---
title: Checklists
summary: Build the checklist forms that site teams fill, with the questions, who fills them, how often and who approves.
order: 2
menu: Company settings > Site Monitoring > Checklists/Forms
route: /checklists
who: People who have the View Checklists permission. Building a checklist needs Add. Changing one needs Edit. Deleting needs Delete.
---

A checklist is a form that site teams fill, such as `Before concreting checklist` or `Formwork inspection`. In this page you build the form: its name, its questions, who fills it, how often, and who approves it. Site teams then fill the form in a project. The filled forms are separate records. This page covers only the form builder.

The builder has steps: **Basic Info**, **Title Fields**, **Checklist Fields**, **Reminders** and **Summary**. You move from one step to the next with the arrows below the form.

## Before you start

- Create the projects and roles that will fill the checklist.
- Create an approval workflow if the checklist needs approval. See **Company settings > General > Approval Workflows**.
- The **Reminders** step shows only if you can view projects, users and roles.

## How to create a checklist

1. Open **Company settings > Site Monitoring > Checklists/Forms**.
2. Click **Add Checklist** (mark 1 in the first picture). The builder opens at **Basic Info**.
3. Type or choose a **Category** (mark 1 in the second picture). Superwise suggests categories that exist. It needs 3 to 30 characters.
4. Type the **Name** (mark 2). It needs 3 to 40 characters.
5. Type the **Code** (mark 3). This is a prefix. Superwise puts it before the number of each filled form, for example `QA-` makes `QA-001`.
6. Add an **Icon** if you want one.
7. Tick **Approval Required?** (mark 4) if a filled form must be approved.
8. Tick **Approve w/o Ideal Response?** to allow approval even when answers differ from the ideal values.
9. Tick **Sections filled separately?** (mark 5) if different people fill different sections of one form.
10. Click the right arrow to go to the next step.

![The Checklists list. Mark 1 is Add Checklist. Mark 2 is the search box.](../media/checklist-list.png)

![The Basic Info step. Marks 1 to 3 are Category, Name and Code. Mark 4 is Approval Required. Mark 5 is Sections filled separately.](../media/checklist-form-basic.png)

## How to add title fields

Title fields are the details at the top of the form, such as the date or the site engineer.

1. Open the **Title Fields** step.
2. Click **Add Title**. A new row appears.
3. Type the **Text** of the field.
4. Choose the **Type** of answer. See the table of types below.
5. For a **List** or **Multiselect** type, type the choices in **Options** and press Enter after each one.
6. Click the edit icon at the end of the row to open more settings. They are **Help**, **Ideal Value**, **Optional?**, **Position** (**L** for left or **R** for right) and an **Image**.
7. Drag the handle at the start of a row to change the order.

## How to add checklist fields

Checklist fields are the questions of the form. You group them in sections.

1. Open the **Checklist Fields** step (mark 1 in the picture).
2. Click **Add Field** (mark 2). A row appears under a section named `Section 1`, `Section 2` and so on.
3. Type the **Text** of the question and choose the **Type** of answer.
4. For a **List** or **Multiselect** type, type the choices in **Options**.
5. Click the edit icon at the end of the row to set **Help**, **Ideal Value** and **Optional?**, and to add an **Image**.
6. To rename a section, click the edit icon next to the section name, type the new name and click the save icon. When **Sections filled separately?** is on, you can also type **Next section in:** to say how many days later the next section opens.
7. Use the arrows next to a section name to move the section up or down. Drag the handle of a row to move one question.

![The Checklist Fields step. Mark 1 is the step name. Mark 2 is Add Field.](../media/checklist-form-fields.png)

### The types of answer

| Type | Use it for |
| --- | --- |
| **Text** | A short answer in words. |
| **Multiline Text** | A long answer. |
| **Boolean** | A yes or no answer. |
| **Number** | A number. |
| **List** | One choice from your options. |
| **Multiselect** | Several choices from your options. |
| **Date** | A date. |
| **Date & Time** | A date with a time. |
| **Images**, **Video**, **Audio** | A photo, a video or a sound recording. |
| **Rating** | A rating chosen by the person who fills the form. |
| **Signature** | A signature. Title fields cannot use this type. |
| **Information** | A note shown on the form. |

An ideal value is the answer you expect, such as `Yes`. Do not give an ideal value to **Images**, **Video**, **Audio**, **Multiselect** or **Signature**.

