Table of Contents

Purpose Video Tutorial Module Availability Checklist Template Configuration Frequently Asked Questions Creating Checklists Items & Signatures Using Checklists Common Use Cases Access Permissions

Purpose

The Checklists module allows you to create and configure checklist templates for your team to review and sign off for completion. Checklists can be used in a variety of applications across the system for quality control, compliance verification, inspections, and process standardization.

Template Creation
Create reusable checklist templates for standardized workflows
Digital Signatures
Require sign-off with configurable signature requirements
Checklist Items
Define individual items with customizable category options
Stage Workflow
Track checklist progress with customizable stages
Cross-Module
Available across multiple modules throughout the system
Customizable
Fully configurable items, categories, and instructions

Module Availability

Checklists are available across multiple modules in the TRUE system

Each module can have independently configured checklists tailored to specific workflows:

Applicants
Contacts / Leads
Opportunities / Bids / Contracts
Payroll
Personnel
Quotes / Jobs
Rentals
Reviews
Tools
Vehicles
Work Tickets

Note: To create a checklist within a module, navigate to the specific record and use the ≡ menu to select New Checklist.

Checklist Template Configuration

Settings available when creating or editing a checklist template

Template Sections

Field Description
Name Title for the checklist template. Use a descriptive name that identifies the purpose (e.g., "Vehicle Pre-Trip Inspection", "New Hire Onboarding").
Stage Enter a list of available stages. Users can select a stage from a dropdown when completing the checklist to track progress.
Instructions Additional notes or instructions for users completing the checklist. Displays at the top of the checklist form.
Allow Custom Signatures When enabled, allows users to enter custom signatures beyond the pre-defined signature lines.

Configure required signatures for checklist completion and approval:

Field Description
"+" Icon Add a new required signature line to the checklist.
Acknowledgement Text describing the purpose of the signature or statement being acknowledged (e.g., "I confirm all items have been inspected").
Signatory Role The role of the required signer (e.g., "Inspector", "Supervisor", "Employee").

Configure the individual checklist items that users will complete:

Field Description
"+" Icon Create a new checklist item.
Order Modify the numbers to adjust the display order of existing items.
Description Enter a description of the item to be checked or verified.
Category Enter different dropdown options that users can select when completing the item (e.g., "Pass", "Fail", "N/A").
"Trash" Icon Delete the checklist item from the template.

Frequently Asked Questions

Common questions and step-by-step guidance for using checklists

Creating Checklists

To create a new checklist template:

  1. Navigate to the module where you want the checklist available (e.g., Vehicles, Jobs).
  2. Access the checklist configuration area for that module.
  3. Click the + icon to create a new checklist template.
  4. Enter a Name for the checklist.
  5. Add Instructions if users need guidance.
  6. Configure Stages for tracking completion status.
  7. Add Items for each task to be completed.
  8. Add Signatures for required sign-offs.
  9. Save the template to make it available in the module.

To attach a checklist to a record:

  1. Navigate to the record where you want to add a checklist (e.g., a specific vehicle or job).
  2. Click the ≡ menu icon on the record.
  3. Select New Checklist from the options.
  4. Choose the appropriate checklist template from the available options.
  5. The checklist will be created and linked to the selected record.

Items & Signatures

To add and organize items:

  1. Open the checklist template in edit mode.
  2. Navigate to the Items section.
  3. Click the + icon to add a new item.
  4. Enter a clear Description of the task or verification.
  5. Set the Category options users can select (e.g., Pass/Fail/N/A).
  6. Adjust the Order numbers to arrange items in the desired sequence.
  7. Repeat for all items needed in the checklist.

To require signatures:

  1. Open the checklist template in edit mode.
  2. Navigate to the Signatures section.
  3. Click the + icon to add a signature requirement.
  4. Enter the Acknowledgement text (what the signer is confirming).
  5. Enter the Signatory Role (who should sign).
  6. Add additional signature lines for multiple approvers if needed.

Tip: Enable Allow Custom Signatures in Details if you need flexibility for ad-hoc signers not pre-defined in the template.

Using Checklists

To complete a checklist:

  1. Navigate to the record with an associated checklist.
  2. Open the checklist from the record's checklist section.
  3. Review the Instructions if provided.
  4. Go through each item and select the appropriate Category (e.g., Pass, Fail, N/A).
  5. Update the Stage as you progress through the checklist.
  6. Provide any required Signatures for sign-off.
  7. Save the checklist to record the completion.

Stages allow you to track the progress and status of a checklist:

  • Stages are defined in the checklist template's Details section.
  • Common stages include: "Not Started", "In Progress", "Pending Review", "Complete".
  • Users select the current stage from a dropdown when working on the checklist.
  • Stages help managers and supervisors quickly identify checklist status across multiple records.

Common Use Cases

Vehicle inspection checklists help ensure fleet safety and compliance:

  1. Create a checklist template in the Vehicles module.
  2. Name it appropriately (e.g., "Daily Pre-Trip Inspection").
  3. Add items for each inspection point (tires, lights, brakes, fluids, etc.).
  4. Set categories like "Pass", "Fail", "Needs Attention".
  5. Add a signature line for the driver's acknowledgement.
  6. Optionally add a supervisor signature for failed inspections.

Onboarding checklists ensure consistent new hire processes:

  1. Create a checklist template in the Personnel or Applicants module.
  2. Add items for each onboarding task (paperwork, training, equipment issued, etc.).
  3. Set stages like "Day 1", "Week 1", "30-Day Review", "Complete".
  4. Add signature lines for HR acknowledgement and employee confirmation.
  5. Attach the checklist to each new hire's record.

Access Permissions

Configure user access to the Checklists module via Settings → Access

Permission Description
Module Access (Checklists) User can access the Checklists module via the Settings menu.
Permission Description
New Checklists (Template) Create a new checklist template.
Delete Checklists (Template) Delete a checklist template.
New Checklists (Applied) Create a new applied checklist from a template.
Delete Checklists (Applied) Permanently delete an applied checklist.
Printable PDF (Checklists) User can generate a report from inside of the checklist applied module.

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