Checklists

Telematics guru can be used to capture checklists, these are fully customisable and can be used for many purposes such as:

• Prestarts
• Proof of delivery
• On/off hire
• Maintenance lists
• Time and attendance

Checklists incur an extra cost per checklist enabled user so please contact us if you would like to set them up.

Checklist questions can capture the following information:

• Yes/no
• Number
• Text
• Photo
• Options from a list
• Informational only
• Signature
• Log on/off
• Date

Questions can be rated by severity depending on their answers, which can then be used for reporting and skipping/adding following questions.

To create a checklist go to the Manage checklist page under the checklists drop down.

There you will see a list of all your checklists.

Here you can create a new checklist or edit your existing ones. When creating a checklist first we need to name it. Then we can choose if we want the checklist to require asset selection to link the checklist to a specific tracked asset, we can filter the options to specific asset types if needed. We can also create a QR code that can prefill the asset and take us to the specific checklist that needs to be completed (shown later). We can also link it to a specific project and edit the message that is shown when an answer given is marked as critical.

Once finished choose save and configure to be taken to the edit checklist screen. Questions with an exclamation mark are currently inactive. Questions with an arrow have skip ahead rules assigned to them. We can either add a question or edit by clicking the question.

First we will run through a Yes/No question with a skip ahead rule. 

In this case if there is damage to the windscreen then the answer will be marked as “Attention” and take you to the next question related to this. If the answer is no then we can skip ahead however many questions are needed.

We can also allow an N/A option in case some assets have exceptions to the question.

If the user chooses yes to there being damage, then they will be taken to the next question asking if they impair driver vision. Yes, is marked as critical here so if they select yes then the checklist will stop and show the critical message and the checklist cannot be fully completed.

If the user answered no to there being damage to the windscreen then they would have skipped the question asking if they impair driver vision as it was irrelevant.

Now we will run through each type of question that can be used.

An informational type question is used just to show some information to the user, there are no answers required.

A log on/off type question can be used to capture shift start/end times, we can skip questions depending on the answers, so one checklist may be used to capture different information depending on if a user is logging on or off.

A number type question can only be answered with numbers, here we are asking the vehicle’s odometer and assigning severity depending on the value entered.

A photo type question will allow the user to take a photo using their device. This will be uploaded with the checklist.

A select list will allow the user to select an answer out of a given list. In this case we are asking what type of job is being completed.

A signature will allow a signature to be hand drawn on the device. 

Lastly a text type question will allow the user to type a custom answer.

Once the checklist is built users will need to be assigned to it from the users tab on the edit checklist page, only users who have checklist permission will be able to be assigned. We also need to assign users to receive notifications whenever a checklist is submitted, this is done from the notification recipients tab.

We can also attach any needed documents to the checklist on the linked document tab, the attached documents can be accessed at any time during checklist submission. To upload documents, go to the manage documents page under the checklist drop down.

We can also generate QR code data so a QR code can be created so when the code is scanned using the in app scanner it will automatically prefill asset data. The below data can be copied to a website like https://www.qr-code-generator.com/ to create the code.

Once a checklist has been created and assigned to users, users will be able to see and complete the checklist on their app.

Once a checklist has been completed we can see the submitted answers from the “view answers” page under the checklist menu. When a checklist is submitted it will be marked as unresolved.

To view the checklist answers we can click on the blue completed at time. Here we can see the answers and their severity rating. As a question was marked as critical the following questions are all marked as N/A. We can add a comment and either save the checklist (leaving it unresolved) or click save and resolve to complete it.

There are also a handful of reports that can be run to help gather data from the checklists.

If you have any questions or require assistance setting up a checklist, please contact us.