## How to say who fills a checklist and who approves it

1. Open the **Reminders** step.
2. Click **Add Project Configuration**. A row appears.
3. Choose the **Project**.
4. Choose the **Periodicity**: **Daily**, **Weekly**, **Fortnightly**, **Monthly**, **Activity Linked** or **On Request**.
5. Choose the **Maker**. This is the role that fills the form.
6. Choose the **Approval WorkFlow**. On some accounts this column is named **Checker** and you choose a role instead.
7. Choose the date and time in **Start From**.
8. Click the bin icon to remove a row.

![The Reminders step with the Add Project Configuration button.](../media/checklist-form-reminders.png)

## How to check and save the checklist

1. Open the last step, **Summary**. Superwise builds a sample of the form and shows it.
2. Read any red message. Fix the step it names.
3. Click **SAVE**. The button shows only on the last step and is grey while the form has errors.

## How to edit, print a blank copy or delete a checklist

1. On the **Checklists** list, click the three dots at the end of the row.
2. Click **Blank Report** to download an empty copy of the form.
3. Click **Edit** to open the builder with the saved values.
4. Click **Delete**. A box **Confirm Action** asks you to confirm. Click **Confirm**.

![The menu of a checklist row. Mark 1 is Blank Report. Mark 2 is Edit. Mark 3 is Delete.](../media/checklist-row-menu.png)

Click the arrow at the start of a row to see the title fields, the checklist fields and the project reminders of that form. Click **Export to CSV** to download the list.

## What the columns mean

| Name | What it means |
| --- | --- |
| **CODE** | The prefix of the form numbers. |
| **NAME** | The name of the checklist. |
| **APPROVAL REQUIRED?** | A tick means a filled form must be approved. |
| **APPROVE WITHOUT IDEAL?** | A tick means a form can be approved when answers differ from the ideal values. |
| **CREATED ON** | The date the checklist was made. |
| **CREATED BY** | The user who made it. |

## Rules to know

- A form name cannot repeat. The system shows **Cannot repeat form name**.
- The form needs at least one checklist field. The system shows **Checklist detail fields have not been added**.
- A section name is required for every checklist field.
- If **Approval Required?** is on, add at least one project configuration with an approval workflow or an approver role. If it is off, remove the workflow or role.
- A project can appear only once in the project configurations.
- You cannot delete a checklist that is linked to material deliveries. The system shows **Checklist is linked with Material Deliveries**.
- If forms were already filled, delete asks again. The message is **Checklist has already been filled**. The button then reads **Force Delete?**. Click it only when you accept losing that link.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| **Category is Required** or **Name is Required** or **Code is Required** | Fill the field on the **Basic Info** step. |
| **Cannot repeat form name** | Choose another name. |
| **Checklist detail fields have not been added** | Add at least one field on the **Checklist Fields** step. |
| **Project Checklists along with Approval Workflow/Approver Role needs to be defined.** | Open **Reminders**, add a project and choose a workflow or role. |
| **Duplicate Projects have been added to the checklist.** | Keep one row for each project. |
| **Ideal value need not be specified for Images/Video/Audio/Multiselect/Signature** | Clear the **Ideal Value** of those fields. |
| **Checklist has already been filled** | Click **Force Delete?** if you want to delete anyway. |

## Related pages

- [Resources](resources.md): a material can use a checklist as its quality check at delivery.
- [Templates](../planning/templates.md): template tasks can use a checklist at start and at finish.
- [Site monitoring masters](index.md): the order to set up the site lists.