Check Forms & Builder

Check Forms is where you author and maintain the forms that staff fill in on the Daily Checks screen. Find it in the sidebar under Business → Check Forms.

The Check Forms list

The list shows every form your organisation has built, with columns for Title, Issue Date, Issued By, Reference, Revision, Locations, Departments, and Description.

Use the Search check forms bar to filter by title, reference, description, or issuer name. If your organisation uses departments, a department filter also appears.

From the overflow menu (⋯) you can:

• Switch the list between table and card layout (Switch to Cards / Switch to Table)
• Show or hide old form versions (Show archived forms / Hide archived forms)

Each row has an active/inactive toggle — only active forms appear on the Checks page for staff. Deactivating a form removes all its revisions from the active list at once. There is also a New Revision button and, when a form is inactive, an Archive button to hide it from view permanently. Archived forms show an Unarchive button to restore them.

Creating a new form

1. Click New Form in the top action bar.
2. Fill in the Form Details panel on the left:
   • Form Title — the name staff will see on their check card.
   • Form Description — optional summary shown on the card.
   • Reference Code (e.g., HACCP) — a short code for documentation purposes.
   • Form Revision — starts at 1 for a new form.
3. Under Assignments, select the locations (and departments, if applicable) where this form should appear.
4. Add fields in the right-hand panel using Add element to form.

Adding and editing elements

Clicking Add element to form opens the Add an element to the form modal. Choose an element type from the Form Element dropdown, give it an Item Title, and optionally add an Item Description.

Available element types:

Label	What it does
Yes/No/NA	Three-option compliance tick
Yes/No/NA With Photos & Comments (File Upload)	As above, plus file attachment
Yes/No	Simple two-option tick
Text (Short)	Single-line text field
Text (Long)	Multi-line text area
Number	Numeric input
Date	Date picker
Time	Time picker
Date & Time	Combined date and time picker
Dropdown	Single-choice list (you define the options)
Supplier List (Dropdown)	Dropdown pre-populated with your suppliers
Temperature	Numeric input with optional min/max range validation (°C)
Signature	Digital signature field
Image Attachment (File Upload)	Photo or file upload
Instructions/Notes	Read-only text block for guidance

Click Add to Form to save the element. You can reorder elements using the up/down controls on the canvas, duplicate them, or remove them. To edit an existing element, click the edit icon on it and choose Save Changes when done.

When ready, click Create Check Form to publish. The form is automatically activated.

Issuing a new revision

When a form needs to change — for example, after a regulatory update — issue a new revision rather than editing the original. From the Check Forms list, click New Revision next to the form. The builder opens pre-populated with the existing content. Make your changes, then click Issue New Revision (No. X). The old revision is deprecated automatically and the new one becomes active.

Once a form has been issued, make changes by issuing a new revision rather than editing the original. This keeps a clean version history and preserves the records already completed against the old version.

Using the Form Library

The Form Library provides ready-made check forms you can adopt as a starting point. Open it from the Check Forms overflow menu by clicking Form Library.

Each library card shows the form’s reference, revision, category, and tags. Click Preview the form to see what the form looks like before committing. In the preview modal, click Adopt this form to copy it into the form builder where you can adjust the title, reference, assignments, and elements before saving it as your own form.