Using Checklists on Visits

When a job has a checklist, your crew can tick off items as they complete them. This ensures nothing gets missed and creates a record of what was done.

Adding a Checklist to a Job

When Creating a Job

1. Create a new job as normal
2. In the Checklist section, click Load Template
3. Select a template from the list
4. Items are added to the job
5. Continue with job creation

On an Existing Job

1. Open the job
2. Scroll to the Checklist section
3. Click Load Template
4. Select a template
5. Items are added to the job

Adding Custom Items

After loading a template, you can add extra items specific to this job. Just click Add Item and enter the task.

Completing Checklist Items

In the Mobile App

When working a visit:

1. Open the visit from your schedule
2. Tap Start Visit when you arrive
3. Find the Checklist section
4. Tap each item to mark it complete
5. A checkmark appears and your name is recorded
6. Complete your work
7. Tap Complete Visit

On Desktop

From the visit detail screen:

1. Find the Checklist section
2. Click the checkbox next to each item
3. The item shows as complete with your name and timestamp

What Gets Recorded

For each completed item, YardPilot records:

• Who completed it (team member name)
• When it was completed (date and time)
• Visit it was completed on

This creates an audit trail for quality assurance and accountability.

Uncompleting Items

Made a mistake? You can uncheck an item:

1. Click/tap the completed item
2. It returns to uncompleted status
3. The previous completion record is cleared

WARNING

When you uncheck an item, the previous completion details (who and when) are removed. Only do this if the work wasn't actually completed.

Viewing Completion Status

On a Visit

The checklist section shows:

• Number completed vs total (e.g., "5/8 items complete")
• Progress bar showing percentage
• Each item with its completion status

For Office Review

When reviewing completed visits:

1. Open the visit
2. Check the Checklist section
3. See which items were completed and by whom
4. Identify any items that weren't completed

Partial Completion

Sometimes not all items can be completed. This is normal:

• Weather prevents certain tasks
• Client requests to skip something
• Equipment issue prevents a step

When this happens:

1. Complete what you can
2. Leave uncompleted items unchecked
3. Add a note explaining why items weren't done
4. Complete the visit

The office can see which items weren't done and follow up if needed.

Checklists vs Job Instructions

Checklists are for trackable tasks with completion status:

• Mow front lawn
• Check pH levels
• Take after photos

Job instructions are for general guidance:

• "Client prefers we park on the street"
• "Dog is friendly but jumps"
• "Gate code is 1234"

Use both together for complete job documentation.

Tips for Field Crews

Check Items as You Go

Don't wait until the end to check everything off. Mark items complete as you finish each task - this is more accurate and prevents forgetting.

Add Notes When Needed

If something unusual happens with an item:

1. Complete (or skip) the item
2. Add a visit note explaining the situation

Example: "Skipped weed spraying - too windy today"

Don't Skip the Checklist

Even if you know the job well, use the checklist. It:

• Proves the work was done
• Protects you if there's a dispute
• Helps the office track quality

Tips for Office Staff

Review Incomplete Items

Regularly check visits with incomplete checklists:

• Was the work actually skipped?
• Does the job need a follow-up?
• Is there a training issue?

Use Checklists for Quality Control

Compare completion rates across team members and job types. Low completion rates might indicate:

• Unrealistic checklists
• Training needs
• Time pressure issues

Keep Templates Updated

If crews consistently skip certain items or add the same custom items, update your templates to match reality.

Next Steps

• Creating Checklist Templates
• Visit Completion