Purpose Statement

The Bulk Checks feature allows users to complete the same equipment checklist for multiple pieces of equipment simultaneously, with up to 30 equipment items in a single bulk check.

Bulk Checks streamline documentation for scenarios such as daily PPE checks, annual hose testing, SCBA testing, ladder testing, and other standardized equipment inspections.

By recording results for multiple equipment items within one workflow, users can reduce the time required to complete repetitive checks while still documenting individual responses, remarks, images, and work orders when needed.

Background Information

Bulk Checks are especially useful for departments that need to complete standardized checks across multiple pieces of equipment.

Common use cases include:

• Daily PPE or turnout gear checks
• Annual testing programs, such as SCBA air pack, hose, or ladder testing
• Routine apparatus or station equipment inspections
• Compliance documentation for equipment testing and certification requirements

Before users can complete a Bulk Check:

• Equipment must be entered in the Assets module.
• The checklist must apply to Equipment.
• Bulk Check must be enabled for the checklist.
• The checklist must be configured and scheduled appropriately for the department's workflow.

When configuring a checklist for Bulk Checks, it is recommended to leave the checklist's Required setting off and set default answers to Require User Check. This requires users to intentionally interact with and answer the applicable checklist questions rather than relying on predefined responses.

Bulk Checks allow users to apply the same response across multiple equipment items while still providing the flexibility to enter different responses for individual items.

Required Permissions

Users completing Bulk Equipment Checks may need the following permissions:

For end users and supervisors:

• Assets module access
• Equipment Check permissions necessary to view and complete checks

For administrators or module managers configuring Bulk Checks:

• Assets module administrative access
• Checklist creation and configuration permissions
• Checklist scheduling permissions

Video

Step-by-Step Guide

Configure Checklists for Bulk Checks

Before a checklist can appear in Bulk Checks, it must be configured as a Bulk Check-eligible equipment checklist.

• Navigate to the checklist setup area.
• Configure the checklist to apply to Equipment.
• Enable the Bulk Check toggle.
• Configure the checklist questions and scheduling as needed.

For Bulk Checks, it is recommended to leave the checklist's Required setting off and set default answers to Require User Check. This helps ensure users intentionally interact with and answer each applicable question.

Complete a Bulk Check

1. Access Bulk Checks

• From the Assets module, open the navigation menu in the upper-left corner.
• Select Bulk Checks.

The Bulk Checks list displays available equipment checklists that have been configured as eligible for Bulk Checks.

2. Select the Bulk Check

• Select the appropriate checklist from the Bulk Checks list.
• Review the available check views:
  • Overdue: Displays applicable checks that are past due.
  • Due Today: Displays applicable equipment checks that are due today.

Use these views to identify the equipment checks that need to be completed.

3. Filter Equipment Checks

Use the available filters to locate the equipment checks you need to complete.

Available filters include:

• Equipment ID — Search by Equipment ID or scan a barcode.
• Due Date — Filter checks based on their due date.
• Equipment Name — Search for a specific equipment name.
• Assigned to Location — Filter by assigned locations, including applicable trucks, compartments, pouches, and storage locations.
• Assigned to User — Locate equipment assigned to a specific user.
• Equipment Group — Locate equipment belonging to a specific equipment group.

Apply the appropriate filters to narrow the results before selecting equipment.

4. Select Equipment Items

• Review the equipment listed for the selected checklist.
• Select individual equipment items using the checkbox next to each item, or use the header checkbox to select all applicable displayed items.
• Select Start Check.

The selected equipment checklists are combined into a single Bulk Check workflow.

5. Review Checklist Categories and Required Questions

Each checklist category is displayed separately within the Bulk Check.

As you work through each category:

• Review the number of required questions.
• Answer all applicable required questions.
• Use the completion indicators to verify that required responses have been entered for the selected equipment items.

Before submitting the Bulk Check, confirm that all required questions have been addressed.

6. Answer Questions in Bulk

Enter a response at the question level when the same answer should apply to all selected equipment items.

Depending on the question type, you may be able to bulk apply responses for:

• Single Select questions
• Multi-Select questions
• User Defined questions
• Field Update questions

For questions that require the Apply action:

• Enter or select the appropriate response.
• Select Apply to apply the response to all equipment items included in the Bulk Check.
• Expand the question, when needed, to verify the response was applied to each item.

Single Select/Apply All Questions

Multi-Select/Apply All Questions

Field Update/Apply All Questions

User Defined/Apply All Questions

7. Pass All Pass/Fail Questions in a Category (Optional)

For checklist categories containing Pass/Fail questions, select the Thumbs Up button to mark all Pass/Fail questions in that category as passing for the applicable equipment items.

You can then change individual equipment responses if an item needs to be marked differently.

8. Enter Responses for Individual Equipment Items

Not every equipment item needs to have the same response.

To provide an individual response:

• Expand the applicable question or equipment item.
• Locate the specific equipment item.
• Enter the appropriate response for that item.

For example, if most equipment passes an inspection but one item fails, you can mark the individual item as Fail while retaining passing responses for the remaining equipment.

Individual responses are also useful for Field Update questions when different equipment types contain different data fields or require different values.

9. Add Remarks and Images to Individual Equipment Items (Optional)

Additional documentation can be added to specific equipment items when necessary.

To add a remark:

• Select the Remarks option for the applicable equipment item or question.
• Enter details specific to that item, such as damage, deficiencies, or other inspection findings.

