Routines and checklists

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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

On Routines, 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, its kind, whether it is active, paused or archived, its location, whether it is required to open or close, who does it and whether it is checked afterwards.

When it happens

Choose More, then Schedule, to choose how often: every day, 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 checklist completed after its due time is late. One not started by its deadline 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. Checklists keep using the published version until you choose Publish version at the top of the page and, if you like, write what changed. 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. 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.
• Start a routine on Today starts a routine by hand, for a delivery check or a site visit.

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