Purpose Statement
This article explains how to locate, complete, and resume Asset Checklists in First Due.
Users can start checklists from the Assets Dashboard or from a specific asset record (Apparatus, Equipment, Station, or Kit). This guide also explains how to properly complete checklist items, manage related workflows (work orders, inventory, nested checks), and submit the checklist.
Background Information
Asset Checklists are scheduled inspections or operational checks assigned to department assets. Checklists may appear as Due Today, Next Due, In Progress, or Incomplete depending on status.
A checklist cannot be started until its scheduled due date and time unless the checklist configuration allows early start.
Checklist statuses include:
Due / Available
Incomplete
Completed
Users can access checklists in two primary ways:
From the Assets Dashboard (high-level visibility across all assets)
From a specific Asset Overview page
Understanding both access points ensures efficient checklist management.
Required Permissions
Access to the Asset Checklist lifecycle is role-based and tied to Asset Overview and Checklist permissions.
End Users must have:
Apparatus Overview
Equipment Overview
Kit Overview
Station Overview
View Dashboard
See Available Checks
Start Checks
Remove Join Check Users
Restock Lists – Read, Update, Create
Inventory Request List – Read, Update, Create
Modify Inventory Expiration Date
Managers and Administrators require the same at minimum.
If users cannot locate or interact with a checklist, verify role permissions in the system settings.
Video
Step-by-Step Guide
Locating Checklists That Are Due
From the Assets Dashboard
Navigate to Assets → Dashboard.
Under Due Today (or filter by asset type), locate the appropriate asset.
Select Start Check next to the listed checklist.
Click Start for the appropriate checklist to begin.
From a Specific Asset Overview (Apparatus, Equipment, Station, or Kit)
Navigate to the appropriate Asset Overview (Apparatus, Equipment, Station, or Kit).
Locate and select the specific asset (from the overview list or open its record).
Select the Checklist Group.
Click Start Check for the appropriate checklist.
Important Note:
A checklist will not display the Start button until it reaches its scheduled due date and time unless early start is enabled during checklist setup.
Locating Incomplete Checklists to Resume
From the Assets Dashboard
Navigate to Assets → Dashboard.
Use asset filters to locate the specific asset.
Select Start Check to open the checklist workflow.
Select the Incomplete tab.
Locate the appropriate checklist.
Click Resume.
From a Specific Asset Overview (Apparatus, Equipment, Station, or Kit)
Navigate to the appropriate Asset Overview.
Locate and select the specific asset.
Select the Checklist Group.
Select Incomplete Checklists.
Locate the appropriate checklist.
Click Resume.
Important Note:
The Trash Can icon is permissions driven and permanently deletes an incomplete checklist. Contact your system administrator if you do not have this functionality but should.
Checklist Answer Types
The following answer types may appear within an Asset Checklist. Each type determines how a response is recorded and whether additional actions are triggered.
Pass / Fail
Used for inspection-based validation of an item’s condition or compliance status.
Pass indicates the item meets operational or compliance standards.
Fail indicates the item does not meet standards and may require corrective action.
A failed response may require notes, attachments, or work order creation depending on configuration.
Field Update
Allows the checklist response to update a specific asset or inventory field directly.
Info:
This answer type is ONLY available for Apparatus and Equipment. When submitted, the value entered updates the associated record. Accuracy is critical, as this may impact reporting, maintenance schedules, or compliance tracking.
Common examples include:
Odometer mileage or engine hours
Tire pressure
Equipment hour
Equipment specific items
Single Select
Allows the user to choose one option from a predefined list.
Common uses:
Condition rating (Good, Fair, Poor)
Status selection
Standardized inspection responses
Only one option can be selected. Review your selection before submitting. One or all answers may require notes, attachments, or work order creation depending on configuration.
Multi Select
Allows the user to choose multiple options from a predefined list.
Used when:
More than one condition applies
Multiple items are verified in a single question
Ensure all applicable selections are made before submission. One or all answers may require notes, attachments, or work order creation depending on configuration.
User Defined
A customizable response type configured by the department. This is not character limited.
This may include:
Custom dropdown values
Department-specific rating scales
Specialized compliance responses
The available options and required actions are determined by system configuration. Follow department guidelines when completing these responses.
Completing an Asset Checklist
Once a checklist is started or resumed, complete all required items before submitting.
1. Equipment & Kit Audit Workflow (If Applicable)
For Equipment and Kit assets, some checklists may initiate an Equipment or Kit Audit workflow before the main checklist begins.
The purpose of this audit is to confirm that the correct Equipment IDs or Kit IDs are associated for checklist tracking. This ensures the system assigns and records the appropriate checklists for accurate documentation.
