Build and schedule a checklist

Understand the outcome

A checklist version is fixed once used, and completed checks keep their snapshot.

Checklists runs truck, SCBA, and PPE checks that the whole crew works on together. Build a check once, schedule it, and let crews log items in batches from their phones. Missed checks are flagged, and failed items become alerts that move through repair until the unit is back in service.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Write out the items your paper check covers.
• Decide the target: department, each apparatus, or each member.
• Decide who should receive failure alerts.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Checklists plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Checklists board/modules/checklists/home
• Run a check/modules/checklists/runs/:id
• SCBA check/modules/checklists/scba/:id
• Seats/modules/checklists/seats
• Checklist Builder/modules/checklists/templates
• Alerts/modules/checklists/alerts
• Alert detail/modules/checklists/alerts/:id
• Reports/modules/checklists/reports
• Settings/modules/checklists/settings
• Help/modules/checklists/help

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Open the Checklist Builder

   Create a checklist.

2. Step 2Add sections and items

   Use check, quantity, reading (with limits), date, text, or choice answers, and require notes on failure where needed.

3. Step 3Set the target

   Department, per apparatus, or per member.

4. Step 4Set the schedule

   Daily, every N days, weekly, monthly, quarterly, twice a year, or yearly, with open and due-by times.

5. Step 5Choose alert roles

   Pick roles that act on failures and missed checks.

6. Step 6Set accountability

   Choose claiming, supervisor review, and attestation, then publish and test with a crew.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Start with one apparatus check and test it with a crew.
• Control point
  Mark items that need a note on failure.
• Control point
  Choose alert roles that will actually act on failures.
• Control point
  Set open and due-by times that fit shift change.
• Control point
  Decide whether completed checks need supervisor review.
• Control point
  Turn on Assets first if checks should update equipment records.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• The check appears on the board when it opens.
• A failed test item raises an alert.
• A missed check is flagged.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Check isn’t on the board

Check the schedule’s open time and target.

No one got the failure alert

Review the alert roles.

Need to change items

Edit the checklist; completed checks keep their original version.

Related Checklists capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Schedules: daily, every N days, weekly, monthly, quarterly, twice a year, or yearly, with open and due-by times
• Targets: one check for the department, one per apparatus, or one per member for PPE
• Answer types: check, quantity, reading with automatic pass/fail, date, text, and choice
• Seat-by-seat SCBA pack, cylinder, and facepiece checks with PSI readings and air-fill logging
• Failed-item alerts with severity, up to 10 photos, out-of-service flags, and re-notification while open
• Phone runner with camera photos, barcode scanning, and answers queued when the signal drops
• Claimed checks, supervisor review, and typed-name attestation
• Compliance rate, trend, audit list, and CSV/PDF exports

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• AssetsCustom equipment workspaces, barcode lookup, expiration reminders, and maintenance.
• QuartermasterUniform and gear stock by size, role eligibility, requests, and issued gear.
• Time ClockPortal and kiosk clock-in with password, PIN, or face, plus corrections and reports.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Checklists

Return to the Checklists module guide for connected workflows, dependencies, portal destinations, and additional procedures.