Create a Checklist Template

A checklist is a reusable template that gets attached to work orders so technicians can record steps, readings, and photos as they work. You build the template once on the Checklists page, then attach it to the equipment it applies to — by manufacturer, by device model, or by individual unit.

The checklist itself is just a wrapper. You'll add the actual items right after creating it.

Before you start

• The Checklists feature is enabled for your account. If you don't see Checklists in the top navigation bar (it sits between Invoices and Customer Requests when on), the feature flag is off — ask your administrator.
• You have the checklists.create permission.

Steps

1. Open the Checklists list

   Select Checklists in the top navigation bar.

2. Start a new checklist

   Select the green New Checklist button at the top-left of the list.

3. Name it

   • Checklist Name — a short, distinctive name. Names must be unique across all checklists in TuffOps, so be specific (Daikin VRV Annual Maintenance, not just Annual Maintenance).
   • Status — Active for templates that should appear on work orders, Inactive to hide it. New checklists default to Active.

4. (Optional) Add a description

   • Description — when and how to use this checklist. Up to 5000 characters. Technicians see this above the items on the work order.

5. (Optional) Scope it to a manufacturer

   • Manufacturer — leave at Generic (all manufacturers) for a template that applies to any equipment, or pick a manufacturer to scope it. Manufacturer-scoped checklists only auto-attach to units of that manufacturer.

6. (Optional) Link to external docs

   • Help Documentation URL — link to the OEM service manual, an internal wiki page, or a YouTube playlist. The link appears at the top of the checklist on the work order so the technician can open it on site.

7. Pick the work order types

   Under Applies To Work Order Types, check each type this checklist should auto-attach to. Auto-attach also requires the unit (or its device model) to be linked to this checklist — see Assign a Checklist to Units or Models.

   • Installation — first-time install of the equipment.
   • Repair — fix a fault.
   • Maintenance — recurring service (PM, AMC).
   • Service — one-off paid service call.
   • Other — anything else (warranty inspection, decommissioning).

   Leave a type unchecked to skip auto-attach for that type. Office staff can still attach the checklist manually.

8. Save

   Select the green Save button.

What happens next

• The checklist is created and you're taken back to the Checklists list.
• The new row shows 0 items, 0 model(s), 0 unit(s) assigned, and an Active badge.
• The checklist won't appear on any work order yet — you still need to add items and assign it to equipment.

Common situations

Situation	What to do
You want one checklist that fits every brand of mini-split	Leave Manufacturer as Generic (all manufacturers).
Daikin and Mitsubishi have different commissioning steps	Create two checklists, scope each to its manufacturer. Both can be attached to the same work order if the unit qualifies for both.
You want a checklist for Maintenance and Service work orders, but nothing else	Check both Maintenance and Service, leave the other three unchecked.
The checklist is for an internal-only audit step	Check Other. Use Other-type work orders for the audits so it auto-attaches.
You're not ready to roll the checklist out yet	Save it as Inactive. It won't auto-attach and won't appear in the manual attach dropdown until you flip it to Active.

Troubleshooting

The top navigation doesn't show a Checklists item.

Either the Checklists feature flag is off for your account, or you don't have the checklists.view permission. The link only renders when both conditions are met.

Save fails with "The name has already been taken."

Checklist names are unique across all checklists in TuffOps. Search the list for the existing one — if it's the same idea, edit that one instead. If it's truly different, prefix yours with the manufacturer or work order type to disambiguate.

Save fails with "The link to help docs format is invalid."

The Help Documentation URL has to be a full URL including https://. "docs.tuffops.com/abc" is rejected; "https://docs.tuffops.com/abc" is accepted.

Related

• Add Items to a Checklist — fill the template with the actual tasks.
• Assign a Checklist to Units or Models — control which work orders the checklist auto-attaches to.
• Use a Checklist on a Work Order — what the technician sees in the field.