Purpose Statement

The Bulk Checks feature allows users to perform equipment checks on multiple pieces of equipment simultaneously, up to 30 items at once. This feature streamlines the documentation process for bulk testing scenarios such as annual hose testing, annual SCBA testing, ladder testing, or routine multi-equipment inspections.

By recording results for multiple equipment items in one workflow, users can significantly reduce the time and effort required compared to completing individual checks for each piece of equipment.

Background Information

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

Common use cases include:

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

Before completing a bulk equipment check:

• Equipment must be entered in the Assets module
• A checklist must be created with Bulk Check enabled
• Checks must be scheduled in the checklist scheduler or marked as Unscheduled for on-demand use

Bulk Checks allow users to maintain consistency across multiple equipment items while still documenting unique responses when an individual item fails or requires special notation.

Required Permissions

Users completing Bulk Equipment Checks may need the following permissions:

For end users and supervisors:

• Assets Module access
• Equipment Check permissions to view and complete checks

For module managers:

• Assets Module Administrator permissions
• Checklist creation and configuration permissions
• Scheduler management permissions

Video

Step-by-Step Guide
 

Configure Checklists for Bulk Checks

Before a checklist can be completed through Bulk Checks, the checklist must have the Bulk Check feature enabled during checklist setup.

For best results, set default answers to Require User Check. This helps ensure users intentionally review and respond to each checklist question.

The scheduling process for a bulk check is the same as the scheduling process for individually completed checks.

Complete a Bulk Check
 

1. Access Bulk Checks

• Navigate to the Assets module.
• Open the Assets dropdown menu.
• Select Bulk Checks.

2. Select the Bulk Check

• Choose the specific bulk check you want to complete from the Bulk Checks list.
• Review the available views:
  • Overdue View: Displays checks that are past due for the selected checklist.
  • Due Today View: Displays equipment items where the checklist is currently due.

Checklists marked as On Demand in the checklist scheduler will appear in the Due Today view and can be started at any time.

3. Select Equipment Items

• Review the equipment listed for the selected checklist.
• Expand or collapse view fields as needed to see additional equipment details.
• Select the equipment items the check should apply to:
  • Select individual equipment items using the checkbox next to each item.
  • Select all listed items using the checkbox in the header row.
• Click Start Checks.

4. Answer Checklist Questions (Bulk Response)

• Answer each checklist question for the selected equipment items.
• For Pass/Fail questions, the selected answer automatically applies to all equipment items in the bulk check.
• For non-Pass/Fail questions, click Apply to apply the response to all selected equipment items.

User Defined/Apply All Questions

5A. Enter Responses for Individual Equipment Items

• Expand a specific equipment item to override the bulk response.
• Enter a unique answer for that individual item as needed (e.g., mark a single item as Fail).

5B. Add Notes to Individual Equipment Items

• Select the note icon next to a specific equipment item.
• Enter remarks or additional details specific to that item.

6. Generate Work Orders from Failed Checks

• If a checklist question is configured to create a work order when Fail is selected, a work order will automatically be generated.
• The checklist question will populate as the work order summary when properly configured.

7. Submit the Bulk Check

• Review all responses to confirm each question has been answered correctly.
• Click Submit.
• If a signature is required, provide your signature and click Save.
  • Use Fill if you have a saved signature in your user profile.
  • Draw your signature using your finger, stylus, or mouse.

View Completed Bulk Checks

1. Access an Equipment Overview

• Navigate to Equipment Overview in the Assets module
• Select the appropriate equipment item

2. Open Checklist History

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

3. View Completed Bulk Check Details

• Find the completed bulk check in the list
• Click the eyeball icon to open the check
• Review submitted answers, work orders, notes, and attachments

Best Practices

Do:

• Enable Bulk Check when creating checklists intended for group testing.
• Set default answers to Require User Check to encourage deliberate responses.
• Review the Overdue View regularly to maintain compliance with testing schedules.
• Use the expand option to document unique conditions for individual equipment items.
• Add detailed notes when equipment fails or requires follow-up.

Don’t:

• Complete bulk checks without reviewing each checklist question carefully.
• Forget to click Apply for non-Pass/Fail questions.
• Ignore failed items or related work orders.
• Select more than 30 equipment items for a single bulk check.
• Use bulk checks for equipment that requires significantly different testing procedures.

Efficiency tips:

• Schedule checks in advance so they appear in the Due Today view.
• Use Unscheduled or On Demand checklists for ad-hoc testing.
• Organize equipment by type to make selection easier.
• Train multiple staff members on the bulk check workflow to distribute testing workload.

Troubleshooting & FAQs

My checklist does not appear in the Bulk Checks menu. Why?
The checklist must have Bulk Check enabled during checklist creation or configuration. Contact a module manager or administrator to enable this feature.

What happens if I do not click Apply on non-Pass/Fail questions?
The answer will not be applied to all selected equipment items. You must click Apply for these question types.

Can I perform a bulk check on equipment that is not scheduled?
Yes. Mark the checklist as Unscheduled in the checklist scheduler so it appears in the Due Today view for on-demand use.

What is the maximum number of equipment items I can include?
A single bulk check session supports up to 30 pieces of equipment.

If one piece of equipment fails, do I need to complete separate checks for all items?
No. Expand the individual equipment item and provide a unique answer, such as Fail, while keeping the bulk answer for the remaining items.

How do I view completed bulk checks?
Completed checks can be accessed from the equipment’s checklist history in the Assets module.

Are work orders automatically created when equipment fails?
Yes, if the checklist question is configured to create a work order upon failure.

Can I edit a bulk check after submission?
Submitted bulk checks are recorded in the system. Editing availability may depend on agency policy and permissions.