Safety form templates

A safety form is a checklist your crew fill in and sign on a job, such as a pre-work check or a toolbox talk. This article covers job-bound forms. For a form that is not tied to a job, see Checks. The owner and admins build and manage every template in Settings → Form templates, which lists your site reports, job forms and checks in one table. The crew fill job forms in on the job itself.

Before you start

• Only the owner and admins can open Settings → Form templates, so only they create or edit templates. Everyone can still fill in and sign an existing one on a job.
• Only an owner or admin can delete or retire a template.
• Your plan needs the custom safety forms feature. Without it, filling in existing templates and the clock-in gate still work.

Find your templates

Open Settings → Form templates. One table lists every template: site reports, job forms and checks. Use the buttons above it (All, Site reports, Job forms, Checks) or the search box to narrow it. The Used for column says which kind each one is, Rules shows what it enforces (for a job form, Gates clock-in), and Ver. shows its version. A retired template shows Retired.

Create a form

1. Open Settings → Form templates.
2. Select New template, then Job form.
3. Enter a Form name.
4. For each question, enter its label, choose a Type (Checkbox (tick), Text, Date, Photo / image, Signature, Yes / No, or Address (map lookup)), and tick Required if it isn't a checkbox. Use + Add field for another question, and the up, down and remove buttons to reorder or drop one.
5. To make the form block clock-in until it is signed, tick This form must be signed before clocking in to a job.
6. Select Create form.

Change a form

Editing a form publishes a new version rather than changing the one crews have already signed:

1. Open Settings → Form templates and select the form's name. Its editor opens in a panel beside the table.
2. Make your changes and select the publish button. It names the version it's about to create, for example Publish version 2.

The old version stays on record as the evidence of what was signed against it. Crews are offered only the current version. Select Version history in the panel to open the form's page, which lists every version, newest first, each marked superseded once it has been replaced.

Fill in a form

A form is filled in and signed on a job, not on its own, because a submission is evidence about that job. Open the job and use its Safety forms section. Forms you can fill in from the library page are gone: the table lists templates, and the job is where the crew work.

Remove a form

In the form's panel, an owner or admin sees one of two actions, decided by whether anyone has already filled it in:

• No submissions yet. Delete this form removes every version for good.
• Submissions exist. Retire this form keeps every filled-in submission on record and stops offering the form (and stops it gating clock-in).

If something goes wrong

• Your plan doesn’t include custom safety forms. Creating and editing templates needs the paid feature; filling in an existing one doesn't.
• You don’t have permission to manage forms. Only the owner and admins can create, edit, delete or retire a template.
• Forms takes you to Settings. The old Forms list has moved into Settings → Form templates, which only the owner and admins can open. If you aren't one of them, you are taken back to the home page.
• Give every field a label. A question is missing its label. Nothing on screen is highlighted, so check each one you added.