Embedded Files
This guide will detail all available customisation options for any checklist or playbook in system.
Take a read and let us know how you would like to set-up and customise your checklists.
Please note any edits to an existing checklist or playbook will need to be completed by the OCC team, we are always more than happy to assist!
Whats the difference?
Whats the difference?
Checklists
Checklists
Checklists are for when you are checking something.
Are completed within a single session.
Typically comprise of yes/no type questions.
Questions can be grouped together into sections.
Example: Monthly Fire Walkaround Check.
VS
VS
Playbooks
Playbooks
Playbooks are for when you are doing something.
Mainly comprise of steps / checkboxes.
Progress can be saved and continued in another session.
Steps can be grouped together into sections, however each section must be completed before progressing to the next.
Example: Employee Inductions or Site/Asset Procedures.
Checklists
Checklists
As a rule, we recommend that checklists should be kept to a maximum of 30 questions to ensure they are manageable, encourage thoroughness, and reduce the likelihood of interruptions impacting completion.
'Submittable by' Options
'Submittable by' Options
Checklists in the system can be set up to have the following access levels:
Managers with access to the site
Managers with access to the site
You must be logged in and have manager access to the site, asset or employee in order to complete.
Users with access to the site only
Users with access to the site only
You must be logged in and have either user or manager access to the site, asset or employee in order to complete.
Anyone via a QR code / QR code link
Anyone via a QR code / QR code link
You must use a valid link or QR code (e.g., a Site QR Poster), but you don’t need to be logged in to complete.
This option is particularly popular for checklists expected to be completed by non-registered employees, such as asset pre-use checks.
Anonymously via QR & Anyone via a QR code / QR code link
Anonymously via QR & Anyone via a QR code / QR code link
Includes all the capabilities of the option above, with the added ability to create a truly anonymous submission workflow. This can be facilitated by a unique Anonymous QR code and is most commonly used for whistleblowing purposes.
Only the employee
Only the employee
Only available on employee checklists, this option restricts the ability to submit only to the employee the checklist added to. Example - Health Surveillance / DSE Assessments.
Questions Types
Questions Types
Here are examples of the question types available in OCC.
1️⃣Yes / No
1️⃣Yes / No
The most common question type - the question can be configured to create a corrective action on either a 'yes' or a 'no' response.
Note - we do not have an n/a option on OCC. See here as to why.
2️⃣Single-line free text
2️⃣Single-line free text
For the need to input some text e.g. current milage on a vehicle check.
3️⃣Multi-line free text
3️⃣Multi-line free text
Similar to the single-line question type, but allows multi-lines. Useful if the expected answer needs significant space - e.g. Lists.
4️⃣Image
4️⃣Image
This question type requires an upload of an image. When interacted with on a mobile device, you will have the option to directly open the camera to immediately attach an image. Useful if you need to record photographic evidence for things during a check - e.g. Images of a vehicle.
5️⃣PDF or Image
5️⃣PDF or Image
Similar to the Image question type, but will also accept PDF files too.
6️⃣Informational
6️⃣Informational
A piece of text that sits in the checklist. This is often used to give additional context / information to the user completing the checklist.
7️⃣Acknowledgement
7️⃣Acknowledgement
A checkbox question. This is optional when part of a checklist (unlike Playbooks).
8️⃣Temperature
8️⃣Temperature
Question type typically used for temperature checks such as fridges and freezers. Triggers can be configured for the question for specific temperature ranges - e.g. Action on temperature > 5°C
Note this may require custom development to implement so may take longer to implement.
Further Checklist Configuration
Further Checklist Configuration
Question Description
Question Description
You can add additional descriptions for each question. These descriptions support text, links, images, videos and more!
Sections
Sections
Questions can be put into sections. This is useful to visually group similar questions and bring more structure to your checklists.
Corrective Action Titles
Corrective Action Titles
For each question you can configure the title of the corrective action task that will generate when triggered.
e.g. On a ladder checklist, the corrective action title for each question may be 'Ladder Check Action'.
Corrective Action Text
Corrective Action Text
This is the instruction that appears inside the corrective action task - we usually default to 'Take appropriate action'. This can be entirely bespoke for your needs - e.g. 'call Bob's Ladders on 01234 56782 to book repairs.'
Playbooks
Playbooks
Playbooks are similar to checklists, but they are more about doing things as opposed to checking things. While a checklist usually involves simple yes/no responses, a playbook guides employees through specific steps that must be completed and ticked off, section by section (where sections are used). For example, a playbook might be used to onboard a new employee or to manage a restaurant’s opening and closing procedures.
Playbooks can be divided into sections to ensure tasks are completed in the correct order. Each section must be finished before moving on to the next, creating a clear, ordered flow. For instance, during an induction process, all tasks in a “Day 1 tasks” section must be completed before progressing to the “Day 2 tasks” section.
Playbooks can also be saved part-way through. It is possible to resume a submission later, as long as the maximum time allowed for completion has not been exceeded.
Playbook Specific Options
Playbook Specific Options
There are a couple of playbook specific options to configure:
Maximum time to complete
Maximum time to complete
If this time is exceeded, the checklist responses will be cleared and the checklist will need to be completed again.
Share Completion Progress
Share Completion Progress
This setting determines whether any user can resume and complete a partially saved playbook, or only the person who started it.
For example, an employee induction playbook might be configured so that only the manager who began it can continue once it has been partially saved. In contrast, a premises opening checklist may need to be picked up and completed by another team member.
Playbook Questions
Playbook Questions
Playbooks can contain the same types of questions that are used in checklists; however, they will typically consist mainly of acknowledgement questions, as playbooks are designed to have users confirm that something has been done.
Unlike in checklists, these acknowledgement questions are compulsory and must be ticked in order to submit the playbook or move on to the next section.
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