Checklists & runs
For the helpdesk teamChecklists & runs
Section titled “Checklists & runs”Checklists are the recurring H&S walks — daily fire-extinguisher visual check, weekly playground inspection, monthly emergency lighting test. A checklist is the template; a run is one execution of the template by a named person on a named date.
Templates (Index + Show)
Section titled “Templates (Index + Show)”The index lists every active checklist filtered by category and frequency. Each template carries:
- Name — “Fire extinguishers — weekly visual”.
- Category — fire / first aid / electrical / playground / kitchen / etc.
- Frequency — daily / weekly / monthly / quarterly / annual.
- Description — context for the operator.
- Items — the actual checklist. Each item is one row the operator ticks.
The show page surfaces the items and the run history for that template.
Running a checklist (Run)
Section titled “Running a checklist (Run)”Open a template, click Run. The page lists each item in order. Items come in three types: tick (simple pass/fail checkbox), reading (a numeric or text measurement, e.g. a temperature or pressure gauge reading), and photo (tick to confirm a photo was taken — note the photo itself is not uploaded here). Required items are starred; the form won’t submit until all required items are answered.
A run records:
- The operator (the logged-in user).
- The timestamp.
- Each item’s tick state or reading value.
- A free-text notes / exceptions field for anything off-spec that the H&S lead should follow up.
Runs log
Section titled “Runs log”The runs index is the cross-template history. Filter by checklist, by operator, by date range. This is the auditor’s surface — they want to see “prove me the playground was inspected every Friday last term”.
Permissions
Section titled “Permissions”All checklist routes (view templates, view run log, and execute a run) are gated on the hs::agent permission. There are no finer-grained checklist-specific permissions — any agent-level user can run a checklist and view the run history.
Gotchas
Section titled “Gotchas”- A failed item or exceptions note doesn’t automatically raise a ticket. The H&S lead reviews runs and decides what becomes a maintenance request.
- The runs index returns the 50 most recent runs across all templates. For older history, use the date filter.