Purpose Statement

The Assets Checklist feature allows module managers to create standardized inspection, maintenance, and compliance checklists for apparatus, equipment, locations, and kits.

By creating structured checklists, departments can ensure consistent asset inspections, document equipment conditions, initiate work orders for identified issues, and maintain comprehensive inspection records.

This process improves accountability, supports regulatory compliance, reduces manual data entry, and helps prevent equipment failures through proactive maintenance tracking.

Background Information

Asset Checklists provide a structured method for conducting and documenting inspections within the Assets module. They allow departments to establish inspection criteria, collect consistent responses, update supported asset information, and initiate corrective actions when issues are identified.

Common Use Cases:

• Daily apparatus readiness checks
• Equipment inventory audits
• Station and facility inspections
• Safety and regulatory compliance inspections
• Post-incident equipment checks
• Preventive maintenance inspections

Key Capabilities:

• Multiple answer types, including Pass or Fail, Single Select, Multi Select, User Defined, and Field Update
• Work order creation based on configured checklist responses
• Reference file and image attachments
• Category-based checklist organization
• Asset record updates through supported Field Update questions
• Equipment and kit inventory audits
• Nested checklist requirements
• Checklist scheduling and recurring inspections

Checklist configuration options may vary depending on the asset type selected in the Applies To field.

Required Permissions

To create, configure, import, and manage Asset Checklists, users must have the appropriate permissions enabled within their assigned role.

• Setup Checklist - Read, Update, Create, Delete
• Setup Checklist Import - Allow
• Setup Checklist Rotation Read - Read, Update, Create, Delete

These permissions provide access to checklist configuration, checklist imports, and checklist rotation management within the Assets module.

Navigation: Assets > Setup > Checklist

Users must have the appropriate permissions enabled within their assigned role to access and perform the corresponding checklist management functions.

Video

Step-by-Step Guide

1. Navigate to Checklist Setup

• Select Assets from the main navigation menu.
• Select Setup > Checklist.
• The Checklist configuration page will display the available checklists and management options.

2. Create or Import a Checklist

Asset Checklists can be created from scratch, imported from the Checklist Library, or imported using a CSV file.

Option A: Create a New Checklist

• Click Add Checklist.
• Proceed to the checklist configuration form.

Option B: Add a Checklist from the Checklist Library

• Select Actions > Checklist Library.
• Browse or search for an available checklist template.
• Select the desired checklist.
• Click Import.
• After importing, select the Edit pencil icon to modify the checklist as needed.

Option C: Import a Checklist from CSV

• Select Actions > Import CSV.
• Select the appropriate CSV file.
• Click Import.
• After importing, select the Edit pencil icon to review and modify the checklist.

3. Configure Checklist Basic Settings

Complete the following fields in the checklist configuration form.

Checklist Name (Required)

Enter a descriptive name that clearly identifies the checklist's purpose.

Examples:

• Daily Apparatus Safety Check
• Weekly Station Inspection
• Quarterly Equipment Audit

Default Answers (Required)

Select how checklist responses will appear when users begin an inspection.

• Require User Check: Answers begin blank. Users must respond to questions manually. A Pass All option is available for applicable Pass or Fail questions within a category.
• Require User Check (No Pass All): Answers begin blank, and the Pass All option is unavailable.
• Prefill Passing: Applicable Pass or Fail responses default to Pass and can be changed when issues are identified.
• Prefill Failing: Applicable Pass or Fail responses default to Fail and must be updated as appropriate.

Applies To

Select the asset type or types for which the checklist will be available.

• Apparatus: Fire apparatus and vehicles
• Equipment: Individual equipment assets
• Location: Stations and other facilities
• Kit: Equipment kits

Assigned To (Optional)

Assign the checklist to a specific user or team when applicable.

Leave this field blank if the checklist should not have a specific user or team assignment.

Status

Set the checklist to Active or Inactive.

Active checklists are available for applicable checklist workflows. Inactive checklists are unavailable for new use, subject to the system's scheduling behavior.

