Purpose Statement

The Assets Checklist feature enables module managers to create standardized inspection, maintenance, and compliance checklists for apparatus, equipment, stations, and kits. By establishing structured checklists, departments can ensure consistent asset evaluations, automate work order generation for identified issues, and maintain comprehensive records of all asset inspections. This systematic approach improves accountability, ensures regulatory compliance, and helps prevent equipment failures through proactive maintenance tracking.

Background Information

Asset checklists are the foundation of your department's preventive maintenance and inspection programs. These customizable templates allow you to define specific questions, set default answer behaviors, and trigger automated workflows based on user responses. Checklists can be tailored to different asset types (apparatus, equipment, stations, or kits) and configured to automatically generate work orders when issues are identified during inspections.

Common Use Cases:

• Daily apparatus readiness checks
• Equipment inventory audits
• Station facility inspections
• Weekly safety equipment verifications
• Pre-shift vehicle inspections
• Compliance documentation for regulatory requirements
• Post-incident equipment checks

Key Capabilities:

• Multiple question types (Pass/Fail, Yes/No, Single Select, Multi Select, Field Updates)
• Automatic work order creation based on responses
• File and image attachments for reference documentation
• Category organization for complex checklists
• Field update questions that modify asset master records
• Bulk check functionality for equipment inventories
• Integration with checklist scheduling system

Required Permissions

To create and manage asset checklists, users must have Assets Module Manager or Administrator permissions. These permissions provide access to the Assets Setup area where checklists are created and configured. Standard field users can complete assigned checklists but cannot create or modify checklist templates.

Video

Step-by-Step Guide

1. Navigate to Assets Setup

1. Click on Assets in the main navigation menu, then click on Setup in the Assets submenu.
   
2. Click on Checklist in the Setup menu.

2. Initiate New Checklist Creation

Click on Add Checklist to begin creating a new checklist.

3. Configure Checklist Basic Settings

Complete the following required and optional fields in the checklist configuration form:

Step 1 - Checklist Name (required) - Enter a descriptive name that clearly identifies the checklist's purpose (e.g., "Daily Apparatus Safety Check," "Weekly Station Inspection," "Quarterly Equipment Audit").

Step 2 - Default Answers (required) - Select how checklist items will appear when users begin a check:

• Require User Check - All answers start blank; users must manually respond to each question
• Prefill Passing - All answers default to "Pass" and can be changed if issues are identified
• Prefill Failing - All answers default to "Fail" and must be manually updated (rarely used)

Step 3 - Applies To - Select which asset type(s) this checklist will be available for:

• Apparatus - Checklist applies only to fire apparatus and vehicles
• Equipment - Checklist applies only to equipment items
• Station - Checklist applies only to station facilities
• Kit - Checklist applies only to equipment kits

Step 4 - Assigned To - (Optional) Assign the checklist to a specific user or team. Leave blank to allow any user or team to complete the checklist.

Step 5 - Status Toggle - Set the checklist to Active or Inactive. Only active checklists are available for scheduling and use.

4. Attach Reference Files (Optional)

To provide additional context or instructions for checklist users:

1. Click the Files and Images attachment option
2. Upload relevant documents, images, or reference materials
   
3. The numerical indicator next to the upload icon will reflect the amount of items attached by changing from "0" to "1" etc.
4. These attachments will be accessible to users via the View Instructions button when completing the checklist

Note: Attached files help clarify checklist intent, provide visual references for inspection standards, or include manufacturer specifications.

Instructions in Checklist Setup:

5. Configure Asset-Specific Options

Depending on which asset type the checklist applies to, additional configuration options will appear:

For Apparatus Checklists:

1. Enable Compartments Required for Apparatus checklists to require all apparatus compartments assigned to the checklist
   

For Equipment Checklists:

• Enable Bulk Check functionality to allow simultaneous checking of multiple equipment items
  

For Apparatus, Equipment, or Kit Checklists:

• Select whether the checklist should be automatically scheduled when apparatus/equipment service status changes (e.g., when a unit returns to service after maintenance)

For Apparatus, Location, or Kit Checklists:

• Enable Equipment/Kit Audit function to track and verify equipment inventory during checklist completion
  
• Use Case - tracking SCBA equipment items replaced on apparatus post incident
  
• Required - End users will not be able to start the checklist until they verify equipment or kit unique identifiers in all compartments
  
• Optional - End users can skip the Equipment & Kit Audit and move right into the checklist
  
• None - Does not show the Equipment & Kit Audit 

Equipment & Kit Audit in Assets Checklist Setup:

Equipment & Kit Audit in the checklist for the end user:

6. Configure Signature Requirements

Enable Signature Required to prompt end users to sign each checklist before submitting. When left off end users will still have their names assigned to the completed checklist.

