Inspections: building an equipment checklist or a site inspection form

Inspections has two kinds, each with its own builder. Equipment Inspections are pre-use checks on a machine. Field Inspections are site walks on your hazard & safety forms. Both builders sit behind Setup, on the Inspection Build Out tab.

Who can build them

• Equipment checklists: Inspections → Edit.
• Hazard & safety forms: the Manage hazard & safety form types right, off until granted, together with Edit on Inspections or Forms.

Build an equipment checklist

1. Admin side → Inspections → Equipment Inspections → Setup → Inspection Build Out.
2. Add New → Inspection Type, and name it (e.g. Forklift Pre-Op). Groups keep a long list of types tidy.
3. Open it. Its setup page shows the inspection exactly as a worker gets it, in a phone or tablet frame, and it changes as you type. On the Checklist tab add sections (e.g. Exterior) and checks (e.g. Tires & wheels), each with optional guidance. Tap a check in the preview to edit it; tap an answer to see what it asks for. Sections order the list; the worker's screen shows the checks in that order without the section titles.
4. Pick a check: its settings are on the right. Pass and Issue are always on; switch Warning and N/A off if the check doesn't need them. For each answer choose what the worker must give (a comment, a photo), whether it needs admin sign-off, and whether it sends a critical issue notification. Pick a position or a person to notify when it fails.
5. Notifications tab: add the positions or people who hear about every flagged answer on this checklist.
6. Settings tab: the name, the group, Active, Show inspection to all workers, and whether the hour meter or odometer is asked for (with Service every so many hours or km).
7. Press Save all at the bottom of the page; Discard puts everything back. If one part can't be saved, the message says which parts were saved and that nothing after it was tried. On a computer or tablet, drag a row by its grip to move it (a section brings its checks); on a phone use the arrows. Classic view, top right, opens the previous screen.

Say which machines need it

1. Open the checklist → Where & when.
2. For each asset category pick N/A, Optional or Required, and Required every so many days.
3. Overrides — by position or person: make a category Required (or not) for one position or one person only.
4. By individual asset: require it for one machine, or exempt one, whatever its category says.
5. The Daily check box at the top makes it a daily, every-shift or weekly check with a due-by time. See "Equipment: daily checks".

Every Issue or Warning on a filed equipment inspection raises a Defect for the mechanic. See "How equipment inspections, Defects and Work Orders fit together". The Submissions tab lists every inspection filed on this checklist.

Build a hazard & safety form (site inspections)

1. Admin side → Inspections → Field Inspections → Setup → Inspection Build Out → Create a form. Name it, then Create and open builder.
2. The form's setup page opens. The middle of the page is the inspection exactly as a worker gets it, in a phone or tablet frame, and it changes as you type. Tap a question or a heading in it to edit that one. A dashed line joins the item in the list, its place on the form and its settings.
3. Checklist tab: Job details always comes first (date, time, location, specific location). Add a heading for each area (e.g. Exclusion zone below), then add the questions under it from the heading's settings on the right, or with + Add question.
4. Pick what each question is answered with: a Safe / At risk check, a hazard check, Yes / No, a short or long answer, a pick list, a number, a photo, a signature, a person, a location, equipment, a date or time, a tick box or a rating. Turn Required on where it must be answered. On a computer or tablet, drag a row by its grip to move it (a heading brings its questions); on a phone use the arrows.
5. A form with several sections lists each section with its questions under it; workers tap the sections they're inspecting. A form built from Observation slots lists its hazard types instead, and its Settings tab sets how many slots there are and how many must be filled in. FieldTec's default form opens read-only apart from its instructions, group, Active and assignments. In the preview a hidden question shows as a dashed strip and a question with no wording yet as a placeholder; the Overall result block is labelled as always shown.
6. Where & when tab: who has to file it — positions — and asset categories and locations with how often.
7. Settings tab: the name, the worker instructions (shown above the inspection on the worker's screen, with or without signal), the group it's listed under, Active, what the worker sees of their own submission (Show pending submissions and Show approved submissions decide whether a filing waiting for sign-off, or signed off, stays on their My inspections list), and Require admin sign off (each filing waits as pending until an admin signs it off from To do). Blank form (optional) takes a PDF, Word or Excel copy for crews who fill it in on paper; it uploads as soon as you pick it. Ask for an overall Safe / At risk result: turn it off on a form whose questions aren't Safe / At risk (Yes / No checks, readings) and it files with No overall result, which registers and stats show as such and leave out of Safe vs At risk counts. An uploaded completed form always gives one.
8. Press Save all at the bottom of the page; Discard puts everything back the way it was last saved. The History tab records what changed and who changed it. Classic view, top right, opens the previous editor.