4. Attach Reference Files and Images (Optional)

Reference materials can provide additional instructions or visual guidance for users completing a checklist.

• Select the Files and Images attachment option.
• Upload the applicable reference document, image, or instructional material.
• Review the numerical indicator next to the attachment icon to confirm the attachment count.
• Verify that the uploaded material is available through the View Instructions option when completing the checklist.

Instructions in Checklist Setup:

View Instructions displayed to the end user:

5. Configure Asset-Specific Options

Additional configuration options appear based on the asset types selected in Applies To.

Apparatus Checklists

Enable Compartments Required when applicable to require completion of assigned apparatus compartment checks.

Equipment Checklists

• Bulk Check: Allows users to check multiple equipment items simultaneously.
• Required When Nested: Requires applicable nested equipment checklists to be completed as part of the parent checklist workflow.

Kit Checklists

• Pouches Required: Requires completion of applicable kit pouch checks.
• Required When Nested: Requires applicable nested kit checklists to be completed as part of the parent checklist workflow.

Automatic Scheduling Based on Service Status

For Apparatus, Equipment, or Kit checklists, configure whether the checklist should be automatically scheduled when the associated asset's service status changes.

For example, a department may use this functionality to initiate an inspection when equipment returns to service following maintenance.

Equipment & Kit Audit

For applicable Apparatus, Location, or Kit checklists, configure whether users must verify assigned equipment and kit inventory before proceeding with the checklist.

Available options include:

• Required: Users must complete the Equipment & Kit Audit before proceeding.
• Optional: Users can complete the audit or skip directly to the checklist.
• None: The Equipment & Kit Audit is not displayed.

Use Case: Following an incident, an apparatus checklist can include an Equipment & Kit Audit to verify that assigned SCBA equipment has been returned or replaced.

Equipment & Kit Audit in Assets Checklist Setup:

Equipment & Kit Audit displayed to the end user:

6. Configure Signature Requirements (Optional)

• Locate the Signature Required setting.
• Enable the setting if users must provide a signature before submitting the checklist.
• Leave the setting disabled if a signature is not required.

When Signature Required is disabled, the completed checklist still records the associated user's name.

7. Create Checklist Categories

Categories organize checklist questions into logical groups and help users navigate the inspection process.

• Click the + icon in the Checklist Categories column.

• Enter a descriptive category name.

  Examples include Safety Equipment, Fluid Levels, Communication Systems, and Medical Supplies.

• Click the Save (disk) icon to save the category.
• Repeat the process to create additional categories.
• Drag and drop categories to arrange them in the preferred inspection order.

Managing Categories

• Edit (pencil icon): Modify the category name.
• Deactivate (X icon): Deactivate the category.
• Activate (check mark icon): Reactivate the category.
• Delete (trash can icon): Delete the category.

8. Add Checklist Items

Each category can contain individual checklist questions or inspection tasks.

• Select the category in which the checklist item should be created.
• Confirm that the selected category is highlighted in blue.
• Click the + icon in the Checklist Items column.
• Configure the checklist item using Steps 9 through 13.

9. Select the Answer Type

Select the appropriate Answer Type from the dropdown menu.

Available answer types include:

• Pass or Fail: Allows users to select Pass or Fail.
• Single Select: Allows users to select one option from a predefined list.
• Multi Select: Allows users to select multiple options from a predefined list.
• User Defined: Allows users to enter a text response.
• Field Update: Allows users to enter a supported numeric value that updates the associated asset record.

Field Update is documented as available for Apparatus and Equipment checklists.

Common Field Update examples include:

• Engine Hours
• Mileage/Odometer
• PTO Hours
• Pump Hours
• Aerial Hours
• Generator Hours

Pass or Fail answer example:

Single Select answer example:

Multi Select answer example:

User Defined answer example:

Field Update answer example:

10. Enter the Checklist Question

• Locate the Checklist Question field.
• Enter a clear, specific question or inspection instruction.
• Ensure the wording identifies exactly what the user must inspect, verify, or record.

