Using Compliance Checklists

Checklists help you enforce standardized procedures for safety inspections, daily tasks, and regulatory compliance.

Accessing Checklists

1. Navigate to Compliance > Checklists in the sidebar.
2. The main view shows all checklist templates.

Checklists Overview

Templates View

Browse your checklist templates:

• Checklist name.
• Category (Safety, Daily Operations, Compliance, etc.).
• Number of items.
• Active/Inactive status.
• Assigned sites or teams.

Analytics Tab

View checklist compliance metrics:

• Completion rate — Percentage of checklists completed on time.
• Trend analysis — How completion rates change over time.
• Non-compliance items — Most frequently failed checklist items.
• Guard compliance scores — Individual compliance ratings.

Creating a Checklist Template

1. Click Create Checklist.
2. Fill in:
   • Checklist Name — (e.g., "Daily Site Opening", "Fire Safety Inspection").
   • Description — Purpose of the checklist.
   • Category — Safety, Daily Operations, Compliance, Incident Response.
   • Frequency — How often it should be completed (daily, weekly, monthly).
3. Add checklist items:
   • Item text — The task or inspection point.
   • Required — Whether this item must be completed.
   • Photo required — Whether a photo must be attached.
   • Notes field — Allow guards to add comments.
4. Reorder items by dragging.
5. Click Save.

Example: Daily Site Opening Checklist

1. Verify all entry points are secure.
2. Check CCTV cameras are operational.
3. Test alarm system.
4. Inspect fire extinguishers (photo required).
5. Review visitor log from previous shift.
6. Confirm emergency contact numbers are posted.
7. Brief incoming guards on active issues.

Assigning Checklists

Checklists can be assigned to:

• Sites — All guards at the site must complete the checklist.
• Shifts — Completed at the start or end of specific shifts.
• Guards — Assigned to individual guards.
• Teams — Entire team completes the checklist.

Assignment Steps

1. Open the checklist template.
2. Click Assign.
3. Select the target (site, shift, guard, or team).
4. Set the schedule (when and how often).
5. Click Save Assignment.

Completing Checklists (Guard Mobile App)

Guards complete checklists in the mobile app:

1. Open the assigned checklist.
2. Go through each item:
   • Tap to mark as Completed or Failed.
   • Take photos where required.
   • Add notes if the item needs attention.
3. Submit the completed checklist.
4. Results sync to the admin dashboard immediately.

Reviewing Completed Checklists

1. Go to the checklist's history/results.
2. View completed checklists:
   • Guard who completed it.
   • Date and time.
   • Item-by-item results.
   • Photos and notes.
   • Overall pass/fail status.
3. Flag issues that need follow-up.

Compliance Dashboard

The main Compliance page (Compliance > Compliance) shows:

Stats Cards

• Total Guards with Active Compliance.
• Non-Compliant Guards.
• Upcoming Expirations.
• Critical Issues.

Charts

• Compliance trend over time — Line chart showing improvement or decline.
• Compliance status breakdown — Area chart of status categories.

Filters

• All
• Expiring (within 30 days)
• Expired
• Critical

Policies

Manage company policies alongside checklists:

1. Go to Compliance > Policies.
2. Upload policy documents.
3. Assign to roles or teams.
4. Track acknowledgement (guards must confirm they've read policies).

Tips & Best Practices

• Keep checklists focused — 5-10 items per checklist. Long checklists get rushed.
• Require photos for critical items — Visual evidence improves accountability.
• Review analytics monthly — Identify trends in non-compliance before they become issues.
• Update checklists when regulations change — Keep procedures current.
• Use the analytics tab to identify which items are most commonly failed.

Troubleshooting

Checklist not appearing for guard

• Verify the checklist is assigned to their site, shift, or team.
• Check the checklist is in Active status.
• Ensure the frequency and schedule match the current time.

Completion rate seems low

• Check if guards are aware of the checklist assignment.
• Review if the checklist is reasonable for the available time.
• Check mobile app connectivity — submissions may be queued offline.

Related Articles

• Managing Training Programs
• Tracking Compliance and Certifications
• Managing Policies
• Creating a New Site