Checklist Availability, Progress, and Status

Intervals

When a checklist is created for or assigned to a location, Intervals are set to indicate when the checklist is available to be used.

An interval consists the following:

• A Start Time, after which the checklist can be worked on.
• An End Time, after which the checklist can no longer be worked on.
• A Frequency, which indicates what days the checklist can be used on:
  • Daily means the checklist can be used every day of the week.
  • Weekly means the checklist can only be used on selected days of the week, which is why it may be visible on some days but not others.

A checklist may have one or more than one interval, for example:

• If a checklist is to be completed once a day, then it will have only one interval:
  • For example, Coffee Station Deep Cleaning from 6:00AM to 7:00AM.
• If a checklist is to be completed multiple times per day at specific times, then it will have a multiple intervals and will appear multiple times on the Checklists page:
  • For example, Restroom Cleaning every hour, on the hour, starting at 7:00AM.
  • Note: Intervals can never overlap. The Start Time of an interval must be after the End Time of an earlier Interval.

Checklists can different intervals on different days, for example:

• You may have a checklist that needs to be completed at 10:00AM, 2:00PM, 6:00PM, and 10:00PM on weekdays, but only 10:00AM, 2:00PM, and 6:00PM on Saturdays and not at all on Sundays.

Availability

There are three states of availability for a checklist:

1. Not Available means the Start Time has not been reached:
   • If you attempt to open a checklist that is not available, you will receive an error message.
2. Available means the Start Time has been reached but the End Time has not.
3. Expired means the End Time has been reached:
   • If you attempt to open an expired checklist or continue working on an open one, you will receive an error message.
   • If you are working on a checklist when it expires, you will receive an error message and will no longer be able to work on it.

In the Mobile App...

• If the checklist card is white, it means the checklist is Available.
• If the checklist card is gray, it means the checklist is Not Available yet, or has already Expired.

In the Server App...

• If the Start List button appears next to a Web List, it means that list is Available.
• If the Start List button does not appear next to a Web List, it means that list is Not Available yet, or has already Expired.

Progress

For Standard Checklists and Web Lists...

Progress is defined as follows:

1. Not Started means:
   • if the checklist has required items, none have been completed
   • if the checklist has no required items, none of the optional items have been completed
2. In Progress means (Standard Checklists only):
   • if the checklist has required items, some have been completed, but not all
   • if the checklist has no required items, some of the optional items have been completed, but not all
3. Complete means:
   • if the checklist has required items, all were completed
   • if the checklist has no required items, all of the optional items were completed
4. Incomplete means the End Time has passed and:
   • if the checklist has required items, not all were completed
   • if the checklist has no required items, not all of the optional items were completed

For Reusable Checklists...

Progress is defined as follows:

1. Not Started means:
   • no data has been entered into the checklist
2. In Progress means:
   • some data has been entered into the checklist
   • it has not been marked as finished
   • it cannot be reused until you mark it as complete
     • Note: If you mark an in progress reusable list as complete, you will receive an message advising you the list is not complete and asking you how you want to proceed.
3. Finished means:
   • all information has been entered into the checklist
   • it has not been marked as Complete
   • it cannot be reused until you mark it as complete
4. Completed means:
   • all information has been entered into the checklist
   • it has been marked as complete
   • it can now be reused
     • There is technically no point at which a reusable checklist is Completed, as it immediately becomes Not Started for reuse when you tap the Complete button on a Finished list.

Status

The Status of a checklist is determined by a combination of Availability and Status.

In the Mobile App...

When you access the Checklists function in the Mobile App, you see a card for each checklist for the date. The appearance of the card indicates the status:

Standard Checklists:

• Not Available

  

• Available but Not Started

  

• Available and In Progress

  

• Available and Complete

  

• Expired but Complete

  

• Expired and Incomplete

  

Reusable Checklists:

• Not Available:

  

• Available but Not Started:

  

• Available and In Progress:

  

• Available and Finished:

  

• Expired but Complete or Finished:

  

  A reusable list will be marked as complete when the interval expires if either of the following occurs:

  • You finished the list at least once during the interval, and marked it complete.
  • The list was finished, but not marked as complete, when the interval expired.
• Expired and Incomplete:

  

  A reusable list will be marked as incomplete when the interval expires if either of the following occurs:

  • You did not finish the list at least once during the interval, and mark it as complete.
  • You were working on the list for the first time, but did not finish it.

In the Server App...

When you view Web Lists in the List Completion section of the Server App Dashboard, you see a line for each list for the date:

The status of each list is determined by a combination of the following:

• the icon in the Overall or Required column:

  

• The percentage information in the Overall or Required column (remember, a checklist or Web list can be considered complete if all required list items are complete).
• The visibility of the Start List button:

  

The six possible statuses of a Web List are as follows:

• Not Available

  The icon is a clock and the Start List button is not visible:

  

• Available but Not Started

  The icon is a clock, the Start List is visible, and the Overall percentage is 0%:

  

• Available and Completed

  The icon is a green checkmark, the Start List button is visible, and:

  • If the Web List contains Required items, the percentage is 100%:
    • Note: The Overall percentage may actually be less than 100% if not all non-required items are complete.
  • If there are no required items, the Overall percentage is 100%.

  

• Expired but Completed

  The icon is a green checkmark, the Start List button is not visible, and:

  • If the Web List contains Required items, the percentage is 100%:
    • Note: The Overall percentage may actually be less than 100% if not all non-required items are complete.
  • If there are no required items, the Overall percentage is 100%.

  

• Expired and Incomplete

  The icon is a red "X", the Start List button is not visible, and:

  • If the Web List contains Required items, the percentage is less than 100%:
  • If there are no required items, the Overall percentage is less than 100%.

  

Missing checklists?

Unless management has specifically removed a list, it is most likely not missing but, instead, is hidden. Checklists can be hidden if certain settings are made for checklists in the Server App:

• The checklist is not active (i.e., the Start Time has not been reached or the End Time has been exceeded for the day).
• The checklist has been completed.