Use Projects to group work that needs an owner, status, or due date. Use Checklists when the team needs to repeat the same inspection and keep a record of each run.
These are reusable work tools. The onboarding checklist is a separate, shared first-setup flow for a new company.
Quick facts
Start here
- Projects organize tasks; tasks can be assigned to a person or role and tracked through Backlog, Ready, Doing, and Done.
- Checklist templates can apply to every location or one location. Each inspection is submitted as its own record.
- For equipment-specific service history and maintenance checklists, see Manage equipment files, service history, and checklists.
Step 1: Create a project and give work a home
Open Projects and create a project with a clear name and short description. Set a location and owner when they help the team understand the scope; leave the location blank for work shared across locations.
Add tasks to the project. Give each task a title, then set its status, priority, assignee or role, and dates as needed. Use the board to move tasks through the work stages, or switch to the schedule view when timing matters.
- Use a person or role assignment so someone knows who owns the next step.
- Use task filters for status, priority, assignee, location, visibility, or due date when a project grows.
- Private tasks are kept separate from company tasks and cannot be assigned to another person.
Step 2: Build a reusable inspection checklist
Open Checklists, choose New Checklist, and enter a name and brief description. Set the location scope to Global for a shared template or choose one location to limit where it appears.
Save the template, then add categories to group related checks and add items under each category. Mark items optional only when the inspection can still be submitted without them. Keep the checklist active while the team should use it; archive it when it is no longer current.
- Use the restriction option only when the checklist should be limited to managers.
- If staff cannot find a checklist, check its active status, location scope, and whether it is restricted.
Step 3: Conduct the inspection and review its history
From the checklist list, filter by location or status and choose Conduct on an active checklist. Select the inspection location if the checklist is not already limited to one location.
For each item, choose Done or Flag. Add notes for context, especially when you flag an item, then submit the inspection. Return to the list and choose History to review saved inspection records.
Choose the right checklist for the job
Use a Tasks checklist for repeat inspections such as opening checks or safety walk-throughs. For equipment maintenance notes and service history tied to one asset, see Manage equipment files, service history, and checklists. For one-time company setup, follow the onboarding checklist guide.