Check Form Builder & Management

The Check Form Builder lets you create custom digital forms for operational checks in your business — things like opening checklists, cleaning schedules, delivery checks, or any other routine procedure your team needs to complete. Once a form is built, you can assign it to locations and schedule it to appear automatically.

Overview

There are two main areas:

• Check Forms — where you view, manage, activate, and organise all your existing forms.
• Check Form Builder — where you create new forms or issue new revisions of existing ones.

You’ll also find a Form Library with pre-built templates you can adopt and customise.

Creating a New Form

To create a form from scratch:

1. Go to Check Forms and click the ‘New Form’ button.
2. The builder opens with two panels:

Form Details (left panel)

• Title (required) — the name of the form (e.g., “Opening Checklist”, “Delivery Check”).
• Description (optional) — a brief explanation of the form’s purpose.
• Reference Code (required) — a short code to identify the form (e.g., “FK-FS-01”, “HACCP”).
• Revision Number (required) — starts at 1 for new forms.
• Location(s) (required) — select which locations this form applies to. You must assign at least one.
• Department(s) (optional) — assign to specific departments if your account has the Departments feature.

Form Preview (right panel)

This shows a live preview of your form as you build it. Click ‘Add element to form’ to start adding fields.

3. Once you’ve added all your fields, click ‘Create Form’ to save.

Field Types

When adding an element to your form, you can choose from the following types:

Field Type	What It Does
Description / Instructions	Display-only text for guidance or notes — not an input field.
Yes / No / NA	Radio buttons for Yes, No, or Not Applicable answers.
Yes / No / NA with Files & Comments	Same as above, with the option to attach photos and add comments.
Yes / No (Boolean)	Simple Yes or No toggle.
Text (Short)	Single-line text input.
Text (Long)	Multi-line text area for longer answers.
Number	Numeric input.
Date	Date picker.
Time	Time picker.
Date & Time	Combined date and time picker.
Dropdown	A dropdown menu with custom options that you define.
Temperature	Temperature input with configurable min/max range for validation.
Signature	Signature capture field.
Image Attachment	File upload for photos or documents.
Supplier List	Dropdown populated from your suppliers.

Each element has a title (the question or label) and an optional description (help text shown below the field).

For Dropdown fields, you’ll need to add at least one option. Options can be reordered using the up/down arrows.

For Temperature fields, you can set a minimum and maximum temperature to flag out-of-range readings.

Reordering and Duplicating Fields

• Use the up/down arrows on each element to change the order.
• Use the duplicate button to copy an element — useful when you have similar questions.
• Use the delete button to remove an element.

Managing Your Forms

The Check Forms page lists all your forms with options to filter and organise them.

Display options:

• Switch between table view and card view.
• Search by form title or description.
• Filter by department (if Departments feature is enabled).
• Toggle ‘Show Archived Forms’ to reveal archived forms.

Table columns:

• Title, Issue Date, Issued By, Reference, Revision, Locations, Departments, and Description.

Activating and Deactivating Forms

Forms must be activated before they appear in the Checks section for your team to complete.

• In the form management view, use the Activate / Deactivate toggle on each form.
• Active forms are available for scheduling and completion.
• Inactive forms are hidden from the Checks page but can be reactivated at any time.

Revisions and Version Control

Instead of editing a form directly, Forkto uses a revision system. This keeps a history of changes and ensures completed checks reference the correct version of the form.

To create a new revision:

1. Find the form in the Check Forms list.
2. Click ‘New Revision’.
3. The builder opens with the form’s current content and an incremented revision number.
4. Make your changes — add, remove, or update fields as needed.
5. Click ‘Issue New Revision’ to save.

The previous revision is automatically deprecated, and the new one becomes the active version. All historical checks completed against the old revision are preserved.

Scheduling Forms

Once a form is active, you can schedule it to appear automatically for your team. Scheduling options include:

• 2x per hour, 3x per hour, or Hourly
• Daily — at a specific hour
• Weekly — on a specific day and hour
• Monthly — on a specific date or weekday and hour

Schedules are set per location, so different sites can have different schedules for the same form.

Using the Form Library

The Form Library provides pre-built templates for common checks. To use one:

1. Go to the Form Library.
2. Browse the available templates (e.g., Food Cook Log, Delivery Driver Readiness Check, Fire Drill Check).
3. Click ‘Preview’ to see the form before adopting it.
4. Click ‘Adopt this form’ — the template opens in the builder where you can customise it.
5. Adjust the title, reference code, fields, and location assignments to suit your business.
6. Save as a new form.

Archiving Forms

To remove a form from active use while keeping it for reference:

1. In the Check Forms list, click the ‘Archive’ button on the form.
2. The form will be hidden from the main view.

To view or restore archived forms, toggle ‘Show Archived Forms’ and click ‘Unarchive’ on the form you want to bring back.

Auditor Access

If your account has the Auditor role, you can view check forms and their details but cannot create, edit, activate, or archive them.

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Well-designed check forms are the foundation of consistent operational standards. Build forms that are clear and easy for your team to complete, and use revisions to keep them up to date as your processes evolve.