Creating and Using the Inspection Checklist
To use the Inspection Checklist, you will first need to create your list of items for your employees to check.
In the ‘Settings’ dropdown, click on ‘List Manager’
Next, select the list ‘Template Categories’
Here, create a template category titled, ‘Inspection Checklist’
In the ‘Add’ dropdown, select ‘Item’ to create your checklist items. When creating your checklist items, only the name of the item is what is important. You may want to create an Inspection Checklist item category so that you can search for your checklist items quickly and so they will not get confused with your standard items on the bid worksheet.
In the ‘Add’ dropdown, select template to create your inspection checklist.
Name the template whatever you would like to name the checklist. You may wish to have a different checklist for each piece of equipment you have. Make sure that the category for your template is Inspection Checklist.
Since you will not be using this template on your bids, make sure that this is not set as a starter template.
In the ‘Template’ tab, add the inspection checklist items that you created before. The quantity and cost are not important.
You will now need to associate the inspection checklist yo your equipment. Go to the ‘Search’ dropdown and select equipment.
For each piece of equipment, you will have a dropdown labeled ‘Inspection Sheet’. This is a list of all your templates with the category ‘Inspection Checklist’. This is where you have the option to have different checklists for different pieces of equipment.
Now that you have the Inspection Checklist set up in your system, create a job as you normally would. Assign a crew and schedule the job. If the resource that is assigned to the job has access to the technician home page, and the equipment assigned to him for that day has an Inspection Checklist, then he will be able to click on the ‘Inspection Checklist’ button and fill out the information.
Inside the checklist, the technician will be able to check whether the item still requires attention. There is also a field to add notes to an item if it still requires attention. The technician can then click ‘Save and Complete’ at the bottom of the screen to go back to their dashboard.
If any item has been checked still requiring attention, an email will be sent out to a designated administrator in your system. To set this person up, go to the ‘Settings’ dropdown and click ‘Configure System Settings’
Go to the ‘System Defaults’ tab and you should see ‘Inspection Checklist Email Alert List'. For multiple email addresses, section them with a semicolon ( ; ) and a space.
The email that the administrator will receive will look like the email shown below. It will show: the equipment, date, crew member that entered the checklist, and the item(s) that still require attention. The email will only go out when something still requires attention.
There is also a report that you can generate from all of your Inspection Checklists. This report can be found under the ‘Reports’ dropdown shown below.
In this report, you can filter based on piece of equipment and inspection date. The results will display: the equipment, technician, date, defect, and whatever notes the technician added to this items, This report can be exported to excel and printed from this page.