Checklists

Overview

Checklists show up on the My Schedule page when a User first logs into the web. This compliments having checklists presented on the home menu page in the app. Checklists are listed on the associated user's details page in a new tab (all of the additional details on this page are now tabbed).

Video Tutorial

Settings and Navigation

To add a checklist, go to Control Panel > Checklists > Add...

Kinds of Checklists

The "Kind" field is required and designates the type of checklist you want to create. Choose from the following options:

• Daily (Appointments) - This will create they check list for any service agent who has appointments on their schedule for that day

• After Clock In - "Pre Flight" type checklist. This check list will show to the service agent after they clock in for the day. Designed for "to do" list of items to be done after clock in and before service agent leaves the shop for the day.

• After Last Appointment - "Post Flight" type checklist. This check list will show to the service agent after they complete their last appointment of the day. Designed for "to do" list of items to be done at the end of the day before the agent clocks out for the day.

• Ad hoc -  One time checklist that can be assigned to any user. To do this, just go to the user's details page (Control Panel > Users) and then click on the Add…link in the checklists grid. You'll be prompted to select a checklist. The user will then have a new checklist assigned with today's date to complete. You can also set a date when assigning checklists. Ad Hoc checklists can also be added to proposals. These are handy for different stages of a project such as permitting and material ordering up front or specific post-job walkthrough checks. To add a checklist to a proposal, just click the new Add Checklist menu icon and choose a checklist and a user to assign it to.

• Daily (Open) - This will create the check list for any service agent who logs in regardless of whether they have any appointments assigned for that date. The (open) label refers to this only creating the checklist if there is any defined availability for that day (i.e., M-F or M-S depending on your service agent time slots).

Assign a Checklist

To manually assign an ad hoc checklist to a particular user, view their User details page in Control Panel > Users. Click on the Checklist tab on the right side of the screen, and click Add.

You can also attach ad hoc checklists directly to a proposal by viewing the proposal details page and clicking the Checklist button in the dark blue tool bar at the bottom of the page.

 From there, you select the checklist, the user, and the due date. 

Click save. Then, you can review it towards the bottom of the page between Appointments and Attachments sections..

Attaching Checklists to Appointments and Proposal

Checklists are a great tool for any business - and having them accompany an appointment is an important tool for many businesses. Making sure certain tasks are accomplished during an appointment, whether it's an estimate, an installation or a service, is key to customer satisfaction.

To attach a checklist to an appointment:

1. Create your ad-hoc checklist.
2. Create your appointment and hit "Schedule" or "Schedule and Send."
3. Go to that saved appointment and select the "Checklists" tab in the details area to the right.
4. Add your desired checklist to the appointment and save.
5. When the appointment is started, your agent on the Mobile App will need to complete the checklist before the appointment can be finished.

To create a Proposal-Attached Checklist:

1. Create your ad-hoc checklist
2. Go to your proposal and click the "Checklist" icon at the bottom blue bar
3. Choose your checklist, user and date. Save it.
4. This checklist will appear as a "to do" for the chosen user on the chosen date.

Mobile App Checklists

Here is an example of what it looks like when a checklist is attached to an appointment (on the web and the app).

Review Checklist Details

Checklists are meant for internal use so we don't have a method of displaying that information on an custom appointment report that shows to the customer.

In the Snapshots section of the menu, you will see a tab for Checklists. Here you can review Open and Completed checklists. You can also download a .csv file to review the details of your checklists that way. If a checklist was connected to an appointment or proposal, you can see those details in the grid, as well as the due date, name of the checklist, user it is assigned to, creation date, and completion date.

FAQ

What if I want checklist results to show up on our Appointment report to the customer? 

We do have the ability to turn checklist items into Appointment Custom Fields and tie them specifically to a specific service or  part you may use for that appointment. Then we would add those custom fields to the appointment report so the customer would be able to see the responses.

A few things to consider when making these custom fields will be:

• Will this checklist only apply to a certain service or only apply when a specific part is added to a service?
• What phase of the appointment will this checklist be required to complete (start or finish)?
• Will these be required to be filled out?

Are we able to create a checklist WITHIN a type of service?

Unfortunately there's not a great way to accomplish this. Outside of adding the checklist manually on the appointment, you could create a drip trigger that would assign a checklist to that User, but it wouldn't be tied directly to that appointment. You could do this similarly with a drip trigger that creates a task for that User upon that type of appointment being scheduled, but again, it wouldn't directly be tied to the appointment.

You could create a series of Appointment Custom Fields that would be a matter of checkboxes, dropdowns, or fields for typing that would reflect those 16 points, however they would appear on all appointments and not just the one type of service. You could additionally add another required Appointment Custom Field checkbox reminding the tech "Was this a Preventative Maintenance Service?" prompting the reminder to fill out the other fields if the appointment is applicable.

Troubleshooting

None of the service agents can see a checklist on any proposal created. The only place I see the checklist is on the Home screen of the Mobile App.

For checklists the behavior is for it to show on the homes screen of the app, so that part is correct. Depending on where the agents need to see and access this information, a checklist may not be the functionality that works best.

You can create contact, appointment, proposal, or proposal line Custom Fields. As an example, a contact field will show on the contact page, proposal on proposals, appointments on appts, and then the proposal lines show up in the line items in the proposal (like the service/part line.) 
 
If you decide that custom fields are better suited to the workflow, you'll have to create them one at a time and match them up to the checklist items.