Live Check-Offs: Complete One Checklist Together

Several crew members can work on the same check-off at once. One person checks the cab, another checks the pump, and another checks the SCBA. Their answers appear on everyone's sheet as they go, labeled with who marked them. When one person submits, the crew's notes, readings, photos, and work orders become one completed record that still shows who checked each item, and when.

This guide covers running a check-off. For setup, see Check-Off Templates; for printing and posting codes, see QR Codes + Check-Offs.

Start or Join the Check

Open the checklist from the Station Hub, the apparatus's Check-Offs tab, a template's Start check-off action, or a scheduled work order. You can also scan its existing QR code.

The first person starts the shared check-off. Anyone else opening the same template joins it automatically while it is still in progress. There is no invitation step or separate code for each participant. Sign in with your department account, or use a paired rig tablet.

Each template has one shared check-off in progress at a time. Coordinate which sections each person will inspect, especially if the template covers several pieces of equipment.

See Who Is Checking What

While the check is open, each device keeps up with the others. When a crewmate marks an item, it changes on your sheet within moments, along with the progress bar and the N items left count. Their name appears beneath the item, for example by James Wilson. Items you marked yourself don't show a name.

Use the names to see how the crew is getting on without walking the rig: if the cab items all say by James Wilson and the pump section is still gray, the pump is the part that still needs someone.

The name belongs to the person who set the item's pass or fail result:

• Adding or editing a note doesn't change it. If you add a reading to an item a crewmate already passed, it still shows their name.
• Changing the result does. If you flip a crewmate's pass to fail, the item now shows your name.
• Setting an item back to pending clears it. Nobody is credited with an item that isn't answered.
• Mark all good credits the person who tapped it for every item it marked.

The names show who has marked an item, not who is looking at the check-off. A member who has the sheet open but hasn't marked anything yet doesn't appear.

Signed-in phones and computers update instantly. A paired rig tablet checks for changes every few seconds, so it may lag slightly behind a phone.

When someone submits or discards the check-off, everyone else gets a message naming who did it, such as James Wilson submitted this check-off, and their screen moves on.

Record Your Part of the Check

Each item has three positions: pass on the right, fail on the left, and pending in the center. Tap a side or drag the control to mark the result. A failed item opens a required What's wrong? note. Items configured to require notes also need a note when they pass.

The progress bar shows one segment for each item: gray for pending, green for pass, and red for fail. The bottom N items left button takes you to the next unanswered item.

After inspecting a section, Mark all good or Mark N remaining good marks its unanswered items as passed. It leaves existing failures alone. The confirmation offers Undo if you tapped it by mistake. Required notes still need to be filled in.

Answers save as you work; typed notes and meter readings save after you pause typing. Other participants see those changes on their own devices. If two people change the same answer or note, the latest saved change is shown, so divide the work and avoid editing the same note together.

If the template asks for meter readings, enter the apparatus's odometer, engine hours, and pump hours where offered. These are shared fields too: one crew member can take the readings for everyone.

Identify Equipment That Failed

A template can link its items to inventory using Link equipment, or create a separate check for each selected piece with Add from Inventory. Equipment details beneath the item help the crew identify what they are checking.

• If the failed item links to one piece of equipment, that piece is recorded automatically.
• If it covers several pieces, use Which equipment? to select the ones with the problem. You can leave it unselected if you cannot identify a specific piece.
• Equipment that is no longer assigned to the template's rig or station is not offered for selection.

For example, if one bottle-pressure check covers four SCBA packs and E1-SCBA-03 is low, fail the check, describe the pressure in What's wrong?, and select that pack under Which equipment?. This records which piece needs attention while keeping the other packs out of the failure.

Where work orders are enabled and you have permission, choose Create work order beside a failure. A work order for one failed piece is linked to that inventory item. If the failure names several pieces, the order stays linked to the rig or station and lists the equipment in its description. Without a selected piece, it stays on the rig or station.

If a matching work order is already open, the sheet offers to add today's note when the check-off is submitted. Choose Don't add to skip the follow-up, or New work order for a separate problem. Work orders created by another participant count toward the same check-off, so check the row before raising another one.