7. Create Checklist Categories

Organize your checklist items into logical categories for better structure and user navigation:

1. Click the + icon in the Checklist Categories column
2. Enter a descriptive category name (e.g., "Safety Equipment," "Fluid Levels," "Communication Systems," "Medical Supplies")
   
3. Click the disk image icon to save the category name
4. Repeat to create additional categories as needed
   
5. Categories can be rearranged by dragging and dropping the category into a logical placement
1. To edit an existing category, click the pencil icon
   
2. To deactivate/activate an existing category, click the X icon (deactivate) or check mark icon (activate)
   
3. To delete an existing category, click the trash can icon (this cannot be undone)
   

Tip: Group related inspection items together to create a logical flow for users completing the checklist.

8. Add Checklist Items

Within each category, create individual checklist questions:

1. Click the category to add checklist questions for, this will highlight that category in blue
2. Click the + icon in the Checklist Items column
   
3. Configure each checklist item using the steps 9 through 13
   

Alert - The category must be selected (highlighted in blue) to add Checklist Items 

9. Select Answer Type

Choose the appropriate Answer Type from the dropdown menu:

• Pass or Fail - Binary pass/fail response
• Single Select - User selects one option from a predefined list
• Multi Select - User can select multiple options from a predefined list
  
• User Defined - User can type answers into a blank text box field
  
• Field Update (Apparatus and Equipment only) - User enters a numeric value that updates the asset's master record (e.g., Engine Hours, Mileage, PTO Hours, Pump Hours)

Pass or Fail Answer Type:

Single Select Answer Type:

Multi Select Answer Type:

User Defined Answer Type:

Field Update Answer Type:

10. Enter Checklist Question

In the Checklist Question field, type the specific question or inspection item. Use clear, actionable language that tells users exactly what to check or verify.

Examples:

• "Are all fire extinguishers fully charged and accessible?"
• "Check engine oil level - is it within acceptable range?"
• "Enter current vehicle mileage"
• "Verify all SCBA bottles are full and in-date"

11. Enter Checklist Description (Optional)

In the Checklist Description field, type a description, contextual definition, or instructions to assist users in accurately answering specific questions. This appears next to the question, in plain text, in the checklist for the user.

1. "Check for damage or newly found issues"
   
2. "Give a summary of the handoff report"
   
3. "Do not create a new work order if..."

12. Configure Question Requirements

Select whether the checklist item must be answered for the checklist to be marked as complete. Required items prevent users from finishing the checklist until all mandatory questions are addressed.

13. Set Up Automatic Work Order Creation (Optional)

Configure automatic work order generation when specific responses are selected:

For Pass or Fail Answer Types:

1. Toggle Require Work Order if Fail to the "On" position
2. Select the Work Order Type to be created from the dropdown menu
3. When a user selects "Fail" during a check, a work order will automatically generate

For Single Select and Multi Select Answer Types:

1. Enable the Create Work Order toggle for specific answer options
2. Select the Work Order Type to be created from the dropdown menu
3. When a user selects that specific option, a work order will automatically generate

14. Manage Checklist Items

Use the following tools to efficiently manage your checklist items:

Individual Item Actions:

• Activation Icon - Click to activate or deactivate individual checklist items
  
• Deactivate - symbolized as an X icon
  
• Activate - symbolized as a check mark icon
• Duplicate Icon - Click to create a copy of the checklist question (symbolized as two sheets of paper side-by-side)
• Delete Icon - Click to permanently remove the checklist question (symbolized as a trash can)
  
• Rearrange Icon - Click and drag and drop to rearrange checklist question in the highlighted category (symbolized as ellipsis)

Bulk Actions:

• Activate (All) - Click to activate all checklist items simultaneously
• Duplicate (All) - Click to create copies of all checklist items at once

15. Save and Schedule the Checklist

When you have finished configuring all checklist categories and items:

1. Click Save to preserve your checklist configuration, symbolized as the disk image icon
2. Proceed to the Checklist Scheduler to assign the checklist to specific assets and set recurring inspection schedules

Best Practices

Checklist Design Strategies:

• Start Simple: Begin with essential inspection items and expand the checklist based on user feedback and identified needs
• Use Clear Language: Write questions in plain language that field personnel can quickly understand without interpretation
• Logical Organization: Group related items into categories that follow a natural inspection workflow (e.g., exterior, interior, mechanical, safety equipment)
• Balance Thoroughness with Efficiency: Include all necessary checks without creating unnecessarily long checklists that users may rush through

Answer Type Selection:

• Use "Require User Check" for critical safety inspections where users must actively verify each item
• Use "Prefill Passing" for routine checks where most items typically pass, allowing users to focus on exceptions
• Reserve Field Update questions for trackable metrics that inform maintenance schedules (hours, mileage, etc.)
• Leverage automatic work orders for any failed item that requires follow-up action

