If you want the convenience of a PDF fillable form in iFleet without the hassle, then Smart Service checklists might be the right feature for you! Checklists in Smart Service offer a simple, text-based, and customizable form composed of short answers and multiple-choice selections.
Where Are Checklists Available?
Checklists can be utilized in a variety of fields in Smart Service and iFleet. You can use a checklist anywhere you see a clipboard with a red checkmark on it. We’ve taken some screenshots of the most common checklist locations below!
You can use the checklists function in customer notes (private), job instructions (public), the memo, and under the iFleet notes (private) sections.
Job items can have checklists added to them individually. This is used for item-specific checklists using the checklist filter.
You can also find the checklists icon inside of notes on equipment records.
iFleet can use checklists under the “Add New Notes” section of the job notes.
iFleet users can also access checklists on job items. This can be done by opening the item description in iFleet.
To match Smart Service, iFleet users can also access checklists via the equipment notes section out in the field.
Creating Checklists
To get started with checklists, you can visit any of the checklist icons mentioned above in Smart Service back in the office. When you click on the icon, follow the steps below to create a customized checklist. Remember, you can have multiple checklists in Smart Service and have multiple checklists per job if desired. iFleet will be able to add an existing checklist to their job but won’t be able to create their own checklists from the field.
When you want to create a new checklist, click on the checklist icon, select new, and then select “Add a New Checklist” as shown on the left.
You can click on the image to the left to enlarge it and follow along.
To the left, you can see an example of a completed checklist detailing the replacement of an electrical outlet. You can click on this image to expand the picture and get a better view.
In this case, the purpose of this checklist would be to make sure my field users follow the appropriate safety precautions when working with electricity and also verify they leave the outlet in a safe and working order for the customer once the service is finished.
Use this field to name your checklist. This name is shown along with the “Checklist Filter” entry when selecting your checklist later.
This text will be added to the section where you accessed the checklists function when you save the checklist to the job. This is an easy way to indicate to other users that there’s a checklist to fill out on this section.
The checklist filter displays all of your items from QuickBooks. By selecting an item here, this checklist will be added to that item whenever that item is added to a job.
If you want to be able to use this checklist later, it should be active. Inactivating the checklist won’t remove it, but nobody will be able to use it.
By numbering the questions via the “order” boxes, you can decide in which order these questions should be asked when filling out the checklist. You can only use numbers in this section.
The short description (which display on top of the long description) is the question itself, or the header if this is going to be a long question. The long description can be a full sentence version of the question.
Checklist questions can be either be short answer or multiple choice answers. You can prefill answers with the “Details” option further to the right.
In addition to being able to activate/deactivate the checklist itself, you can also deactivate certain questions on the checklist. If you do this, nobody will be able to use that question on the checklist. This is here because there’s no way to remove a question in this window, but you can overwrite or deactivate ones you don’t need.
The “Details” section will change depending on your display typ. You can prefill answers for short answers or provide options for multiple choice questions here.
Once your checklist is complete, you can click the “Save and Close” option at the top right-hand corner of the checklist window. Once saved, your checklist can be added anywhere you can access checklists!
Updating Checklists
If you would like to make updates to one of your checklists, this can also be done from Smart Service back in the office. To make revisions, click on the checklist button and click “New” then double click on the checklist you wish to make changes to. You can also inactivate a checklist this way by changing the checklist status.
Using Checklists (Smart Service)
You can fill out a checklist from the office by opening the checklist section and selecting the desired checklist. From there, you can click on each of the questions and provide the appropriate answers or type in an answer. Results are saved once you save the checklist to the job.
Where the checklist information is saved depends on where you accessed the checklist. For example, checklists in public notes on a work order will save to the public notes. Checklists saved on items will save to that individual line item’s description.
Using Checklists (iFleet)
Using a checklist in iFleet is quite similar to how checklists are used in Smart Service. You can access the checklist feature from the sections mentioned above.
From there, you can click on each question in the checklist and choose an answer or write your own in the section below. When using a checklist in iFleet, you can move through the questions with the “previous” and “next” buttons on the right.
Once you have completed the checklist, click the “Done” button at the top right to close the checklist. This will add your checklist results to the section where you accessed the checklist in iFleet.