📘 Screen: Checklist Template
This is where you build the form the operator will fill out: the tractor's pre-departure checklist, the sprayer inspection before application, the team's PPE check, and so on. You write the questions, set the answer type for each one (Yes/No, number, photo, employee choice…) and say which ones are required — the finished template is available to fill out on a phone or through a QR code stuck on the machine itself or per order.
📍 Location in the system
Menu: Operations > Checklist Template
The same screen also appears under Fleet > Checklist Template — it is a single record,
reachable from both menus.
🧩 Main function
Create and maintain the farm's checklist templates: the questions, the order they appear in, the format of each answer, what triggers an email alert and what the checklist generates when it is finalized (fueling, maintenance work order or work order).
🔗 How the checklist reaches the order
The template created here is not linked to the work order on its own. The path is this:
- You build the template on this screen.
- In the Work Order/Activity Type, the Checklist Template field points to it.
- Every work order of that type starts showing the Fill Out Checklist button when entering the execution — and the grid column turns green when it has been answered and red when it is still missing.
- The answer stays tied to that execution and shows up in Completed Checklists.
Without the link in the activity type, the template still exists — it just is not required on the order, and filling it out is left to the phone or the QR code.
📝 Header fields
| Field | Description |
|---|---|
| Code | The template number. The system suggests the next number when you click New. |
| Description | Required. The name the operator sees when choosing the checklist — e.g., "Daily tractor checklist" or "Sprayer inspection". |
| Active | Uncheck it to take an old template out of circulation without deleting the checklists already filled out with it. |
| Send email copy to | Addresses that receive every checklist filled out with this template. For more than one, separate them with commas. |
| Send 'Alerts' email to | Addresses that are notified only when an answer counts as a nonconformity — the mechanic and the manager, for example. |
| Generate Fueling | The finalized checklist creates a fueling record. |
| Generate Maintenance Work Order | The finalized checklist opens a maintenance work order — it is the "operator flagged the problem, the shop gets the request" path. |
| Generate Work Order | The checklist becomes a service request, which goes through acceptance before becoming an order — see Completed Checklists. |
| Notes | Free note about the template, for internal use. |
📱 QR code and share link
Every saved template gets a QR code, shown next to the header. Pointing the phone camera at it opens the checklist with the right template already selected — that is what lets you stick the QR in the tractor cab, on the shed door or on the fuel pump and let the operator record it right there.
- Save QR — downloads the code image to print and laminate
- Open QR — opens the checklist on screen, so you can check how it looks
- Share link — the same address as a link, to send via WhatsApp
The QR code and the link serve people filling it out on their own, outside an order. When the checklist is part of the activity, the path is the link with the activity type, described above.
🗂 Details/Topics tab — the questions
This is the tab where the checklist takes shape. Each row in the grid is a question; you fill in the form above it and click Save to add it.
| Field | Description |
|---|---|
| Order | Position of the question in the form. |
| Title | Required. The question itself — "Is the engine oil level normal?". |
| Subtitle | Supporting line, for instructions: "check with the engine cold". |
| Data type | Required. The answer format — see the list below. |
| Required | The operator cannot finalize the checklist leaving this question blank. |
| Identifier | Marks the question whose answer identifies the checklist in the list — usually the one that gives the machine or the license plate. |
| Active | Removes the question from the form without deleting the history of those who already answered. |
| Decimal places | Number type only: how many decimal places the answer accepts. |
| Hour meter/KM | Number type only: indicates that the value is the machine's hour meter or odometer reading. |
| Block typing | Prevents the operator from typing the value by hand, leaving only the choice of options. |
| Get current | Date and Hour/Minute only: fills in the answer with the date or time at the moment of filling out. |
| Content | The answer options, separated by commas. It shows up for the choice types. |
| Nonconformity value (triggers email alert) | Which answers count as
a problem. If the question is "Are the brakes OK?" with options Yes, No, the nonconformity value is
Não — if the answer is No, the alert email goes out. |
| Filter / Choose filters | Limits the options offered. In Fleet, Implement, Team and Employee questions, the Choose filters button opens the selection of what can appear — for example, only the tractors, not the whole fleet. |
| Default value | Answer already suggested when the checklist opens. |
| Parameter | Name used to receive the value from outside, when the checklist is opened by a link that already carries the information filled in. |
| Requester and Recipient | In Employee and Team questions shown as a drop-down list, they mark which answer indicates who is asking and who should receive the service. |
Conditional questions
In the Conditional block you make a question appear only depending on the answer to another: choose the source question in Show based on question and, in Conditional answer, which of its answers unlocks the current question. That is how you ask "What is the problem with the brakes?" only of those who answered "No" to the previous question — the form stays short for the operator and complete for the shop.