Add Photos From Any Device

Choose Add photos near the end of the form to take a photo or choose an image. On a computer, you can also drop photos onto the page. The shared check-off holds up to 50 photos in total across the crew.

Photos upload while the check is in progress and appear for the other participants. You can remove a photo with its × button before submission. Let uploads finish before someone submits; the completed record includes photos already saved to the shared check-off, regardless of which device added them.

Leave and Come Back

Cancel leaves the page. It keeps saved progress available for the other crew members and for your return. Reopen the same template or scan the same QR code to rejoin.

If a check-off has had no saved changes for six hours, the next person to open the template starts a fresh check. Finish and submit before a long break if you need a completed record of that work.

Discard ends the unfinished check-off for everyone. A confirmation explains that the entered results will be thrown away; the next person to open the checklist starts fresh. No completed check-off is created. Work orders already created remain separate records and are not undone by discarding the check-off.

Submit Once for the Crew

When every item has a result, the bottom action becomes Submit check-off. Check that the crew is finished entering notes and uploading photos, then have one person submit. Required notes must be filled in before the form can finish.

Submission creates one completed check-off with the shared results, notes, readings, photos, and work-order links. The other participants are taken to that completed record. Opening the template again starts the next check-off.

The completed record names the person who submitted it. On a paired tablet, the app asks Who completed this check-off? if nobody is selected. A tablet PIN verifies that person's identity; a selection without a PIN is shown as picked on a shared tablet. The per-item names described in the next section record who did the work. They sit alongside the submitter's name and don't replace it.

See Who Checked Each Item

The names from the live sheet are kept when the check-off is submitted. Open the completed check-off from Check-Offs → History, the apparatus's Check-Offs tab, or a work order's Completed via Check-off card to see them.

• Checked by, in the summary at the top, lists everyone who marked items and how many each marked, most first, for example Checked by Michael Torres (5) · James Wilson (3).
• Each item shows who checked it and the time, for example James Wilson · 7:42 AM. Hover over the time to see the full date.

This is the record to go to when something is questioned later. If a crew finds a low SCBA bottle that morning's check passed, the item shows who passed it and at what time, so the officer knows who to talk to. If it was passed eight minutes before the call came in, that tells a different story than one passed at the start of shift.

A few things to know when reading these names:

• They appear only when they add something. If one person checked every item and submitted, the record shows just the submitter, the same as a check-off completed on a single device.
• The submitter and the checkers can differ. Completed by is the person who submitted. Checked by is who marked the items. An officer who submits without marking anything appears only as the submitter.
• Paired tablets are credited as the tablet. Items marked on a paired rig tablet are credited to the tablet's account, even if a member picks their name with a PIN when submitting. If your department needs per-person credit on each item, have members check items from their own phones.
• Older check-offs don't have per-item names. Check-offs submitted before per-item names were added in October 2026, and check-offs completed on one device, show only who submitted them.
• Names that can't be found show as "Unknown member". This can happen if the account behind a name is no longer available.

For a scheduled check, automatic work-order completion depends on the person submitting being allowed to close that order. See Running a scheduled check if the check-off is recorded but its scheduled work order stays open.

See How Long the Check Took

Once someone marks the first item, a timer appears next to the checklist name, for example 12 min. It counts from the first mark, not from when the sheet was opened, so time spent walking out to the rig isn't included. Every device shows the same time.

If nobody marks an item for 15 minutes, for example because the crew got a call, the timer reads Paused. That gap isn't counted, and the timer picks up again at the next mark.

The completed check-off keeps the same measure. The summary shows the active time, such as 18 min. If the check paused, it also shows the total, such as 18 min active (52 min elapsed, 1 pause). Hover over it to see when the check started and when it was submitted. Check-Offs → History and the apparatus's Check-Offs tab show the active time beside each result.

The timer goes by when items are marked. Time spent writing a note or taking a photo after the last mark still counts, up to 15 minutes before submitting. Check-offs that don't show who checked each item have no recorded time. This covers check-offs completed on one device, and those submitted before per-item names were added in October 2026.

Common Questions