Compliance form templates
Build pre-start, milestone, finalise and inspection forms, publish them, link them to job categories and design their PDF.
Compliance forms are the checklists, safety forms and sign-offs your crews and office complete on jobs. You build each form once here, link it to job categories, and new jobs in those categories get it automatically.
Go to Settings → Compliance Forms. You need Settings: View to see forms, Settings: Create to add one, Settings: Edit to change or publish them and Settings: Delete to remove one.
Gates: what a form is for
Every form has a gate, which decides when it is due and what it holds back once compliance gates are on.
| Gate | Use it for | Holds back |
|---|---|---|
| Pre-start | Checks before work starts, such as a site safety check | Starting the day |
| Milestone | Sign-off at the end of a phase | Closing its phase |
| Finalise | Close-out at the end of the job | Completing the job |
| Inspection | Checks added when needed | Nothing |
Create a form
Name it and choose its gate
Enter a New form name, choose the gate and select Create.
Add sections
On the Questions tab, select Add section and give each section a title.
Add questions
In each section, choose a question type in Add a question…, write the question, add optional help text that shows under it, and tick Required if it must be answered.
Check it
The Preview tab shows how the form reads on a job. Nothing there is saved.
Save and publish
Select Save draft as you go, then Publish when it is ready. Only published forms are added to jobs.
Question types
| Type | What the person answers |
|---|---|
| Yes / No / N/A | One of the three |
| Pass / Fail | Pass or Fail. A fail asks for a note and a photo. |
| Short text, Long text | Text |
| Number | A number, with an optional unit such as hours |
| Date | A date |
| Choose one, Choose any | From options you list, separated by commas |
| Photo | Photos, between the fewest and most you set |
| Signature | A signature with the signer's name. Tick Each crew member signs to need one from each person on the day's crew. |
| Declaration (text to agree to) | Nothing. It shows a statement on the form, such as what the signers agree to. Put it just before the signature question. |
Settings
On the Settings tab:
- Gate: what the form is for, as above.
- Required: an outstanding required form holds back what its gate guards. Optional forms hold back nothing.
- Completed by: who fills it in. Office or field allows both. Field means the crew completes it in the field app, and the office can only correct it after that. Office means the office completes it, and the field app shows it as completed in the office.
- How often (pre-starts only): Every scheduled day adds one for each day the job is scheduled. Once per job adds one.
Select Save settings to keep changes.
Link a form to job categories
On the Categories tab, tick each job category whose new jobs should get this form, then select Save categories. Existing jobs are not given the form; add it on the job's Compliance tab if one needs it.
A milestone form belongs to a phase of the category's plan template. Choose that phase beside the category, and the form holds back closing that phase on each job. A category needs a plan template for its phases to be offered.
Versions
Each time you publish, a new version is made. New jobs get the latest published version. A form already on a job keeps the version it was given, so changing a form never changes jobs in progress. The Versions tab lists every version and when it was published.
Archive or remove a form
- Archive stops the form being added to new jobs, and Restore brings it back. Tick Show archived to see archived forms.
- Remove deletes the form after you confirm. Categories stop adding it to new jobs. Jobs keep the forms they have.
Design the form's PDF
Every submitted form is kept as a PDF. How it looks is set in Settings → Document Designs, in the Compliance forms section, using the same editor as quotes and job cards. See Designing your documents.
- The Answers block (in the Compliance form group) prints every question and answer, with photos and signatures.
- Preview with… lets you check the design against a form that has been submitted on a job. Only submitted forms can be previewed.
- Publishing a new design applies to forms submitted from then on. PDFs already made don't change.
Troubleshooting
Publish shows a list of problems
Each line names the question to fix, for example a question with no label, a choice with fewer than two options, or a photo question whose fewest is more than its most. Fix them, save the draft and publish again.
New jobs aren't getting the form
Check that the form is published, not archived, and ticked for the job's category on the Categories tab.
A milestone form shows “No plan template on this category”
Link a plan template to the category first, then choose its phase.