Check-Off Templates: Daily Apparatus Checks, SCBA Inspections & Equipment Inventories

A check-off template is a reusable checklist your members complete on a set cadence — daily apparatus checks, weekly SCBA inspections, monthly pump tests, quarterly equipment inventories. Build the template once, and your crews run through it every time with a consistent format, clear pass/fail results, and a permanent record of what was checked and by whom.

This article covers creating and managing templates, completing check-offs, and reviewing results. If you're looking specifically for how to pair QR codes with check-offs for on-site scanning, see QR Codes + Check-Offs.

Creating a Template

1. Go to Check-Offs in the sidebar
2. Click Templates, then New template
3. Give it a clear, specific name — "Engine 1 Daily Check" is better than "Daily Check" because members should immediately know what they're completing
4. Choose a scope (see below)
5. Set an optional frequency
6. Build your sections and items
7. Save

Choosing a Scope

Every template is tied to a scope that determines where it appears:

• Apparatus — tied to a specific rig. Best for daily apparatus checks, pump tests, and equipment inventories specific to one unit. Appears on that apparatus's card in the Station Hub.
• Station — tied to a specific station. Best for station facility checks, bay inspections, and equipment that lives at the station (generators, defibrillators, etc.). Appears under the station heading in the Station Hub.
• Department — visible everywhere. Best for checklists that aren't tied to a specific rig or station — department-wide PPE inspections, general safety audits, etc. Appears at the top of the Station Hub.

Setting a Frequency

Optionally set how often the check should be completed: daily, weekly, monthly, quarterly, semi-annual, annual, or a custom interval (1 to 730 days). The frequency is displayed on the template as a reference for your members so they know the expected cadence.

Building Sections and Items

Templates are organized into sections, each containing individual items. For example, an engine daily check might have:

• Cab — fuel level, warning lights, mirrors, seat belts
• Engine compartment — oil level, coolant, belts, leaks
• Pump — primer, intake valves, discharge valves, pressure gauge
• Equipment — irons, pike poles, cribbing, hand lights
• SCBA — bottle pressure, mask seal, regulator function

Sections keep the checklist organized so members work through it logically — compartment by compartment, system by system.

Marking Items as Critical

Toggle the critical flag on items that represent safety-critical functions — brake operation, SCBA bottle pressure, low-fuel warnings, structural damage. When a critical item fails, it's prominently highlighted in the results so officers can act immediately. A failed critical item signals the rig or equipment may need to be taken out of service until the issue is resolved.

Requiring Notes

Toggle notes required on items where you want an actual reading or value recorded — not just a pass/fail. Oil level, pump pressure, battery voltage, odometer reading, fuel percentage. This forces members to record real data that you can trend over time rather than just checking a box.

Items with notes required work in both directions:

• On pass — the member must record the reading (e.g., "2200 PSI")
• On fail — the member must describe the deficiency (e.g., "Bottle below 1800 PSI, requires fill")

Completing a Check-Off

Open a template and click Start check-off, or scan the template's QR code if one is posted.

Each item uses a three-way control:

• Swipe right (or tap right) — mark as pass (green check)
• Swipe left (or tap left) — mark as fail (red flag)
• Center — pending (not yet checked)

When you mark an item as failed, a deficiency panel appears where you can describe what's wrong. If the item is marked critical, a warning reminds you that the equipment may be out of service until resolved.

Attaching Photos

You can attach up to 50 photos to a completed check-off. Snap a photo when you find a problem — a fraying belt, a leaking fitting, a cracked lens. The photo lives on the check-off record permanently, and it's worth more than any written description when you're creating a maintenance request.

Creating Work Orders From Failures

When a check-off item fails and your department has inventory enabled, you can create a work order directly from the deficiency panel. The work order is linked back to the check-off, so the maintenance chain is traceable from discovery to resolution.

Reviewing Results

Station Hub

The default view when you open Check-Offs is the Station Hub — a dashboard organized by station and apparatus. At a glance, you can see:

• Which rigs have been checked and which haven't
• The most recent check-offs for each apparatus
• Department-wide and station-scoped checklists with quick-start buttons

Use the station picker dropdown to switch between stations if your department has more than one.

Check-Off History

Click History for a full table of all completed check-offs across the department. Filter by:

• Template name — narrow to a specific checklist
• Completed by — see a specific member's work
• Date range — look at a specific time period

Click any entry to see the full results — which items passed, which failed, notes recorded, photos attached, and related work orders.

What to Look For

• Recurring failures on the same item — a pump valve that fails every other week needs maintenance, not another check-off
• Missing checks — if Engine 1's daily check hasn't been completed in three days, something's falling through the cracks
• Sparse notes on required items — if oil level items just say "ok" instead of an actual reading, have a conversation about what the template is asking for

Copying Templates

If you need a similar template for a different apparatus or station — Engine 2's daily check is almost identical to Engine 1's — use the Copy action on an existing template. This duplicates the sections and items, and lets you change the name and scope on the copy. Edit from there rather than rebuilding from scratch.

Best Practices

Organize sections by physical location

Structure your sections the way a member would physically walk through the check. For an apparatus: start at the cab, move to the engine compartment, then each compartment in order, then the pump panel. For a station: start at the front, work through each bay, then the living quarters. Members who can work through the checklist in a natural flow will complete it faster and more thoroughly.

Keep templates focused

A 100-item checklist that takes 45 minutes discourages compliance. Better to have a focused daily check (15-20 items, 5 minutes) and a separate monthly deep inspection (50+ items, thorough). Different frequencies for different depths.

Use critical flags sparingly

If everything is critical, nothing is. Reserve the critical flag for items where a failure genuinely means the equipment shouldn't be used until the issue is resolved — brake function, structural integrity, SCBA air supply. Routine items (cleanliness, minor cosmetic issues) don't need the flag.

Post QR codes where the work happens

Print the template's QR code, laminate it, and mount it where the check happens — on the dashboard, on the pump panel, next to the SCBA rack. See QR Codes + Check-Offs for detailed guidance on placement and best practices.

Frequently Asked Questions