Checklists

Checklists standardize field work — inspections, openings, closings, preventive maintenance, and anything else that should run the same way every time. The web app is where you build templates, schedule them, review responses, and share checklists outside the organization.

The checklists hub

/checklists shows the template library. Each template has a name, optional description, optional location tag, and a list of items. From the list you can:

• Search templates by name.
• Filter by location.
• Create Checklist — start a blank template.
• Generate with AI — draft a template from a prompt, then refine it before saving.
• Open a template to view, edit, fill it out, view responses, or export.
• Bulk-select templates to delete them in one pass.

No checklists yet

Create your first checklist template to standardize field work.

Create Checklist

This is the same empty state shown before any templates exist.

Creating a checklist template

Open Create Checklist to open the template builder. The form has two parts: template metadata and the item list.

Template metadata

• Name (required) — what teammates will see in the list and on the filled-out checklist.
• Description — short explanation of what the checklist is for.
• Location — optional tag that ties the template to one of your organization's locations. Auto-selected if your organization has only one location.

Items

Each template is a flat list of items. You add items one at a time and drag to reorder them. For every item you set:

• Label — the question or instruction shown to the person filling the checklist.
• Type — how the answer is collected (see below).
• Description — optional clarifying text.
• Required — whether the item must be answered before the response can be completed.
• Attach image — whether the person filling the checklist can attach a response photo to this item.
• Reference image — an optional image shown alongside the question (e.g. “compare the filter to this photo”).
• Options — for select types, the list of choices the user can pick from.

Supported item types

Generating a template with AI

The Generate with AI flow at /checklists/generate drafts a template from a prompt or uploaded reference document. The draft is stored locally in your browser, so when you land on the create page you can review and tweak the items before saving. You stay fully in control — nothing is created in the database until you hit Save.

Editing and deleting templates

From a template's detail page you can:

• Edit — change metadata or the item list. Saving replaces the items for the template, so reordering and edits always result in a clean item list.
• Delete Checklist — permanently remove the template, its schedules, and its items. Existing responses are kept for history.

There is no built-in Duplicate template action today. To copy a template, create a new one and paste the items manually, or edit the original and save it under a new name.

Scheduling a checklist

Every template has a Schedules tab where you can attach one or more recurring schedules. A schedule tells the app when the checklist should be done and who should do it.

Schedule fields:

• Name and description — shown on assigned responses.
• Start date and due date — the window the response is valid for.
• Recurrence — a standard recurrence rule (daily, weekly, monthly, etc.) with a human-readable summary.
• All-day toggle.
• Link — optionally link the schedule to a specific asset or asset group. Useful for equipment-specific routines such as “monthly chiller inspection”.
• Assignees — one or more users responsible for completing the checklist.

Scheduled checklists show up in the mobile app's Assigned and In Progress tabs so the people doing the work can find them quickly.

Filling out a checklist (responses)

Click Fill Out on a template, or open a scheduled checklist to start a response. A response is created as soon as the fill-out page opens, so you can safely leave and come back:

1. Opening the fill page creates a response with status in_progress.
2. You answer the items one by one, with required items marked.
3. Save Draft persists your answers without marking the response complete.
4. Complete validates required items, sets the response to completed, and redirects you to the response detail page.

Responses can be linked to one or more assets, which is useful when a single checklist covers a specific piece of equipment.

Reviewing responses

/checklists/responses lists every response across the organization, filterable by checklist template and status. Columns include status, checklist name, user, started time, and completed time.

Opening a response shows:

• The template title and a status badge.
• Each item with its label, type, the person's answer, the reference image (if any), and the response photo (when supported).
• Sidebar details: the user who submitted it, the template's location, the start and completion times, and any linked assets (with links to the asset detail pages).

Exporting and sharing

Every template has an export menu with three options:

• Download PDF — a printable version of the template for offline use or auditors.
• Download QR — a PNG QR code that points to the public checklist link.
• Copy public link — a shareable URL (https://www.facilityhub.app/checklists/{id}) for people outside the organization. The mobile app also handles these URLs as deep links via facilityhub://checklists/....

PDF and QR downloads are produced by a dedicated print endpoint, so the output stays in sync with edits to the template.

Related pages

• Assets and asset groups pair with schedules for equipment-specific routines.
• Settings — configure the locations used to tag checklist templates.

Mobile differences

The mobile app focuses on doing the work: completing assigned and in-progress checklists, seeing due-date state (overdue, due soon), and resuming drafts. Template creation, scheduling, response review, and exports are best handled on the web.