Creating checklist templates

Who can do it: Service provider
Where: Wialon Platform Studio

Checklist templates are reusable configurations for checklists that you can assign to one or more devices. You can create templates to match regional legal requirements or specific customer needs.

Creating a new checklist template is a process organized into three tabs: General, Assignment rules, and Checklist items. To create a functional template, you must configure the General and Checklist items sections. The Assignment rules section is for automatic assignment and can be configured later.

1. In Wialon Platform Studio, navigate to the Customers section.

2. Select the customer you want to create the template for.

3. Navigate to the Checklists.

   

4. Click Add.

This will open the template editor with the three tabs.

This tab defines the basic properties and settings of the checklist.

• Name *: Give the template a descriptive name (for example, “Daily pre-trip inspection (EU Standard)”). This is a mandatory field.
• Time to complete: Specify the maximum expected time for a driver to complete the checklist, entered in hours (for example, enter 0.25 for 15 minutes). This time starts counting from the assignment time. If the time to complete expires without a submitted checklist, the checklist is flagged as Overdue. It the Auto-reject if time to complete is exceeded option is enabled, the checklist is automatically rejected and flagged as Rejected.
• Auto-reject if time to complete is exceeded: Enable this option if you want the system to automatically flag as Rejected a submission that takes longer than the time you specified above.
• Require signature on submission: Enable this option to add a mandatory digital signature field that the driver must sign to complete the checklist.

This tab controls which users or drivers receive this checklist and under what conditions. You can create specific rules for different users and devices. You must have a preconfigured automation for this step.

You can create a checklist template without configuring assignment rules. Omit this step if you want to assign checklists manually or configure the assignment rules later.

1. Click the Add button to open the Create rule window.
2. Configure the rule by specifying the conditions for assignment:
   • Select user: Choose the specific users this rule applies to by selecting them from the list. Alternatively, activate the Assign to current driver toggle to assign the checklist to the driver currently assigned to the device at the moment the automation is activated. When this toggle is active, the user selection becomes unavailable.
   • Select devices: Assign the checklist to specific devices.
   • Select automations: (If applicable) Link the checklist to preliminary created automation.
3. Click Save to add the rule. You can add multiple assignment rules to a single template (for example, one rule for truck drivers, another for van drivers).

When creating automation linked with a checklist template, this automation automatically appears on the Assignment rules tab of this checklist template.

This is where you will build the actual list of questions for the driver or user to answer. The template can’t be saved without at least one question.

1. On the Checklist items tab, click the Add button. Configure each item as needed:

   • Item name *: Enter the question for the driver or user who performs the inspection.
   • Description: Provide optional instructions.
   • Item type: Select the format for the driver’s or user’s answer.
     • Binary check : For simple pass/fail or yes/no questions.
     • Checkboxes : Allows selecting multiple options from a list.
     • Media upload : Requires the driver or user to upload a photo (for example, of the odometer).
     • Multiple choice : For selecting one option from a list of three or more.
     • User input : A free-text field for the driver or user to type an answer.
   • Item options: Define the answer choices for “Binary check” or “Multiple choice” items and set their outcome ( for pass, for fail).
   • Settings: Make the item required, and choose to enable optional comments or media uploads if needed.
   • Click Add or Add and continue to save your item.

2. Repeat this process for all items in your checklis.

   

After you have added a name and added at least one checklist item, you can save the entire template.

If automatic assignment is not configured, you can assign a checklist to devices, users, or drivers manually.