Routines and checklists

A routine is a procedure, such as Opening or a temperature round. Each time it is due at a location, it creates a checklist for that business day.

Build a routine

Routines lists the routines for shift leads and managers. Managers and team admins choose Add routine and give it a name. Its page opens on its steps; add steps at the bottom. A routine can have up to 100 steps. Each step is one of:

• Tick when done, Yes or no, Pass or fail, Choose one
• Number, with an optional lowest and highest accepted value
• Temperature, measured at a temperature point (see Record temperatures)
• Written answer, Photo, or Acknowledgement

Choose Settings on a step to make it optional or critical, to choose what fails it, to report an incident when it fails, to ask for a note or a photo, to list what to do when it fails, or to ask it only after another step has a given answer.

To change the order, drag a step, or use its Up and Down buttons.

Details

Choose More, then Edit details…, to change:

• the routine's name and description, and its kind, such as Cleaning or Inspection;
• whether it is active, paused or archived. A paused or archived routine creates no checklists;
• its location, or every location, which team admins change;
• whether it is required to open or to close;
• who does it: Anyone on shift, The first person to take it, or One person, who is the only one besides a shift lead who can answer it;
• the Staff Scheduling position that does it, and the Asset Tracker equipment it looks after, if any;
• whether a shift lead or manager checks it afterwards.

When it happens

Choose More, then Schedule…, to choose how often: every day, on chosen weekdays, every few days, once a month, or only when started by hand. Times are measured from the location's opening time, closing time or a time of day. Type when the checklist opens and when it is due as a time before or after that, such as 30 min before, At the time or 15 min after. A time of day earlier than the location's business day start is after midnight, on the next calendar date. A routine at a time of day can run Also on closed days. Schedule changes apply to checklists created from then on.

A checklist completed after its due time is late. One nobody has started within the time set in Missed after, counted from its due time, is marked missed, and can still be completed.

A routine marked as required to open or to close counts towards Opening or Closing on Today (see Run each day's opening, closing and checks).

Publish

Changes to the steps and the name are a draft. A new routine creates no checklists until it is published. Checklists keep using the published version until a manager chooses Publish version beside the routine's name, such as Publish version 2, and confirms in the drawer. When you publish, checklists nobody has started will use the new version; started and completed ones keep the version they began with, so a completed checklist always shows what was asked.

Complete a checklist

Open a checklist from Today. When it is for the first person to take it, choose Take this; others then see who has it. Answer each step; each answer is saved as you give it. A checklist cannot be completed while a required step has no answer, a failed answer needs a note, or a photo is asked for.

To change an answer, answer again or choose Undo. Every answer stays in the checklist's history, under More and then Every answer given.

A failed check shows what to do now. When the step reports an incident, the incident will be created with those steps as actions, and shift leads and managers will be told when it is high or critical. Failing the same check again adds to the same incident.

Check, skip and reopen

• A checklist that needs checking waits for a shift lead or manager other than the person who completed it, who chooses Mark as checked at the top of the checklist.
• A shift lead can skip a checklist with a reason. A routine with a critical step can be skipped only by a manager.
• A manager can reopen a finished checklist to change its answers. The first completion and every earlier answer stay in the record.
• A shift lead can give a checklist to someone with Give to someone… in its More menu.
• A checklist with no answers can be cancelled from its More menu, and is kept as cancelled. A shift lead cancels a scheduled one; anyone who works at the location can cancel one they started by hand.
• Start a routine, in More on Today, or Start now on a routine's page, starts a published, active routine by hand, for a delivery check or a site visit.

For access questions, contact Contact support.