Template Settings

Each check template has settings that control when checks are due, how results are calculated, and what happens when a check fails.

Check types

The check type describes the purpose of the inspection:

Check Type	Description
Pre-Use	Performed before each use of the asset (e.g. daily vehicle walkaround)
Routine Inspection	Regular scheduled inspections to verify condition
Preventive Maintenance	Planned maintenance to prevent breakdowns
Statutory Examination	Legally required inspections (e.g. LOLER, PUWER)
Management Assurance	Higher-level oversight checks performed by managers

The check type is informational — it helps users understand the purpose of the inspection and can be used for filtering and reporting.

Frequency rules

Frequency rules control how often checks are automatically scheduled:

Frequency	Description
Pre-Use	Not auto-scheduled — performed manually before each use
Daily	One check per day
Weekly	One check per week, optionally on a specific day
Monthly	One check per month, optionally on a specific day of the month
Quarterly	One check every three months
Annually	One check per year

For weekly scheduling, you can specify a preferred day of the week. For monthly, you can specify a preferred day of the month.

TIP

Pre-Use checks are different from all other frequencies. They are not auto-scheduled — instead, operators create them manually before using the asset each time. All other frequencies generate scheduled check instances automatically.

Scoring models

The scoring model determines how individual question responses are combined into an overall result:

Pass/Fail

The strictest model. Any single failed response causes the entire check to fail. Use this for safety-critical inspections where every item must pass.

• All items pass → Pass
• Any item fails → Fail

Rated

Calculates the percentage of items that passed:

• 100% passed → Pass
• 0% passed → Fail
• Anything in between → Partial

Use this for condition assessments where some issues are acceptable but you want to track the overall state.

Checklist

Only mandatory items are evaluated. Non-mandatory items are recorded but don't affect the overall result.

• All mandatory items pass → Pass
• Any mandatory item fails → Fail

Use this when some questions are informational and only certain items are critical.

Fail logic

Fail logic configures what happens when a check fails:

Default severity

When a check fails and a defect is created automatically, this setting determines the severity of the defect (Critical, High, Medium, or Low).

Force out of service on critical

When enabled, if a check fails with Critical severity, the asset is automatically set to Out of Service. This is a safety measure to prevent continued use of potentially dangerous equipment.

Auto-create defects

When creates defect automatically is enabled, a defect is raised immediately whenever a check fails. The defect:

• Is linked to the failed check instance
• Uses the severity from the fail logic settings
• Has a title like "Failed check: [Template Name]"
• Is set to Open status, ready to be assigned

WARNING

For safety-critical templates (especially with Critical severity), consider enabling both auto-create defects and force out of service on critical. This ensures failed checks immediately trigger corrective action.

Mandatory attachments

When enabled, the person performing the check must attach at least one photo or file. This is useful for providing visual evidence of the inspection.