During the audit:
Verify the listed Equipment or Kit IDs.
Confirm the correct items are present.
Use the Thumbs Up to approve
Use the Trash Can to remove and follow the removal workflow
Mark each item as complete within the audit workflow.
Users may also select Add Equipment or Add Kits within the audit to associate additional items; using keyword search, locate the correct Equipment ID or Kit ID, and if configured, the added items will populate into the nested checklist for completion.
There are no inventory restock or request actions tied to this audit. This process is strictly for equipment and kit identification verification to ensure proper checklist assignment and record tracking.
Depending on configuration, the audit may be:
Required – All audit items must be marked complete before the checklist can be started or submitted.
Optional – Users may skip the audit and proceed directly into the checklist.
2. Nested Checklists
Some checklist items may contain nested checklists (sub-checks within a parent item). These may be required depending on system configuration. All nested checklists can be found at the top of the checklist or listed in the specified compartment further down the checklist. Users will receive an error message when trying to submit a checklist before completing and required nested checklists.
Select the nested checklist dropdown to expand it.
Start the appropriate nested checklist. Users will not have to navigate back and forth, the system will move users into the appropriate checklist.
Submit the nested checklist to resume the parent item.
3. Navigating the Checklist
Checklists may include:
Instructions at the top of the checklist or section which open in a new tab
Multiple sections
A Pass All option (if enabled)
The number of required questions per section
Users can navigate between sections as needed. Ensure all required fields are completed before submission.
4. Work Order Triggers (System-Configured)
Work Orders are not manually created from within a checklist.
Instead, Work Orders may be automatically triggered based on system-configured metrics tied to specific checklist responses.
Depending on configuration:
Selecting Fail on a Pass/Fail question may prompt a Work Order workflow.
Selecting a specific option within a Single Select or Multi Select question may trigger a Work Order requirement.
The Work Order Summary section will pre-fill with the question and answer generated from the checklist.
If triggered:
You may be prompted to enter additional required information (such as description or priority).
The Work Order will be generated and linked to the asset and checklist record.
If no Work Order prompt appears, then the selected response does not meet the configured criteria for automatic Work Order creation.
Work Order behavior is fully dependent on department configuration settings.
Important Note:
Work Orders that are in any status other than Complete will NOT prompt the user to create a new ticket. Instead, the user will see the apparatus ticket icon to the far right of the question and can toggle this to see the work order and it's status. This workflow prevents the duplication of work order information.
5. Adding Remarks or Images
Users may document findings by:
Adding written remarks
Uploading images
Remarks and attachments become part of the permanent checklist record.
6. Inventory Verification & Restock Lists
Some checklist responses may trigger inventory-related workflows.
Depending on configuration, users may:
Verify inventory quantities
Add items to a Restock List
Update expiration dates
Warning:
When a quantity that is LESS than the set Minimum is input, the user will be prompted to add that inventory item to a Restock List (see image below).
These actions are initiated within the checklist but are not finalized during checklist submission.
After submitting the checklist, users must navigate to the Inventory Usage & Restock section for that asset to complete the associated inventory workflows.
Refer to the Inventory workflow articles for full instructions on finalizing those actions.
7. Removing Joined Check Users
The system allows for multiple users to join and input information into one checklist.
Hover over the Eye icon next to the Joined Users item.
The logged in user will appear with a blue dot left of their name, the other users will have an X icon to the right of their name.
Select the X icon to remove other users until only you remain.
Confirm Submit button now appears.
8. Submitting and Signature Process
Review all checklist responses.
Confirm all required items and nested sections are complete.
Click Submit.
If a signature step is required, complete the signature process as configured by your department.
Users may sign manually or Fill a saved signature from their user profile
Signature requirements (such as required roles or number of approvals) are department-specific and vary based on checklist configuration.
Once submitted:
The checklist status updates to Completed.
Any field updates (such as mileage or quantity updates) are applied.
Related work orders are linked and tracked.
Inventory actions must be finalized separately in the Inventory Usage & Restock section.
A checklist cannot be edited after submission unless administrative action is taken.
Best Practices
Complete checklists in real time to maintain compliance.
Use clear remarks when documenting deficiencies.
Only create work orders when corrective action is required.
Double-check field updates before submitting.
Always confirm submission to ensure the checklist status updates properly.
Complete any associated Inventory Usage & Restock workflows promptly after submission.
Troubleshooting & FAQs
Why don’t I see the Start button?
The checklist may not yet be due, or early start is not enabled.
Why is my checklist still Incomplete?
You must click Submit and complete any required signature steps.
Why can’t I resume a checklist?
Verify you are viewing the Incomplete tab and have proper permissions.