Configure a New Checklist

Checklists in PeopleTray are highly configurable and can be tailored to replace paper-based forms. Once configured, they can be completed by team members via the PeopleTray website or mobile app.

Important: This article covers Step 1 of the checklist setup process. For a checklist to be available for use, all three of the following steps must be completed by a System Administrator:

1. Configure the Checklist Template (covered in this article)

2. Configure the Workflow Process

3. Configure the Workflow Type (associates the checklist template with the workflow process)

Step 1: Configuring a New Checklist Template

Prerequisites

• Login as a System Administrator or Administrator

• Assigned a Custom User Role with the permission: Checklist Admin Settings

Create a New Checklist Template

1. Go to Settings > Checklists > Checklist Templates

2. Click Add Template

Complete the Template Header:

• Name: Give your checklist a clear and descriptive title

• Checklist Type:

  • Person – Commonly used for checklists like Timesheets

  • Equipment – For daily equipment pre-starts

  • Journey – For journey management

  • General – Static checklists not linked to workflows

  • Project and Company – Not used (legacy options)

• Default Response Type: Select the default question response format (e.g., Pass/Fail, Comment). This can be customized per question later.

• Description: Brief explanation of the checklist's purpose

Additional Header Options:

• Active: Enables the checklist for use

• Comment on Fail: If using Pass/Fail, enables comment on fail by default for all questions

• Mandatory Responses: Requires all questions to be answered before submission

• Paperclip to display comment & camera: Adds photo and comment capability to all questions (recommended to apply per question instead)

• Capture GPS Coordinates: Records the user's location upon checklist submission

• Page Buttons: Adds navigation buttons to the bottom of the checklist

Click Save Details to proceed.

Tip: To duplicate an existing checklist, open it and click Make a Copy. Update the copy as needed and save it with a new name.

Page Settings (Optional)

Use page settings to divide your checklist into multiple pages.

1. Click Page Settings

2. Configure options as required:

   • Give the page a name

   • Enable buttons such as Go to Last Page and Done

   • Add any score weighting (refer to articles on scored checklists)

Add Sections (Optional)

Sections allow you to group related questions or add informational text.

1. Click Add Section

2. Complete the following:

   • Name: Label for the section

   • Sequence: Determines where the section appears in the checklist

3. Click Save

Note: Sections are visually shaded and are the recommended way to break up content, especially for mobile-friendly checklists.

Add Questions

Each question defines the content your users will respond to.

1. Click Add Question

2. Configure the question fields:

   • Name: The question or statement being asked

   • Description: For internal use only (not visible in the checklist)

   • Response Template: Defines how users answer (e.g., Pass/Fail, Comment)

   • Sequence: Sets the order of the question

   • Comment Required On: Choose whether a comment is required for Pass or Fail

   • Image Option On: Option to require or allow an image for Pass or Fail

   • Mandatory Option: Determines if the question is required to submit

   • Active: Ticked by default; untick if not needed

   • URL Docs and Images: Embed links to documents, websites, videos, or images

   • Question Icon URL: Optional icon to visually represent the question

   • Question Score: Set a numeric value if using a scored checklist

3. Click Save

Add Lines (Optional)

You can insert thin or bold lines to visually separate sections of the checklist.

Note: Lines do not display on the mobile app. Use Sections for a consistent appearance across platforms.