Checklist Templates

Checklist Templates is where you design the questions crews answer on the ground: a plant prestart, a toolbox talk, a daily timesheet checklist. Build the questions once, then attach the template to the place it's used.

Who can use it — You need "view checklist templates" to see the list, and "manage checklist templates" to create or change one. See Roles & Permissions for how access is set.

Where to find it — Administration → Template Library, on the Checklists tab. The Toolbox Talks tab beside it holds reusable talk wording.

How to use it

1. Press New Checklist, or Import defaults to copy ready-made templates into your workspace and edit them. Imported templates with a name you already have are skipped.
2. Enter a Checklist name and choose Where this checklist is used (see below).
3. Turn on Default template if it should be the fallback for that use. Show fail options in forms shows defect fields when a worker fails an item.
4. To save time, pick a Quick start template (Daily prestart or Toolbox talk) and press Load preset. Or copy an existing checklist with Start from template.
5. Add a What this checklist is for description (optional).
6. Build the Checklist items, one row per question, in order. Press Add item for each new row. At least one is required.
7. For many questions at once, open Bulk add (optional) and paste one per line as Label|type|critical (1/0)|options, then press Add to list. Example: Check Oil|pass_fail|1 or Select operator|select|0|Alice,Bob.
8. Set Category, Allowed Roles and Pinned under Visibility & Access.
9. Save.

Question types

The same types are available for every use:

• Pass / Fail — compliance-style check.
• Yes / No / N/A — three-way answer.
• Text — free-text answer.
• Select — pick from a list you define under Options.
• Check — a simple tick.
• Header — a section heading with no answer.
• Information block (read only) — shows content with no answer.
• Signature (Drawn) / Signature (Typed) — captures a signature.
• File / Photo — an upload attached to the answer.

Mark an item Critical safety/compliance item when failing it matters. On a prestart, a failed critical item needs a description and becomes a defect, and the prestart is recorded as not safe.

The offline prestart only shows Pass / Fail, Check, Header and Information items. Anything else, including Yes / No / N/A and Photo, is sent blank. If crews often work with no signal, build prestart checklists from those types. See Start a Prestart.

Turn on Show advanced item options on an item to add:

• Extra instruction for worker — a helper line under the question.
• Attach Reference Document — link a policy or procedure, plus optional Reference text such as "Read pages 4-5".
• Content — for Information block items.
• Reference image — shown with the item.

Visibility & Access

• Category — tag the template (General, Safety, HR, Training, Daily or your own) to organise your list.
• Allowed Roles — record which roles this checklist is intended for.
• Pinned — flag the template as a favourite.

How templates get used

Where this checklist is used offers Asset prestart, Induction, Incident report, Toolbox talk and General form, or a new use you type yourself.

• Asset prestart — set Checklist operators get on an asset class in Asset Configuration. A prestart (Start a Prestart) uses the checklist assigned to the asset, then its category, then your Default template for prestarts. The offline prestart is different: it uses your workspace's newest prestart checklist for every asset.
• Toolbox talk — picked per talk when a supervisor turns on Include a checklist on a talk in Toolbox Talks. You can widen which uses are offered under Toolbox & Safety in Workspace Settings.
• Timesheet — this isn't a use on the list. In Payroll Settings, Mandatory Timesheet Checklist can point at any of your workspace's templates. It then appears in the first step of New Timesheet.
• Induction — company inductions now use a training module, set in Workspace Settings. A workspace already using an induction form keeps it until a module is chosen.
• Incident report and General form — available, but no SubGrade page reads them yet.

Site Inspection checklists aren't built here. Site Inspections use a fixed checklist maintained by SubGrade. A copy imported into your workspace doesn't change it.

Archiving and deleting

Archive takes a template out of use and keeps everything already recorded with it. You can Restore it any time. The list shows In use by default, and the filter shows Archived.

A template can't be archived while it's a default, assigned somewhere, the timesheet checklist, the induction form, or used by a toolbox talk template. SubGrade tells you which. Archive selected skips those and lists them. Delete is refused for a template in use, in the same way.

Connected pages

• Start a Prestart — where a prestart checklist is answered.
• Asset Configuration — assign a prestart checklist to an asset class.
• Toolbox Talks — where a toolbox checklist is attached and answered.
• Site Inspections — uses its own fixed checklist.
• Workspace Settings — toolbox options and the company induction.

Tips & common mistakes

• More than one Default template? Your workspace's newest one wins, so don't rely on having several.
• Bulk add appends, it doesn't replace. Check for duplicates if you run it twice.
• Bulk add's type names: pass_fail, text, photo, select, header, check, file, signature, typed_signature and info.
• Editing a template changes the live form for everyone using it. The Used and Assigned to columns show where it's in use.