Choose and edit report forms and task checklists

Choose the right kind of form

Report forms describe a problem and route the resulting job. They are Staff only or Open. Task checklists record work. A location's routine checklist is the everyday work there; specialist task checklists cover occasional work under their own names.

Use Forms in the portal to start from an existing form or create one. Built-in forms are your organisation's editable copies, not another company's library. Retiring a form removes it from active choices; use Restore when offered if it was retired by mistake.

Write questions people can answer at the location

1. Give the form a clear name and choose its kind.
2. Keep each question short. Use the issue list for a report and simple outcomes for checklist items.
3. Add or reorder options and use the icon picker where an icon makes an option easier to recognise.
4. For report options, check Who handles this: the relevant service or Your own staff. Your organisation's services are managed from Settings or Manage services in the editor.
5. Save and check Where it's used, or pair the form from the location's sheet.

A report form and a task checklist do different jobs. Changing a form does not rewrite the answers already recorded in past submissions.

Pair routine and specialist work

Each location can have one routine task checklist and up to five specialist task checklists. Choose specialist tasks on its location sheet or your company's location setup at a shared site. A specialist task must be a task checklist and cannot also be the routine one there.

Workers open Record work for the routine checklist and Specialist task for an occasional procedure. A specialist record is saved under its own name and never fulfils a scheduled check. A photo alone also never completes a check.

At a shared building

Each company pairs its own forms and checklists for its work. Reuse tools can prefill another site with your company's forms and check patterns; review the target locations and save through the usual editors. Reuse does not copy people, evidence, approvals or access.