See how checklists appear on a job

Checklists authored in the master matrix reach the field through the job. This article covers what the job pulls in, what staff see, and what you get back once the work is done.

Which checklist a job picks up

When a job detail page loads, it asks for the checklists mapped to three things at once: the job type, the unit, and the job’s sub-type. That is exactly the intersection you tick in the matrix — task row, unit column, sub-type checkbox. If a checklist is not appearing on a job, the mapping for that specific sub-type is the first thing to check, not the task itself.

Sub-types available for mapping differ per tab. The Clean tab excludes independent cleaning, and the Maintenance tab excludes the independent, dormant, turnover and external-contractor handyman types, because those are dispatched through maintenance tickets rather than a mapped checklist. Inactive sub-types are excluded everywhere.

The Checklist section on the job

On the job detail page, the checklist appears in its own Checklist section beneath Note and Task. It has four controls:

• Collapse and Expand, which open or close every category at once.
• An edit icon opening Modify Checklist, a per-category list where you can hide categories that do not apply to this particular job.
• A download icon that exports the checklist to PDF.

The export changes with status. On a job that is not yet complete you get the blank checklist; once the job is Completed you get the completed export, with the answers as recorded.

Completion and validation

Required tasks are enforced at completion. If any required answer is missing when someone presses Complete, the offending rows are marked invalid, turn red, and the page scrolls to the last one. Note that open tasks are checked first — you will hit Please complete all tasks before completing the job. before the checklist is even validated.

Once a job is Completed or Cancelled, the checklist becomes read-only and opens fully expanded, so it reads as a record rather than a form.

Version 1 is gone

The original Checklists screens were removed in August 2026. The old routes no longer exist and will return a not-found page, so any bookmarks or internal links pointing at them need updating to Checklists V2. The old Maintenance Task tab is now simply Maintenance. Version 2 kept the same permission key, so anyone who could reach the old screens can reach the new ones.

One capability is exclusive to the Clean tab: a unit’s column menu offers Set recurring schedule for this unit, which opens the recurring schedule form directly from the matrix. The Audit and Maintenance tabs do not have it.

A completed job stores a snapshot of its checklist answers, and the job renders that snapshot rather than the current master checklist. Editing or deleting a task in the matrix therefore never changes what a finished job shows — which is what you want for audit purposes, but it also means you cannot retrospectively fix a badly worded task on jobs already closed. In-progress answers are cached locally per job; completed jobs bypass that cache entirely.