Job checklist

The job checklist is the list of everything that has to be booked, done and signed off to build a job, stage by stage, from site establishment to handover. The spec sheet beside it records the finishes and colours for that job: roof flashings, window frames, paint, benchtops, flooring and the rest. Both start from company lists your Company Admin keeps, and every project works through its own copy.

Setting it up

A Company Admin sets both lists up in Settings › Job checklist, which has a Checklist tab and a Spec sheet tab.

• →Checklist — stages, each with its tasks. Choose Start from the standard list for a standard construction list (27 stages from site establishment to handover, 142 tasks) and edit it, or Build my own. Tick If applicable on a task that only some jobs need.
• →Spec sheet — groups, each with its items. Start from the standard list loads 13 groups and 25 items (roofing, windows, painting, cabinets, flooring and more).

Add, rename, move or remove stages, groups, tasks and items, then Save. Every new project starts with its own copy of each list. Changing a company list later doesn't change projects already made.

Open a project and choose Job Checklist or Spec Sheet on the project overview. Each tile shows how far along the job is: tasks done, or items with a colour picked.

A project made before the company lists existed starts empty. Choose Add job checklist or Add spec sheet to copy the company list onto it. You can also add a task or an item to one project only (Add task, Add item) at the end of a stage or group, or remove one with the bin. Neither changes the company list.

Ticking tasks off

Each task has:

• →Booked — the date it's booked for.
• →Who by — the person or the Issued To company doing it.
• →Comments — a note of up to 2,000 characters.

Tick the box when a task is done; it records who ticked it and when. Choose N/A on a task that doesn't apply to this job (Undo N/A puts it back); N/A tasks are struck through and left out of the progress. Each stage shows how many of its tasks are done, and the top of the page shows the whole job.

Use Hide done and N/A and Only mine to cut the list down. Export to Excel downloads the checklist with each task's booked date, who by, the date it was done and by whom, and its comments.

A task with a booked date also shows on the Scheduling board on that day, in a Job checklist section with one row per job. Each entry shows the task, its stage and who it's booked with. Done tasks stay on the board struck through, and N/A tasks are left off. Click an entry to open that task on the job's checklist. The entries are read-only, and they don't appear on a field worker's own schedule.

The spec sheet

The spec sheet lists each item under its group, with Colour, Specification and Comments to fill in, and an Other Notes box for anything else the job needs to know. Each cell saves as you leave it. Print gives a clean "Job Specification Sheet" with the project, its address and the date printed.

Choose Share to send it to the client or the job's Issued To companies. Pick people from the project's address book or type a name and email, write an optional message, and choose Send. Each person gets an email with their own link. Copy a link makes a link to paste into your own email or a text.

A link needs no login and always shows the latest version of the sheet, with the date it last changed and a Print button. Anything not decided yet reads TBC or is blank.

Links don't expire. The Shared with list in the Share window shows who has a link, when it was sent or made and by whom, and whether it has been opened. Choose Turn off to stop a link working; the person then sees that the link has been turned off and can ask for a new one. Share appears once the sheet has items on it.

Who can do what

• →Company Admin — everything, including the company lists in Settings.
• →Manager — works the checklist and spec sheet on every project: book, assign, tick, comment, add and remove tasks and items, share the spec sheet and turn links off.
• →Field workers — only with Tick off the job checklist turned on, as below.
• →Users, trades, tenants and clients don't see the checklist. A client or a trade sees the spec sheet only through a link you send them.

By default field workers don't see the checklist. A Company Admin can let them tick it off: on Members, open a field worker's row menu, choose What can they do… and turn on Tick off the job checklist, or set it for every new field worker in Settings › People › New field workers. Crew with it on see the checklist on the sites they're a member of, from My Day › Your sites › Checklist. They can tick tasks done or N/A and add a comment, but can't book, assign, add or remove tasks. They see the spec sheet read-only and can print it.

What to read next

• →Projects — the project overview the checklist and spec sheet open from.
• →Timesheets — the Scheduling board, staff allocations and leave.
• →Trades, tenants & clients — what people outside your company can see.