Checklists are how you record the routine safety and compliance checks your sites carry out — daily opening checks, weekly cleaning rounds, monthly maintenance walks, and anything else you need evidence of.
This article explains the two things you need to understand before you start, and where to find everything.
Templates and checklists
There are two related things in ASR, and it helps to keep them separate in your head.
A checklist template is the reusable master copy. It holds the list of tasks, who is responsible, and how often the check should happen. You set a template up once.
A checklist is a single copy of that template for one site on one occasion — the thing you actually tick off. ASR creates these for you from the schedule, or you can create one yourself when you need it.
So a template called Daily Opening Checks produces a new checklist for each site, every morning. You complete the checklist; you don't edit the template.
When sites share most of the same tasks but a few questions only apply in certain places, you can keep one template and use section scope so those sections only appear for the right sites or locations. See How to limit checklist sections to specific sites and locations.
Where to find checklists
Everything lives under two menus.
Under Work:
Diary — a day-by-day timeline of the checks due at your sites. This is the best place to start if you are completing checks.
Checklists — the full list of every checklist, with search, filters and statuses. Use this to find something specific or to review what has been done.
Actions — the follow-up jobs raised when a check finds a problem.
Under Standards:
Checklist Templates — the template library, where templates and recurring schedules are created and edited.
Your Work page is also a useful daily home: it shows today's checks alongside your open actions and your site's compliance score.
A typical day
Open Work or Diary to see what is due today.
Open a checklist and work down the tasks, answering each one.
If something isn't right, record it as an issue and either fix it on the spot or raise an action for someone to deal with.
When every task is answered, choose Submit Checklist. The checklist is then locked and kept as your record.
Who can do what
What you can do depends on your role in the organisation.
Complete and submit checklists — the person the checklist is assigned to, plus admins. If a template is set to Anyone, any team member can pick it up.
Create a one-off checklist — admins, auditors and managers, including site and area managers. Site managers can only do this for their own sites.
Create, edit, archive and delete templates and schedules — admins, auditors, client admins and managers.
Delete a checklist — admins only.
Viewers can look at checklists but cannot complete them.
Can't see checklists in your menu?
Checklists are switched on per organisation. If Diary, Checklists and Checklist Templates don't appear in your menus, the feature isn't enabled for your organisation yet — ask your administrator or get in touch with us.