

Within each section, add the questions the field user should answer. Keep question labels direct so the team knows exactly what to enter while they are on site.

Choose question types

Use the field type that matches the answer you need.

• Short answer: Use for brief text, model numbers, asset IDs, gate codes, or one-line notes.
• Long answer: Use for detailed observations, completion summaries, and issue descriptions.
• Checkboxes: Use when the team can select more than one answer.
• Dropdown: Use when the team should choose one answer from a controlled list.
• Number: Use for quantities, measurements, readings, counts, or material usage.
• Date: Use for service dates, expiry dates, warranty dates, or follow-up dates.
• Photo upload: Use for visual proof, before-and-after work, damage, safety conditions, or completed results.
• File upload: Use for signed documents, permits, inspection reports, or supporting records.

For checkbox and dropdown questions, add each option as a separate choice. Put the most common choices first so the checklist is faster to complete on mobile.

Mark questions as required

Required questions help make sure key information is captured before the checklist is saved as complete.

Use required questions for:

• Safety confirmation.
• Compliance checks.
• Photos needed for proof of work.
• Measurements used for billing.
• Client approvals.
• Equipment readings.
• Required completion notes.

When a required question is unanswered, Fieldified highlights the missing field so the team can finish the checklist with the right information.

Preview a checklist

Preview the checklist before sending it into the field.

Use preview to check:

• Section order.
• Question wording.
• Required-field labels.
• Dropdown and checkbox choices.
• Photo and file upload placement.
• Mobile readability.

Previewing is especially helpful for longer checklists because it shows how the form will feel to the team while they are working through it.

Attach checklists automatically

Checklists can be attached automatically when specific work is created. Use auto-attach rules when a checklist should appear every time a team member performs a certain type of job or assessment.

Auto-attached checklists are useful for:

• Recurring service inspections.
• Safety forms for high-risk work.
• Completion forms for every visit.
• Assessment forms for new requests.
• Service-specific quality checks.

When a checklist is attached by an automation rule, Fieldified labels it as auto-attached so office users know why it appears on the work.

Add a checklist to a new job

Attach the checklist while creating the job so it is ready for the assigned team.

1. Open Jobs.
2. Create a job or open a draft job.
3. Add the client, property, service, and job details.
4. In the schedule or visit area, open the checklist dropdown.
5. Select the checklist that should be completed for the visit.
6. Save the job.

The checklist appears on the visit for the assigned team member. For recurring jobs, apply checklist changes to the incomplete future visits that need the same form.

Add a checklist to an assessment request

Requests can include assessment checklists so the team captures consistent information before a quote or job is created.

1. Open Requests.
2. Create a request or open an existing request.
3. Go to the assessment area.
4. Add or edit the assessment.
5. Schedule the assessment date, time, and assigned team member.
6. Select the checklist from the checklist dropdown.
7. Save the request.

Assessment checklists are useful for site visits, measurements, access notes, photos, scope confirmation, and quote preparation.

Attach or remove a checklist from an existing job

Use this when the job already exists and the checklist needs to be added, changed, or removed from incomplete visits.

1. Open Jobs.
2. Select the job.
3. Open the scheduled visits area.
4. Choose the option to edit incomplete visits.
5. Add or remove checklists from the checklist field.
6. Update the incomplete visits.

This keeps completed visit records intact while allowing future work on the job to use the updated checklist setup.

Attach or remove a checklist from an existing request

Use the request assessment area to update the checklist used during an assessment.

1. Open Requests.
2. Select the request.
3. Edit the request.
4. Go to the assessment section.
5. Add, replace, or remove the checklist.
6. Update the request.

The assigned team member sees the updated checklist when they open the assessment.

Attach or remove a checklist from one visit

Use the schedule when only one visit needs a checklist update.

1. Open Schedule.
2. Select the visit.
3. Open the visit edit actions.
4. Add or remove the checklist.
5. Update the visit.

This is helpful when one visit has a special requirement that the rest of the job schedule does not need.

Complete a checklist on mobile

Field users can complete checklists from the job, visit, or assessment on mobile.

1. Open the assigned job, visit, or assessment.
2. Select the checklist.
3. Work through each section.
4. Answer required questions.
5. Add notes, photos, or files where needed.
6. Save the checklist.

For visits with multiple checklists, complete each checklist that applies to the work. The checklist stays connected to the visit, job, or assessment record.

Complete a checklist from the web

Office users, supervisors, and tablet users can complete or review checklists from the web app.

1. Open Schedule.
2. Select the visit.
3. Open the checklist.
4. Enter or review the answers.
5. Add any notes, photos, or files.
6. Save the checklist.

Web completion is useful for supervisor reviews, back-office updates, and quality-control checks after field work is submitted.

Edit checklist answers

Checklist answers can be reopened from the related job, visit, or assessment. Open the checklist, update the answer, and save the changes.

Use edits for:

• Correcting a typo.
• Adding a missed photo.
• Updating a measurement.
• Expanding a completion note.
• Recording follow-up details after review.

Share completed checklists with clients

Completed checklists can be shared with clients through Client Hub when the checklist should be visible as part of the job record.

Use Client Hub settings to manage what clients can view. From the job, preview the client-facing view before sharing so you can confirm the checklist, notes, photos, and files appear the way you expect.

Share completed checklists for:

• Proof of completion.
• Inspection records.
• Before-and-after documentation.
• Signed-off quality checks.
• Service reports.

Share photos and notes with clients

Photos and notes added to a checklist can be shared with the client when they are marked for client visibility.

Use client-visible photos and notes for:

• Before-and-after photos.
• Damage documentation.
• Access notes the client should know about.
• Work completed summaries.
• Follow-up recommendations.
• Site condition records.

For more detail on related records, see Files and Media Library and Notes and Attachments.

View completed checklists

Completed checklists stay attached to the job, visit, or assessment where they were filled out.

Managers can review:

• Answers.
• Required-field status.
• Photos.
• Uploaded files.
• Notes.
• Completion time.
• The user who completed the checklist.
• The related job, visit, request, or assessment.

Use Checklists Compliance Report to review checklist completion across the team.

Checklist examples

Common checklist templates include:

• Pre-work inspection.
• Safety check.
• Arrival checklist.
• Completion checklist.
• Quality control review.
• Equipment inspection.
• Chemical application record.
• Cleaning walkthrough.
• Before-and-after photo capture.
• Assessment scope checklist.
• Client sign-off form.

Use service-specific language so field users know exactly what to enter.

Best practices

Keep checklists focused on the information the team must capture at that stage of work.

• Use separate checklists for different workflows instead of one oversized checklist.
• Put required questions only on the fields that truly matter.
• Use dropdowns and checkboxes for answers that should stay consistent.
• Use long answer fields for judgment calls and site notes.
• Ask for photos where visual proof helps the office, client, or billing team.
• Preview the checklist before assigning it to field work.
• Review checklist reports regularly to improve question wording and required-field choices.