Mobile App v6 Checklist Availability, Progress, and Status

This article is for Mobile App v6. If you are looking for help with Mobile App v5.3, click here.

Checklist 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 intervals, 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.

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.

Checklist Availability and Progress

For all checklists, 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.

For standard checklists, there are four states of the progress for a checklist:

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, there are also four status of progress for a checklists, but they have a slightly different meaning: 

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.

On the checklist screen, the status of a checklist (i.e., its availability and progress) is represented by a color bar and icon on the left side of the checklist card:

• Not Available

  A light gray bar with a lock icon means the checklist is currently not available, but will be available during the times indicated:

  

• Available - Not Started

  A dark gray bar with a clock icon means the checklist is currently available during the times indicated, but has not been started:

  

• Available - In Progress

  A yellow bar with a play icon means the checklist is currently in progress, but the available time period has not expired:

  

• Available - Complete

  A light green bar with a clock icon means the checklist has been completed but the available time period has not expired. It can still be edited, if needed:

  

• Expired - Complete

  A dark green bar with a check icon means the checklist has been completed and the available time has expired:

  

• Expired - Missed (i.e., Not Started or Incomplete)

  A red bar with an X icon means the checklist was not completed before the available time expired. It may or may not have been started:

  

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.