How to Create Checklist Templates for Inspections

How to create checklist templates

A checklist template is a reusable inspection procedure. Attach it to a work order and the technician has structured steps to follow rather than a blank notes box.

When to use this

Create a template for any inspection that repeats — a monthly safety check, a quarterly service procedure, a pre-use vehicle inspection.

Requirements

• Available on: Orbit, Odyssey, Cosmos
• Roles: Owner, Admin, Manager to create and edit templates. Anyone working a work order can complete a checklist on it.

Steps

1. Go to Settings → Checklist Templates, or Dashboard → Checklists.
2. Click New Template.
3. Give it a name and an optional description.
4. Add items. For each one set:

1. Save.

The four item types

The reason this matters: failed items raise work automatically

When a technician marks an item as failed, UniAsset raises a corrective work order automatically, referencing the asset and the failure.

That is what makes inspection productive. A failed check produces a repair task without depending on anyone to remember to create one.

See Corrective maintenance.

Attaching a checklist

Two routes:

• On a PM rule. Set the template on the PM rule and every work order it raises carries the checklist automatically.
• On a work order. Attach a template directly. One checklist per work order.

Templates are versioned

Templates carry a version, and are archived rather than deleted.

This matters more than it sounds. A checklist someone completed in March means something specific — those questions, in that order. If the template were edited or deleted, the completed record would silently change meaning. Versioning is what stops that.

Writing items that work

Phrase pass/fail items so that "pass" is unambiguous. "Guard fitted and secure?" is better than "Check guard".

Set bounds on numeric items. A reading with a minimum and maximum tells the technician immediately whether it is acceptable.

Require photos where evidence matters. For anything that might be disputed later, a photo is worth more than a tick.

Keep it short enough to be done properly. A forty-item checklist gets pattern-ticked. Twelve items that get real attention are worth more.

Common mistakes

Making every item required. The checklist then cannot be submitted when one item genuinely does not apply. Use Pass/Fail's "not applicable" response or leave the item optional.

Building one template for every asset type. A generic checklist is generic in the wrong way. Build per equipment class.

Editing a template to fix a typo mid-cycle. It is fine — but understand that templates are versioned so completed checklists keep their original meaning.

Attaching a template and never completing it. No completion means no failed items, which means no automatic corrective work.

Troubleshooting

Checklists is locked in the sidebar. Checklists need Orbit or above.

I can't create a template. Creating needs Owner, Admin, or Manager.

A corrective work order appeared that nobody created. A failed checklist item raised it. Open it to see the failure it references.

I can't attach two checklists to one work order. One checklist per work order, by design. Split the inspection into two work orders if you need two.

The checklist isn't on a work order the PM rule raised. The template has to be set on the PM rule before the work order is raised. Adding it later affects future occurrences.

I can't submit the checklist. A required item is unanswered, or an item needs a photo or a failure note.

Related articles

• How to set up preventive maintenance
• Preventive maintenance work orders
• Corrective maintenance
• How to complete and close maintenance work
• Work order settings