Checklists
Start, fill in and submit the venue's checklists, and build new ones.
Staff have Checklists in the sidebar. It shows every checklist your venue runs, as cards grouped by area. Each card shows when it's due today, how many items it has (or Draft saved if you've started it), and who did it last.
Anyone who oversees (Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors) has no Checklists row. They reach checklists from Tasks instead.
Start a checklist
Staff: tap a card. If today's checklist is yours and open, that's the one you get. Otherwise you start a fresh one.
Anyone can press Start a checklist on the Dashboard or My shift, and managers also have it at the top of the Schedule in Tasks. Search for the checklist by name and pick it. That list leaves out anything already on your shift, because you open those from your shift. A checklist you've already started says Continue draft.
Some checklists open at a set time. Until then they say Opens at and the time, and you can't start them.
Fill it in
Work down the items. Each one asks for one of these:
- Tick: tap the row.
- Yes / No: press Yes or No.
- Number or Temperature: type the reading.
- Signature: sign in the box.
An item marked Optional can be left. If an item has How to do it under it, tap that for the instructions, or the procedure it links to. Some items ask you to Record the result in a note once you've ticked them.
The bar at the bottom shows how far through you are, and how many required items are left. Your answers save as you go. To stop and come back later, press Save and return to (followed by where you came from).
On a checklist you started yourself, rather than one from the schedule, Throw away saved progress deletes your answers so far. HospoTek asks first, because they can't be brought back.
Add a photo
An item that wants a photo shows Photo needed, or Photo, if you can when it's optional, once you tick it. Take the photo there. If you can't, untick the item and flag it instead (see below).
When a check fails
Some items have a rule, such as a fridge reading above 5 °C or a No answer. When your answer breaks it, the row turns amber and says why. If there are steps listed under it, tick each one as you do it. If it asks you to Say what you did, write it there. Some items also need a photo when they fail.
Can't do an item, or it doesn't apply
Press the flag on the item (Can't do this item), then choose:
- Can't complete: something stopped you. Say what went wrong.
- Not applicable this shift: it doesn't apply today. Say why.
The note is required. Press Done. To change your mind, press Undo on the row.
Submit
Add anything worth knowing in Notes for the manager, then press Submit. Submit stays greyed out until every required item is answered.
If any item failed or couldn't be completed, HospoTek asks Submit with 1 exception? (or however many) and lists each one with your note before it goes.
When you submit:
- A failed item that has steps raises a high-priority task to put it right. It goes to whoever the checklist was for, or to you if nobody was, and is due by the end of the current time slot.
- Managers see the submission, with its exceptions and notes, and review it from Tasks › History.
- On a phone with no signal, the button says Save to send later. The checklist sends when you're back online. See Phones, tablets and offline.
On a shared tablet, you enter your PIN to submit. See Kiosk mode.
Do someone else's checklist
If the checklist is assigned to someone else, a card asks you to confirm before you submit:
- A manager covering sees Confirm manager cover. The checklist stays the other person's.
- Anyone else sees Confirm checklist takeover. Responsibility moves to you.
Either way, give a Reason for covering this checklist and tick the box to confirm.
Overdue and missed
Each checklist shows one of these:
| Status | Meaning |
|---|---|
| Upcoming | Not due yet, and nothing ticked. |
| In progress | Started, not submitted. |
| Overdue | Past its due time and still open. You can still finish it. |
| Missed | Closed with nothing ticked. It can't be filled in any more. |
| Done | Submitted on time. |
| Done late | Submitted after its due time. |
| Done with exceptions | Submitted with an item that failed or couldn't be completed. |
A checklist that someone has started never becomes Missed. If a missed checklist was yours, open it to tell your manager what happened (optional) and press Tell my manager.
Practise a checklist
Practice runs let you try a checklist without saving anything. Open Try a checklist from the More menu on a phone, or, for Venue Managers and Assistant Venue Managers, from Tasks › Library, and pick one. Staff with nothing on their shift see Try a practice checklist on My shift.
A Practice banner stays at the top. Press Finish practice at the end to see what would have been sent.
Build or edit a checklist
Venue Managers and Assistant Venue Managers only.
Create it
Press New checklist in Tasks › Library (on a phone it says New). A Venue Manager can also choose Create › Build a checklist on the Dashboard. Under Start from, pick a ready-made starter or Blank. Give it a Name and, if you like, a Category, then press Create checklist.
Add items
Type in Add an item, or paste a list... and press Add. Paste several lines to add one item for each line. Drag an item to move it.
Open More options, or press an item, to set its details:
- Type: Tick, Yes / No, Number, Temperature or Signature. Numbers and temperatures take a Unit.
- Section: groups items under a heading.
- Fail when: the answer that counts as a failure.
- How to do it and Procedure: instructions staff can open from the item.
- Must be done and Ask for a note.
- When this fails: steps to put it right, and whether to Require a note or Require a photo.
- Evidence: set it to Photo to ask for one. Cannot be submitted without it makes it required, and Keep the photo for sets how long it's kept.
Check the details
Under Details, set the Staff instructions, turn Visible to staff off to hide it from staff's Checklists page, and turn on Scored to give each item Points. Preview shows it as staff see it.
Put it on the schedule
A Venue Manager presses Set schedule to make it repeat. See Make a checklist repeat. A checklist with no schedule can still be started with Start a checklist, or by staff from their Checklists page.
To change a checklist later, open it from Tasks › Library.