Examples:

• Are all fire extinguishers fully charged and accessible?
• Is the engine oil level within the acceptable operating range?
• Enter the current vehicle mileage.
• Verify that all SCBA cylinders are full and within their required inspection dates.

11. Enter a Checklist Description (Optional)

The Checklist Description field allows administrators to provide additional information about a specific checklist question.

• Locate the Checklist Description field.
• Enter relevant instructions, definitions, or inspection guidance.
• Review the description for clarity and accuracy.

Descriptions appear alongside the associated question when users complete the checklist.

Examples:

• Check for visible damage or newly identified equipment issues.
• Provide a brief summary of the equipment handoff.
• Review existing open work orders before reporting a duplicate issue.

Checklist Description in Assets Checklist Setup:

Checklist Description displayed to the end user:

12. Configure Question Requirements

• Locate the Required setting for the checklist item.
• Enable Required if the question must be answered before the checklist can be completed.
• Leave Required disabled if the question is optional.

Required controls whether an individual question must be answered. It is separate from the Default Answers setting configured in Step 3.

13. Configure Work Order Creation (Optional)

Applicable checklist answer types support work order configuration when users identify equipment issues or select designated responses.

Pass or Fail Questions

• Locate the Require Work Order if Fail setting.
• Enable the setting.
• Select the appropriate Work Order Type from the dropdown menu.
• Review the configuration to ensure the work order type corresponds to the maintenance issue being reported.

Single Select Questions

• Configure the available answer options.
• Enable Create Work Order for each answer option that should initiate a work order.
• Select the applicable Work Order Type.
• Repeat for additional answer options as needed.

Different answer options may be configured with different Work Order Types.

Multi Select Questions

• Configure the available answer options.
• Enable Create Work Order for each applicable answer option.
• Select the appropriate Work Order Type.
• Repeat for additional answer options as needed.

Different answer options may be configured with different Work Order Types.

4. Manage Checklist Items

After creating checklist items, use the available management controls to maintain the checklist.

Individual Item Controls

• Activate/Deactivate: Use the check mark or X icon to change the item's active status.
• Duplicate: Use the duplicate icon to create a copy of the selected question.
• Delete: Use the trash can icon to remove the selected question.
• Rearrange: Use the drag handle to move questions into the preferred order within the selected category.

Bulk Actions

• Activate (All): Activate all applicable checklist items.
• Duplicate (All): Create copies of the applicable checklist items.

15. Save and Schedule the Checklist

After configuring the checklist categories, questions, and additional settings:

• Click Save to save the checklist configuration.
• Verify that the checklist is set to Active if it should be available for use.
• To review scheduling options for the checklist, select Schedule.
• Alternatively, navigate to the Checklist Scheduler to manage checklist schedules.
• Configure the applicable asset assignments and recurring schedule settings using the scheduling workflow.

Best Practices

Checklist Design

• Start Simple: Begin with essential inspection items and expand the checklist based on operational needs and user feedback.
• Use Clear Language: Write questions that field personnel can understand quickly and consistently.
• Organize Logically: Group related inspection items according to the natural inspection workflow.
• Prioritize Safety: Place critical safety inspections near the beginning of the checklist.
• Avoid Unnecessary Complexity: Keep checklists focused and avoid questions that do not support a defined inspection objective.

Answer Type Selection

• Use Require User Check when users must actively verify inspection results.
• Consider Prefill Passing only when appropriate for the department's inspection procedures and verification requirements.
• Use Field Update questions for supported operational measurements such as mileage and engine hours.
• Select Single Select or Multi Select when standardized answer options improve reporting consistency.

Prefilled passing responses should not replace active verification of safety-critical equipment.

Categories and Questions

• Organize categories according to inspection sequence.
• Keep individual questions focused on a single inspection objective.
• Use consistent terminology across checklists.
• Avoid creating unnecessarily large categories that make inspections difficult to navigate.

Work Order Configuration

• Configure work order creation for responses requiring corrective action.
• Select Work Order Types that appropriately categorize maintenance issues.
• Avoid creating work orders for responses that do not require follow-up.
• Periodically review work order configurations to ensure they align with current maintenance procedures.

