Preventative Maintenance - Using Checklist and Reporting on Them

Introduction

Checklists in ServiceBox provide a structured way to manage and track maintenance tasks. They can be used as dynamic forms, allowing you to enter checklist items such as checkboxes, details, long notes, dropdowns, and multi-select options. Checklists can also be customized, associated with specific job sites or units, and used to generate reports for easy reference and communication with customers.

This article will walk through how to create, apply, and report on checklists for preventative maintenance.

Creating Checklist Templates

Checklists in ServiceBox aren’t just static lists — they’re dynamic forms tailored to your specific needs. Whether you're managing work orders, job sites, or individual units, creating checklist templates simplifies documentation and ensures consistency.

To create a checklist template:

1. Go to Settings

2. Select the Checklist tab

3. Organize your maintenance list by purpose (e.g., for job sites or units)

You can build templates with flexible input options like checkboxes, dropdowns, or text fields.

👉 Adding New Checklists - User Guide

Using Checklist Features

Each checklist can include:

• Checkboxes

• Dropdown menus

• Multi-select options

• Single-line and long-form notes

These options help you document the condition and completion of tasks in a standardized, repeatable way. Information entered can be displayed on the invoice or work order to improve communication and provide transparent service documentation.

Applying Checklists to Work Orders:

The magic happens when you apply these checklists to your work orders. With a few clicks, you can associate a checklist template, such as "pre-season maintenance," with a specific task. This creates a default checklist with a sequence of steps and various items that need attention.

• Open the Work Order

• Click on the Checklist tab

• Click Add Checklist

• Select the appropriate template (e.g., "Pre-season Maintenance")

Generating Reports:

Creating a checklist is not just about completing a task; it's about having a record of your maintenance history. With a checklist report, you can easily retrieve all of the entered values for a specific customer, job site, or unit. This provides a comprehensive overview of the work completed over a defined period.

To view a summary of completed checklists:

1. Navigate to Reporting

2. Select Checklist Report

• Choose a Customer, User, Report Type, and Checklist

• Enter a Start and End Date

• Click Generate

This report retrieves all checklist responses within your selected time frame, providing a clean, auditable record of maintenance activity.

Historical Insights

One of the most valuable features of checklists in ServiceBox is their ability to provide historical maintenance data. You can return to past checklists for any job site or unit — not just single work orders — and see a full history of completed maintenance. This improves preventative care and supports detailed client reporting.

Need Help?
If you need assistance creating or using checklists in ServiceBox, contact our support team at support@jobboxsoft.com. We're happy to help you get the most out of this feature.