Many service processes rely on what an employee remembers: what to check at intake, what to record before handover, which photos to take. Checklists move these steps into RO App: you describe the sequence of a check once in a template, and your team runs it the same way in every order.
For example, when a car arrives at the shop, the technician runs an inspection checklist: records the condition of the body, the fuel level and the equipment, and adds photos. If the customer has questions later, you just open the order and see who filled in each field, when, and with what result.
Template builder in settings
Checklists are built from templates that you create at company level – in the new Settings → Checklists section.
Each template consists of steps, with sections inside a step and fields inside sections for an employee to fill in. For each field you choose a type:
single-line text – for a short answer;
multi-line text – for a longer comment;
check result – with the Pass, Fail, Caution or Unknown statuses;
multi-select – several options from a predefined set, for example the faults found;
dropdown – one option from a predefined set;
file upload – a photo of the condition, a scan of a document;
date – when you need to record a specific day, for example the date of the next service.
Besides the fields themselves, a template has three more settings:
availability – the template works for all order types or only for selected ones, so diagnostics and warranty repairs can have different checklists;
notes and attachments – you can allow them in any section, so an employee can add a comment or a photo where there is no separate field for it;
sequence – steps, sections and fields can be dragged, so the checklist follows the real sequence of the check.
Editing a template only affects new checklists. Those already created in orders stay unchanged: what was filled in last month will not be rewritten retroactively.
Working with checklists in an order
In an order, checklists are available both for work and for a quick overview:
the Checklists tab – available if there is at least one active template for this order type. It lists all checklists of the order with their name, status, author, and creation and completion dates. From here an employee with the right permission starts a checklist with the Add checklist button;
the order status badge – the system shows unfinished checklists under it, so a manager does not have to open the tab to see whether any work is still outstanding in the order.
Permissions for working with checklists
In role permissions, which you will find in Settings → Employees → Roles, four separate permissions have appeared:
create checklists;
edit checklists;
delete checklists.
Access to the templates section itself is governed by a separate permission: only the roles you open it for will see the builder.
Anyone who has access to an order can view its checklists.
Checklists are available starting from the Business plan.
For more details on creating templates and field types, see the guide to setting up checklists. To learn how your team fills them in, see the guide to working with checklists in an order.
If you have any questions or need help setting up checklists, please reach out to us via the support chat.