Category and Question Structure:

• Limit categories to 5-8 per checklist to maintain usability
• Keep questions specific: Instead of "Check all lights," create separate items for headlights, brake lights, emergency lights, etc.
• Use consistent terminology across all checklists to reduce confusion
• Front-load critical items: Place safety-critical checks at the beginning of the checklist

Work Order Integration:

• Configure automatic work order creation for any pass/fail item where failure requires corrective action
• Select appropriate work order types that route issues to the correct maintenance personnel
• Avoid over-automation: Not every "fail" response requires a formal work order; reserve automation for actionable maintenance needs

Documentation and Training:

• Attach reference materials (photos, diagrams, specifications) to help users understand inspection standards
• Include manufacturer requirements for equipment-specific checks
• Document the "why": Add context in attached instructions explaining why specific checks are important
• Train users thoroughly on new checklists before implementation to ensure consistent application

Maintenance and Continuous Improvement:

• Review checklist completion data regularly to identify items that are frequently failed or skipped
• Solicit user feedback from field personnel completing the checklists
• Update checklists when equipment changes, new regulations are introduced, or issues are identified
• Deactivate outdated items rather than deleting them to preserve historical data

Troubleshooting & FAQs

Q: Why don't I see the option to enable Bulk Check for my checklist?

A: The Bulk Check function is only available for checklists that apply to Equipment. If your checklist applies to Apparatus, Station, or Kit, this option will not appear. To enable Bulk Check, ensure your checklist has "Equipment" selected in the "Applies To" field.

Q: Can I assign a single checklist to multiple asset types?

A: Yes. In the "Applies To" section, you can select multiple asset types (Apparatus, Equipment, Station, Kit). However, be aware that some configuration options are asset-type specific. For example, Field Update questions are only available for Apparatus and Equipment checks.

Q: What happens to scheduled checklists if I deactivate a checklist template?

A: Deactivating a checklist template prevents it from being used for new scheduled checks, but it does not affect existing scheduled instances. Previously scheduled checklists will continue to appear as assigned until completed or manually removed. To completely remove a checklist from use, deactivate the template and delete scheduled instances from the Checklist Scheduler.

Q: Can I modify a checklist after it has been scheduled and used?

A: Yes, you can edit checklist templates at any time. However, changes to the template will only affect future checklist instances. Previously completed checklists retain their original questions and structure to maintain historical accuracy. If you need to make significant changes, consider creating a new checklist version and deactivating the old template.

Q: How do Field Update questions work, and which asset fields can be updated?

A: Field Update questions allow users to enter numeric values during a check that automatically update the corresponding field on the asset's master record. Common Field Update questions include:

• Engine Hours
• Mileage/Odometer
• PTO (Power Take-Off) Hours
• Aerial Hours
• Pump Hours
• Generator Hours

This functionality eliminates duplicate data entry and ensures asset records stay current with each inspection.

Q: My work orders aren't generating automatically when users select "Fail." What's wrong?

A: Verify the following:

• The "Require Work Order if Fail" toggle is enabled for that specific checklist item
• A valid Work Order Type is selected from the dropdown
• The checklist is Active (inactive checklists don't trigger work orders)
• Users have proper permissions to generate work orders
• The Asset Module is properly integrated with the Work Order Module

If all settings are correct and work orders still aren't generating, contact your system administrator.

Q: Can I reorder checklist items or categories after creating them?

A: Currently, checklist items and categories cannot be manually reordered through drag-and-drop functionality. To adjust the order, you'll need to delete and recreate items in the desired sequence, or use the Duplicate function to copy items and then delete the originals. Plan your checklist structure carefully before creating items to minimize reordering needs.

Q: What's the difference between "Required" checklist items and "Require User Check" default answers?

A: These are separate settings with different purposes:

• "Required" checkbox: Determines whether users must answer this specific question before completing the entire checklist
• "Require User Check" (Default Answers): Sets how ALL checklist items appear when a check begins (blank, prefilled Pass, or prefilled Fail)

You can have a non-required question with "Require User Check" enabled, meaning the question starts blank but users can skip it if needed.

Q: Can field users see inactive checklist items?

A: No. Deactivated checklist items are hidden from users completing checks. Only Active items appear in the checklist. This allows you to temporarily remove questions without deleting them permanently, preserving the item for future reactivation if needed.

Q: How many categories and items can I include in a single checklist?

A: While there is no strict technical limit, best practice recommends:

• 5-8 categories maximum per checklist
• 20-30 total items maximum per checklist

Excessively long checklists reduce completion rates and increase the likelihood of rushed or incomplete inspections. Consider splitting comprehensive checks into multiple focused checklists (e.g., separate daily and weekly apparatus checks).