Checklists

Checklists ensure consistent completion of maintenance tasks by providing step-by-step guides that technicians follow during work.

Checklist Types

Work Order Checklists

Attached to specific work orders:

• Required for completion
• Track item-by-item progress
• Document findings per item

Template Checklists

Reusable checklist templates:

• Applied to PMP schedules
• Used across multiple work orders
• Standardize procedures

Inspection Checklists

For property inspections:

• Pre-arrival checks
• Post-departure checks
• Periodic inspections

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Creating Templates

Step 1: Start Template

1. Go to Settings → Checklists
2. Click ”+ New Template”

Step 2: Basic Info

Field	Description
Name	Template name
Category	Equipment type
Description	What it covers
Estimated Time	Completion time

Step 3: Add Items

For each checklist item:

Field	Description
Task	What to do
Required	Must complete
Instructions	How to do it
Photo Required	Need photo
Pass/Fail	Has criteria

Step 4: Organize

• Drag to reorder items
• Group related items
• Add section headers

Step 5: Save

Review and save template for use.

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Using Checklists

Starting a Checklist

1. Open work order with checklist
2. Go to Checklist tab
3. Begin working through items

Completing Items

For each item:

Action	How
Mark complete	Click checkbox
Add note	Click note icon
Add photo	Click camera icon
Mark N/A	Select “Not Applicable”
Flag issue	Mark problem found

Item Status

Status	Icon	Meaning
Pending	⬜	Not started
Complete	✅	Done
N/A	➖	Not applicable
Failed	❌	Did not pass
Issue	⚠️	Problem found

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Checklist Features

Required Items

Items marked required:

• Cannot skip
• Must complete or mark N/A
• Work order blocked until done

Photo Documentation

Some items require photos:

• Capture before/after
• Document condition
• Evidence of completion

Notes

Add notes per item:

• Observations
• Measurements
• Findings
• Recommendations

Pass/Fail Criteria

Items with pass/fail:

• Clear criteria defined
• Automatic flagging
• Triggers follow-up

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Common Templates

AC Unit Service

#	Task	Required
1	Check thermostat operation	Yes
2	Inspect air filter	Yes
3	Clean/replace filter	Yes
4	Check refrigerant levels	Yes
5	Clean condenser coils	Yes
6	Check drainage	Yes
7	Test operation	Yes
8	Log temperatures	Yes

Pool Inspection

#	Task	Required
1	Test water chemistry	Yes
2	Record pH level	Yes
3	Record chlorine level	Yes
4	Check pump operation	Yes
5	Inspect filter pressure	Yes
6	Check water level	Yes
7	Inspect equipment	No
8	Note any issues	No

Pre-Arrival Check

#	Task	Required
1	All lights working	Yes
2	AC functioning	Yes
3	Hot water working	Yes
4	Pool clean and ready	Yes
5	Linens in place	Yes
6	Kitchen stocked	Yes
7	Welcome items set	Yes
8	General cleanliness	Yes

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Checklist Reports

Completion Reports

View checklist statistics:

• Completion rates
• Average completion time
• Common failures
• Items frequently N/A

Audit Trail

Each checklist maintains:

• Who completed
• When completed
• All notes added
• Photos taken
• Changes made

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Best Practices

Template Design

• Clear Tasks - Unambiguous instructions
• Logical Order - Sequential steps
• Appropriate Length - Not too many items
• Include Criteria - Define pass/fail

Completion

• Be Thorough - Don’t skip items
• Document Issues - Note all problems
• Take Photos - Visual evidence
• Be Accurate - Honest reporting

Management

• Review Regularly - Update templates
• Analyze Results - Learn from data
• Train Staff - Ensure understanding
• Enforce Use - Require completion