To add an image:

• Select the image option.
• Capture an image using the device camera or select an available image from the device or system files.
• Add or manage the image associated with the checklist response as needed.

Use remarks and images to provide supporting documentation for unique conditions, particularly when an equipment item fails a check.

10. Create or Review Work Orders for Failed Checks

When a Pass/Fail question is configured for work orders, selecting Fail may provide the option to create a work order for the affected equipment item.

If a new work order is needed:

• Select the applicable work order option.
• Choose from the available work order boards and work order types.
• Enter the required work order information.
• Save the work order.

If an open and active work order already exists for that equipment item and checklist question, the system prevents creation of a duplicate work order for the same question and response.

An existing work order indicator is displayed instead. Select the indicator to review the existing work order details.

11. Verify Checklist Category Completion

Before submitting the Bulk Check:

• Review each checklist category.
• Verify all required questions have been answered.
• Confirm the applicable completion indicators show the required responses have been completed.
• Review any individual responses, failures, remarks, images, or work orders before submission.

12. Resolve Validation Errors

Select Submit when you have finished the checklist.

If required questions remain unanswered, the system displays validation errors and highlights the applicable questions.

• Review the highlighted required questions.
• Enter the missing response.
• Select Apply when the answer should be bulk applied to all equipment items, or answer each applicable equipment item individually.
• Attempt to submit the Bulk Check again.

13. Submit the Bulk Check

Once all required responses and validation errors have been addressed:

• Select Submit.
• Complete the signature prompt if required by your department's configuration.
• Select Fill if a signature has been saved to your user profile, or manually draw your signature using your finger, stylus, or mouse.
• Select Save to complete the signature.
• Confirm the checklist has been successfully completed.

View Completed Bulk Checks

1. Access the Equipment Overview

• Navigate to the applicable equipment item in the Assets module.
• Select the equipment item to open its Equipment Overview.

Use the available search tools if needed to locate the equipment quickly.

2. Open Checklist History

• Locate the Checklist section within the equipment record.
• Select Checklist History.

3. Review the Completed Check

• Locate the completed checklist in Checklist History.
• Select the checklist title or the eyeball icon to review its details.
• Review the recorded information, including:
  • Checklist questions and responses
  • Failed responses
  • Created work orders
  • Remarks
  • Other supporting checklist details

Best Practices

• Set checklist default answers to Require User Check so users intentionally review and respond to each applicable question.
• Use filters such as Assigned to User, Assigned to Location, Equipment Group, or Equipment ID to quickly narrow the list of equipment that needs to be checked.
• Select Apply whenever a response should be applied to all equipment items in the Bulk Check. Selecting an answer without applying it may result in unanswered questions and validation errors.
• Use the Thumbs Up option for Pass/Fail questions when all equipment items in a category can initially be marked as passing, then update individual items that require a different response.
• Enter responses individually when equipment items require different answers or Field Update values.
• Add remarks and images when documenting equipment damage, deficiencies, or other conditions that may require additional context.
• Review existing work orders before creating a new work order for a failed item. The system prevents duplicate work orders when an open and active work order already exists for the same equipment item and checklist question.
• Review each checklist category and confirm all required questions are complete before submitting the Bulk Check.
• Complete and submit the Bulk Check during the same session whenever possible. Selecting Save Draft saves the individual equipment checklists as Incomplete, and each checklist must then be resumed separately from the applicable Equipment Overview.
• Limit each Bulk Check to no more than 30 equipment items.

Troubleshooting & FAQs

My checklist does not appear in the Bulk Checks menu. Why?

The checklist must apply to Equipment and have the Bulk Check toggle enabled. Contact an administrator or appropriate module manager if the checklist configuration needs to be changed.

Why are my bulk responses not showing on the individual equipment items?

For questions using the bulk Apply function, selecting or entering an answer is not enough. Select Apply to push that response to all applicable equipment items.

Why am I receiving validation errors when I try to submit?

One or more required questions may not have been completed for all applicable equipment items. Review the highlighted questions and either bulk apply a response or answer the equipment items individually.

Why is a required question highlighted even though I answered every equipment item?

A required question may remain highlighted when each item was answered individually but no bulk response was entered. If every individual equipment item has a valid response, the highlighted bulk question does not prevent submission.

What is the maximum number of equipment items I can include in a Bulk Check?

A single Bulk Check supports up to 30 equipment items.

Can different equipment items have different responses in the same Bulk Check?

Yes. Expand the applicable question or equipment item and enter an individual response. This allows one item to be marked differently without changing the responses for the remaining equipment.

Can I add remarks or images to an individual equipment item?

Yes. Remarks can be added to document item-specific information, and images can be captured with the device camera or selected from available files when the image option is available.

Why can't I create another work order for a failed item?

An open and active work order may already exist for that equipment item and checklist question. When an applicable work order already exists, the system prevents creation of a duplicate for the same question and response. Use the existing work order indicator to review its details.

Are work orders always created automatically when equipment fails?

No. Work order behavior depends on how the checklist question is configured. When configured appropriately, a failed response can provide the option to create a work order.

What happens if I save a Bulk Check as a draft?

The individual equipment checklists are saved as Incomplete. To resume them, you must access the individual Equipment Overview for each item and complete the checklist separately.

How do I review a completed Bulk Check?

Open the applicable Equipment Overview, navigate to Checklist > Checklist History, and select the checklist title or eyeball icon. You can review the recorded answers, failed questions, work orders, remarks, and other checklist details.