Build a checklist

The checklist is the script the technician answers in the app, step by step. You build and maintain checklists on the Checklists page of the administrative panel.

The organization starts with the checklists you ticked on the Initial checklists step of the sign-up — none, if you chose Start without checklists. The templates offered depend on your organization’s areas of work. Use them as they are, edit them, or create others. See Create your account and your organization.

1. Three ways to start

On the Checklists page:

• New template opens an empty editor.
• New from template opens the Choose a template preset list. The Areas filter starts on your organization’s areas of work; Clear shows the whole catalog, templates of other areas included. Filter also by work order type or equipment and click Use this template. Inspekio creates a copy of your own and opens the editor. Changing the copy does not change the preset.
• Create with AI opens a text box. Describe what has to be inspected: steps, photos, measurements. You can attach a reference with Attach reference (image, PDF, text, CSV or spreadsheet) or dictate with Dictate by voice. Click Generate with AI. The screen says Checklist and report created with AI. Review and adjust before using. and opens the editor.

In all three cases you end up in the editor. What the AI or the preset produced is a starting point: review every field before you release it to the team.

2. Name and steps

1. Fill in Template name. It is the name the technician sees on the work order.
2. On the Schema tab, click + Add step and name the step. A step is one screen in the app: the technician sees Step 2 of 7 at the top.
3. Inside the step, click + Add field and choose the type.

To insert a step or a field in the middle of the list, use Insert step here and Insert field here, which appear between items. The buttons on each row reorder, duplicate or remove the item.

3. The field types

Type	What the technician records
Short text	One line: a name, a code.
Long text	Several lines: observations.
Number	A value, with an optional unit (kW, °C).
Date / Time	A date; with Include time (date + time) ticked, date and time.
Yes / No	A binary answer. Allow “N/A” answer enables not applicable.
Verification	Passed, Alert or Failed.
Single choice	One option from the list you write in Opções.
Multiple choice	Several options from the same list.
Photo / Video	Photos or videos through Camera or Gallery.
Signature	The signature of the technician or the person in charge.
Asset / Part	A registered asset, picked from the list or by scanning its QR code.

On a Signature field the technician signs on screen or picks a signature already saved in their profile. See Save your signature.

4. Configure a field

Every field has:

• Rótulo que o técnico verá. Required. It is the question.
• Texto de ajuda. Optional. A short instruction below the label.
• Required field. Blocks finishing the work order while the field is empty.
• Support examples. Photos or PDFs showing the expected angle or framing. In the app they sit behind the Examples button. You can only attach them after the first save: the screen says Save the checklist to attach examples.

Some labels stay in Portuguese

Part of the checklist editor is not translated yet. Rótulo que o técnico verá, Texto de ajuda, Opções, Valor mínimo, Valor máximo, Comprimento mínimo, Comprimento máximo and Unidade appear in Portuguese whatever language you use the panel in. This page writes them exactly as the screen does, so you can find them.

Each type adds its own limits:

• Number: Unidade, Valor mínimo and Valor máximo. The app refuses a value outside the range.
• Short text and Long text: Comprimento mínimo and Comprimento máximo. The app shows how many characters are missing.
• Photo / Video: a minimum and a maximum number of media items. To mark it required, the minimum has to be 1 or more — the screen says Set the minimum ≥ 1 to mark as required. The maximum video duration appears on screen.
• Single choice and Multiple choice: the Opções, one per line.

5. Conditional fields and steps

A conditional field only shows up for the technician when another field’s answer matches a rule.

1. On the field that serves as the condition, click Add conditional field below.
2. In Show when, choose the comparison and the value.
3. Set the new field up like any other.

A conditional field under Photo / Video has no rule: it appears as soon as the technician attaches the first media item and disappears if they remove them all.

A whole step can be conditional too. Under Add condition to this step, choose a field from an earlier step and the rule in Show step when.

6. Which work orders the checklist appears in

In the Applicability section you limit where this checklist can be chosen:

• Available for work order types
• Allowed brands
• Allowed models

Leave everything on All for the checklist to apply to any work order. The Checklists list shows the result in the Applicability column: All WOs, or the number of types, brands and models.

7. Preview and save

Preview shows the checklist as the technician will see it, step by step.

Save checklist stores it. While you edit, the browser keeps a draft on its own and shows Draft saved at with the time. Close the tab and come back in the same browser and the draft is still there. Discard draft returns to the last saved version.

On the first save, the screen says: Checklist saved. We generated an example report — review it or create another. That report is the document the technician generates at the end of the work order. See Build the report for a checklist.

A new or changed checklist reaches the app on the next offline data refresh. Ask the technician to use Update now in Offline configuration before heading out. See Work without internet.

8. Edit a checklist that is already in use

Saving an existing checklist creates a new version. A work order the technician has already started never changes version: it finishes with the checklist that was in use when it was started.

The On save panel, next to the Save checklist button, shows what the save does besides storing the checklist. Each row has a switch with Update and Keep, and the text under the name states the effect of the current position.

Not-started open work orders decides what happens to the work orders nobody has started:

• Update, which is the default: Switch to the new version.
• Keep: Stay on the previous version. Only new work orders use the new version.

2 linked reports shows up when this checklist has reports, and decides whether your edit also lands in them. On Update, which is the default, the row sums up what will change: +2 fields · −1 field · 1 label. With no field change, it says No field changes to propagate. On Keep: Stay as they are. Only the checklist is saved. See Build the report for a checklist.

If somebody else saved this checklist while you were editing, the save is refused and nothing is stored: Another admin saved this checklist before you. Reload the page and redo the change. Reload the page and redo your change. The refusal is the same when somebody touched a report of this checklist after you opened the page.

9. Duplicate or delete

In the Checklists list, each row has Edit, Duplicate and Delete.

Duplicate creates a copy with the same fields. Use it to build a variation without touching the original.

Delete asks for confirmation and cannot be undone. A checklist in use by an active work order cannot be deleted: the Can’t delete screen lists the work orders. Finish or cancel each one before trying again.

What next

• Build the report for a checklist
• Save your signature
• Create and assign a work order
• Run a work order on your phone