Documentation and Training

• Attach reference materials when inspection criteria require additional explanation.
• Include manufacturer specifications when applicable.
• Use checklist descriptions to clarify inspection requirements.
• Train personnel on new checklists before implementing them operationally.

Maintenance and Continuous Improvement

• Review checklist results to identify recurring failures or frequently missed inspection items.
• Gather feedback from personnel completing inspections.
• Update checklists when equipment, procedures, or regulatory requirements change.
• Consider deactivating outdated questions rather than deleting them.

Troubleshooting & FAQs

Why don't I see the Bulk Check option?

Bulk Check is available for Equipment checklists.

If the option does not appear, verify that Equipment is selected in the Applies To field.

Can I assign one checklist to multiple asset types?

The checklist configuration allows selection of applicable asset types within the Applies To field.

Some configuration options are specific to individual asset types. For example, Field Update questions are documented for Apparatus and Equipment.

What happens to scheduled checklists if I deactivate a checklist?

Deactivating a checklist prevents it from being available for applicable new checklist workflows.

Can I modify a checklist after it has been scheduled or used?

Checklist configurations can be edited after creation.

Before making significant changes, review how the updates may affect scheduled and previously completed checklists.

How do Field Update questions work?

Field Update questions allow users to enter supported numeric values during an inspection.

These values update the corresponding fields on the associated asset record.

Common examples include mileage, engine hours, PTO hours, pump hours, and generator hours.

Available fields depend on the supported asset type and configuration.

Can I configure thresholds for Field Update questions?

Yes. Supported Field Update questions provide a Configure Thresholds option that allows administrators to establish percentage-increase or absolute-delta thresholds.

These thresholds help identify values that may require additional review and reduce the risk of inaccurate asset data being entered during checklist completion.

For detailed instructions, see Configuring Asset Checklist Field Update Thresholds.

Why aren't work orders being created when a user selects Fail?

Review the following settings:

• Verify that Require Work Order if Fail is enabled for the applicable question.
• Confirm that a valid Work Order Type is selected.
• Verify that the checklist is Active.
• Review the applicable work order configuration and user permissions.
• Confirm that the user has completed the necessary checklist submission workflow.

If the issue continues, contact your system administrator.

Can I reorder checklist categories and items after creating them?

Yes. The documented checklist configuration workflow includes drag-and-drop controls for rearranging categories and checklist items.

To reorder a category, drag it into the desired position within the Checklist Categories column.

To reorder a checklist item, select the applicable category and use the item's rearrange control to move it into the preferred position.

What is the difference between Required and Require User Check?

These settings control different aspects of checklist completion.

• Required: Determines whether an individual question must be answered before the checklist can be completed.
• Require User Check: Determines whether checklist responses begin blank rather than prefilled.

A question can begin blank without being required, allowing users to skip optional questions.

Can field users see inactive checklist items?

Inactive checklist items are documented as unavailable to users completing inspections.

Administrators can reactivate items when they are needed again.

How many categories and items should I include in a checklist?

There is no recommended number that applies to every department.

The appropriate checklist length depends on the asset type, inspection requirements, and operational workflow.

Keep categories organized and questions focused. Consider separating daily, weekly, and periodic inspections into different checklists when appropriate.

Why isn't the Pass All option appearing in a checklist category?

The Pass All option is available only when the selected default answer configuration supports it and the category contains applicable Pass or Fail questions.

Verify that:

• Default Answers is set to Require User Check.
• The category contains active Pass or Fail questions.
• Require User Check (No Pass All) has not been selected.

Why can't a user complete a checklist?

Review the following:

• Confirm that all Required questions have been answered.
• Verify that any required nested checklists have been completed.
• Confirm that applicable compartment or pouch requirements have been satisfied.
• Complete any required Equipment & Kit Audit.
• Verify that the required signature has been provided, if enabled.

If the checklist still cannot be completed, review the configuration with an Assets Module Manager or Administrator.