Assigning Checklists to Work Orders

Overview

Checklist templates must be assigned to work orders before technicians can complete them in the field. This article describes the three methods for linking checklists to jobs.

Method 1: Automatic Assignment by Work Order Type

The recommended approach for most organizations. Checklists are linked to Work Order Types in your account settings.

Navigate to Settings → Work Order Types
Select a work order type (e.g., "HVAC Maintenance")
Under Required Checklists, click Add Checklist
Select the template from the dropdown
Choose whether the checklist is Required or Optional
Click Save

All new work orders created with this type will automatically include the assigned checklist.

Method 2: Manual Assignment to Individual Work Orders

For one-off situations or when a checklist is needed unexpectedly.

Open the work order detail view
Click Add Checklist in the right sidebar
Select from available templates
Click Attach

Note: Manually added checklists do not affect the work order type's default configuration.

Method 3: Bulk Assignment via Work Order Import

When creating work orders via CSV import, include a Checklist column with comma-separated template names. The import will validate template names and skip invalid entries. See Bulk Importing Inventory via CSV for general import syntax.

Checklist Status and Completion Rules

When a checklist is marked Required:

The work order cannot be moved to Completed status until all required fields are filled
Dispatchers receive a warning if attempting to force-close the work order
Incomplete checklists appear in the Missing Items alert on the mobile app

Optional checklists may be skipped without blocking work order completion.

Removing or Replacing a Checklist

Checklists can be removed from a work order only if:

The work order status is Open or Scheduled
No responses have been recorded (empty checklists only)

For work orders in progress, contact your account administrator to adjust requirements.