Use case
Have checklists and inspection forms filled in on the phone
With CloudotNet Task & Field Management you build checklists and inspection forms without code and have your field team fill them in on their phones. By linking a form to a task, you can require it to be filled in before the job starts or before it's completed. This is included in the free account.
How it's done today, and what's hard
In many places checklists are kept on paper or in a spreadsheet. The inspector fills in the form on site and types it up at the office later.
Paper forms get wet, go missing or arrive late. It isn't clear which item was skipped or which form a photo belongs to. When an issue turns up, the fix is tracked somewhere else.
Step by step with CloudotNet
- Create the formOpen a new survey form and give it a name and description. For simple steps you can also use the task's sub-items as a checklist.
- Add the questionsChoose an answer type for each question: text, single choice, multiple choice, yes / no or file upload (for example a photo). Make the necessary questions required.
- Give guidanceDrag questions into order. Attach a reference document next to a question, such as a sample photo or instructions.
- Link the form to a taskChoose whether it's filled in before the job starts or before it's completed, and mark it as required. Set how many times each person can fill it in.
- The team fills it in on the phoneWhen staff open the task they see the form and fill it in on their phone. The job doesn't move forward until required questions are answered; the answers are kept on the job.
- Follow the responsesSee who filled in the form, how many questions they answered and the status (Completed, Incomplete, Force-closed).
- Add an approval step to inspectionsIf you want, set up a process that asks the quality lead for approval when an inspection task is completed and tells the manager the outcome.
Frequently asked questions
What kinds of questions can a checklist have?
There are five answer types: text, single choice, multiple choice, yes / no and file upload. With a file upload question you collect photos or documents. Each question can be required or optional.
Can a job start before the form is filled in?
Not if you've linked the form as required with the “before start” condition. A required form linked with the “before completion” condition also has to be filled in before the job can be completed.
Can we fill in forms without downloading an app?
Yes. CloudotNet runs in the phone's browser; staff sign in with the link in their invitation email and fill in the form on their phone.
Can the same form be filled in more than once?
When you link the form to a task, you set the maximum number of responses per person. That way you can set up one-off forms or repeated checks.
What happens to half-finished forms?
Half-finished forms show as “Incomplete” in the responses section. An authorized user can close an unfinished response if needed; it is then marked “Force-closed”.
Other use cases: Assign jobs to field staff, Job tracking instead of WhatsApp, Scheduled maintenance without spreadsheets, Fault reports and work orders, Multi-level approval, Equipment and vehicle records · All use cases →
Got a question? Let's talk directly.
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