Purpose Statement
This article explains how to control when a checklist is visible and required based on asset service status. Status-based behavior ensures that checklists only appear when relevant to an asset’s current operational state, reducing unnecessary tasks and improving accuracy.
To assign or schedule a checklist, see Assigning and Scheduling Asset Checklists.
Background Information
Status-based checklist behavior allows administrators to define when a checklist is active and visible based on apparatus status (e.g., In Service, Out of Service, Primary, Reserve).
Instead of all checklists applying at all times, this feature ensures:
- Checklists only appear when relevant
- Users are not completing tasks for unavailable apparatus
- Maintenance workflows align with real-world apparatus usage
How it impacts checklist visibility:
- If an apparatus status matches the selected conditions → the checklist appears
- If it does not match → the checklist is hidden and not required
Default Behavior:
- Legacy checklists: Apply to all statuses unless updated
- New checklists: Default to In Service + Primary
When to use this feature:
- Prevent checks on out-of-service apparatus
- Create checklists specific to reserve units
- Apply different workflows based on operational roles
- Align inspections with real-time apparatus availability
Required Permissions
To configure status-based checklist behavior, users must have:
- Assets Module Access: Full access to Assets
- Checklist Management Permission: Ability to create/edit checklists
- Module Manager Role (typical)
Important Note:
Users without these permissions can complete checklists but cannot configure status logic.
Video
Step-by-Step Guide
1. Navigate to Checklist Setup
Navigate to Assets → Setup → Checklist.
2. Create or Edit a Checklist
- Click Add Checklist, or
- Select an existing checklist and click the edit (pencil) icon
3. Configure Basic Fields
Enter or verify standard checklist fields (name, description, etc.).
4. Select Asset Type
Choose the asset type (Apparatus, Equipment, or Kits).
5. Configure Status-Based Behavior
Locate the Scheduled When field. Select one or more status conditions.
Important Note:
Available status options will vary based on the asset type and system configuration.
See the article Assets Setup: Settings to learn more about primary vs. reserve service status for apparatus and equipment.
Info: Status Options by Asset Type
Apparatus
- In Service
- Out of Service
- Primary
- Reserve
Equipment
- In Service
- Out of Service
- Primary (if enabled)
- Reserve (if enabled)
Kits
- In Service
- Out of Service
6. Save Configuration
Click Save. The checklist will now follow the selected status conditions.
Best Practices
- Align checklist visibility with actual operational usage
- Use simple status combinations (e.g., In Service + Primary)
- Create separate checklists for reserve or out-of-service workflows
- Review legacy checklists and update as needed
- Use clear naming conventions (e.g., Daily Check – In Service Only)
- Avoid overlapping or conflicting checklist logic
Troubleshooting & FAQs
Q: Why don’t I see the Scheduled When field?
A: Ensure an asset type is selected in the Applies To field.
Q: Why is a checklist not appearing?
A: The asset status may not match the selected conditions.
Q: What happens when asset status changes?
A: Checklist visibility updates automatically based on the new status.
Q: Do legacy checklists use this behavior automatically?
A: No. They default to all statuses and must be updated manually.
Q: Can I create a checklist only for out-of-service assets?
A: Yes. Select Out of Service in the Scheduled When field.