Forms are reusable checklists your techs fill out on a job: tick-boxes, short answers, readings and pass / flag / fail ratings. Build one for each kind of visit (AC maintenance, furnace safety check, install sign-off) and you know every step got done the same way. Set a form to attach itself to every new job of a type, and nobody has to remember to add it.
Who can do this: owners and admins build and edit forms. Anyone who can open the job in the office can assign a form to it, and techs fill it out in the mobile app.
Create a form
- Go to Pricebook and click the Forms tab.
- Click New form.
- Enter a Name (for example Furnace safety check), an optional Description, and the Job type it's for. The job type has to be one of your own; otherwise you'll see Pick one of your job types.
- To put the form on every new job of that type, turn on Attach automatically to new {Job type} jobs (for example Attach automatically to new Maintenance jobs). See Attach a form to every job of a type.
- Click Create form.
Add the steps
Click the form's row to open it, then click Add form item for each step.
| Field | What it does |
|---|---|
| Name | The step the tech sees, such as Check the flue for blockages. |
| Description | Optional helper text shown under the step. |
| Type | Checkbox (tap to tick), Text (short answer), Number (a reading such as static pressure), Photo, or Pass / Flag / Fail (a green / yellow / red rating, see below). |
| Required | The tech can't complete the form until this step is done. |
Click Add item. Drag steps by their handle to reorder them, and use the pencil on a step to edit it later (see Edit or delete a form).
The mobile app has no way to attach a photo to a form step, so a Photo step can't be completed. Don't mark a Photo step as Required, or the form can't be finished. Ask techs to take the photo in the job's Photos and video section instead.
Pass / Flag / Fail steps
Use Pass / Flag / Fail for inspection points where the answer is a condition, not a tick: Capacitor, Refrigerant charge, Flue draft. On the phone the tech taps one of three buttons:
| Tap | Means | Colour |
|---|---|---|
| Pass | Checked out fine | Green |
| Flag | Works today, worth watching or quoting | Yellow |
| Fail | Needs attention now | Red |
Tapping the selected button again clears it. Add notes under the step works the same as on any other step. A required rating step counts as done once any of the three is picked.
The office sees each rating as a coloured label on the job's Forms tab, and the service report prints the step with a green, yellow or red dot and the word Pass, Flag or Fail.
Attach a form to every job of a type
Turn on Attach automatically to new {Job type} jobs on a form and every new job of that type gets its own copy of the form when the job is created. In the Forms list the form shows · Auto-attach next to its job type.
<!-- TODO(shot: /screenshots/pricebook/job-checklists-auto-attach.webp — Edit form dialog with "Attach automatically to new Maintenance jobs" switched on) --> <!-- labels: components/pricebook/checklist-template-manager.tsx, components/jobs/job-create-form.tsx (PR #2138) -->It works wherever the job is created:
- the office New job form,
- a tech booking a job for themselves from the mobile app,
- online booking (when the request becomes a job),
- membership maintenance visits,
- follow-up jobs, automations and jobs created through the API.
On the office New job form, the type's forms show already ticked with attaches automatically under them, so you can see what the tech will get. You can still tick other forms on top.
Good to know:
- Several forms can attach to the same type. A Maintenance job can get both AC tune-up and Furnace safety check.
- A form with no steps doesn't attach. Add at least one step first.
- Changing a job's type later doesn't swap its forms. The forms it started with stay, and the new type's forms aren't added. Assign them by hand if you need them.
- Jobs created from an approved estimate don't pick up forms on their own; assign the form from the job.
- Existing jobs aren't changed when you turn the switch on. Only jobs created afterwards get the form.
Assign the form to a job
To add a form to a job by hand (or to a job created before you turned on Attach automatically):
- Open the job in the office and click the Forms tab.
- Click Assign form and pick the form. You'll see Form assigned.
A form needs at least one step before it can be assigned. Assign form also offers Create new form (owners and admins) if you need one on the spot. A job can have several forms; each one can be assigned once.
The tech fills it out
In the mobile app, the job's This visit list has a Forms row. It shows how many required steps are still open (for example 2 required).
- The tech taps Forms and works through the steps: tapping check boxes, typing answers and readings, and adding a note to any step if needed. Required steps are marked with a red asterisk.
- When everything required is done, they tap Complete Form. The form is marked Done and can no longer be changed.
Ticking steps works offline; changes sync when the phone reconnects.
Where the answers end up
- The office sees progress and answers on the job's Forms tab (the tab shows done / total).
- Completed forms are included in the job's service report.
Edit or delete a form
On the Forms tab, use the pencil to rename a form, change its job type or turn Attach automatically to new {Job type} jobs on or off, and the trash icon to delete it (Delete form removes the form and every step on it).
To change one step, open the form and click the pencil on that step. Edit form item opens with its Name, Description and Required setting filled in; change what you need and click Save changes. The change shows on every job that has the form, including forms already filled in, so fixing a typo fixes it everywhere. To remove a step, click its trash icon.
A step's Type can't be changed once it exists, because answers already given were recorded for that type. To switch a step from, say, Checkbox to Number, add a new step with the right type and remove the old one with its trash icon.