The Row group field groups questions on the same row of the form, making the screen more compact on a phone.
Available data types
| Group | Types |
|---|---|
| Structure and typing | Group (a title that separates blocks of questions), Date, Hour/Minute, Text, Number |
| Choice | Drop-down list, Multiple choice, Multiple choice (Yes or No), Option box |
| System records | Employee, Team, Fleet, Implement, Crop, Storage location and Fields — each in three formats: Drop-down list, Option box - Small and Option box - Large |
| Attachments | Image (the photo taken on the spot) and File |
The Multiple choice (Yes or No) type already comes with the options Sim, Não and
with the nonconformity set to Não — it is the shortcut for most inspection questions.
Tab buttons
| Button | What it does |
|---|---|
| Save / Cancel / Delete | Save, clear or delete the question being edited. |
| Delete all | Clears all the template's questions at once. |
| Import | Brings in the questions from another finished template, instead of typing everything again. |
| Organize | Opens the window to move questions up and down until the order is the way you want it. Requires the header to be saved already. |
🏢 Copy to another company
In the list, the Copy to another company button duplicates the selected template, choosing the Target Company and Target Branch. It is used to standardize the inspection across the group's farms without rebuilding the form in each one.
- Standardized form, the same for every operator
- Filled out on a phone or by QR code on the machine itself
- Email notice as soon as a nonconformity shows up
- A problem flagged in the field becomes a maintenance work order or work order without rework
❓ Frequently asked questions
How do I create a checklist for the operator to fill out on the phone before leaving with the machine?
In Checklist Template, click New, give the template a name and save it. Then, in the Details/Topics tab, enter one question per inspection item — the "Multiple choice (Yes or No)" type covers most of them. Once the template is saved, it is already available to fill out in the app and through the QR code generated on the screen itself.
I created the template, but it does not show up on the work order. What is missing?
The template needs to be linked to the activity type. Open the Work Order/Activity Type used on those orders and fill in the Checklist Template field. From then on, every order of that type shows the Fill Out Checklist button when entering the execution.
Does the operator need a user account in the system to fill out the checklist?
Not necessarily: each template generates a QR code and a share link that open the form directly. Just print the QR and stick it on the machine, or send the link via WhatsApp — whoever fills it out does not need to navigate the portal.
How do I get an email when the operator reports that something is faulty?
In the question, fill in the "Nonconformity value" field with the answers that represent a problem
(for example Não). In the template header, enter the addresses in "Send 'Alerts' email
to". Whenever an answer matches the nonconformity, the alert is sent to those
emails.
Can a question show up only when the previous answer is "No"?
Yes, that is the question's Conditional block. In "Show based on question" choose the source question and, in "Conditional answer", the answer that unlocks it. The conditional question stays hidden until the source question is answered that way.
I already have a finished template — how do I use the same one on another farm?
Use the "Copy to another company" button in the list, choosing the target company and branch. If you just want to reuse the questions inside a new template, the way is the "Import" button, in the Details/Topics tab.
Why can't I delete a checklist template?
Templates that have already been used in a completed checklist cannot be deleted — deleting them would destroy the inspection history. In that case, uncheck the Active field: the template disappears from the choice list and the old checklists can still be looked up.