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Checklists

By Audit Now
• 24 articles

Create a checklist manually

Creating a custom checklist manually with the Audit Now Checklist Editor is simple, intuitive, and requires no coding. Whether you're standardizing safety inspections, documenting cleaning procedures, or setting up quality control tasks, our drag-and-drop builder helps you get it done quickly. ✅ What you will need To create a new checklist, you will need: 1. An Audit Now account (free or premium) ▶️ Sign up to Audit Now 2. A user with either one of these roles: Account Admin, Application Admin, Audit Admin Learn more abour roles ▶️ User roles in Audit Now Step-by-Step: Create a Checklist Manually Log in to Audit Now - Open Audit Now in your browser. - Login to your home page and navigate to the Checklist Builder Start a New Checklist - Click Start button under the Build from scratch menu card. - Give your checklist a name (e.g., Daily Safety Inspection). - Optionally, enter Industry, Standards and Workplace information to provide contextual information to your AI Model. Audit Now uses this information and your checklist content to improve the clarity and effectivity of the audit checklist you are creating. - Click Save and Continue button to navigate to the editor. Default checklist section and questions Audit Now generates a default Start Page with 3 identifier input fields to new checklists: 1. Site / Location: This field is automatically mapped to special response type: Site/Location allowing auditors to choose from the list of locations that they are assigned to. Do not remove this field if you are willing to collect location data from your audits. Location is part of audit web and pdf reports and filters unless it is not opted out in checklist start page. 2. Auditor Name: Automatically mapped to special response type Auditor Name. This field is automatically populated from user's login during auditing. 3. Audit Date: Automatically mapped to special response type: Audit Date. This field is automatically populated as user's current date and time during auditing. You may remove these fields from your checklist but it is not recommended as it is commonly best practice to collect audit identifier information. Continue with these articles for next steps: ▶️ Managing pages in a checklist ▶️ Adding / Editing Questions in a checklist ▶️ Using the AI Question Optimizer ▶️ Managing checklist level settings

Last updated on Oct 15, 2026

Adding / Editing Questions in a checklist

Adding / Editing Questions Questions are the heart of your checklist—they guide the auditor and define what’s being evaluated. Each question you add consists of: - Question Text (required) – The main prompt or instruction. - Reason / Description (optional) – A short explanation to provide context or clarify what to look for. - Response Type – Defines how the auditor should answer (Yes/No, Rating, Photo, etc.). We’ll cover response types in detail later. ➕ Adding a Question - Click “Add Question” within any section or page. - Enter your question text (keep it clear and action-oriented). - Optionally, add a reason to guide the auditor or link to policy. Use the icon to expand the menu and choose Add Reason option. - Choose a response type (e.g., checkbox, text, image, rating). Example: - Question: “Are fire extinguishers clearly accessible?” - Reason: “Ensure no obstructions block access in case of emergency.” - Response Type: Yes/No ✏️ Editing a Question - Hover over the question or the reason text. - You can modify the text, reason, or change the response type at any time. - Changes are saved automatically when you click “Done.” - To remove the reason, click on the menu iconand choose the Delete Reason option. 🗑️ Removing a Question - Click on the menu iconand choose the Delete Question option. - You'll be prompted to confirm before deletion. 🔀 Reordering Questions - Drag and drop questions to rearrange them within a section or page. - Group questions logically—for example, by process step, location, or priority. 🎯 Aligning the Question with the Response Type There should be a smooth fit between your question and how the auditor is meant to answer. For example: - “Is PPE available?” → Yes/No - “Rate the cleanliness of the area” → 1–5 Scale or Star Rating - “Describe the issue found” → Long Text Choosing the right response type helps auditors answer more accurately and prevents confusion or vague data. ✍️ Writing Better Audit Questions Well-written questions help motivate your team and reduce “pencil-whipping” (mindlessly checking boxes without inspecting). Here are some tips: ✅ Be specific – Avoid vague prompts like “Check safety.” Instead say, “Are safety signs clearly visible at all entrances?” 💬 Use plain language – Make it easy for anyone to understand, regardless of experience. 🎯 Focus on observable facts – Ask for things the auditor can see, measure, or prove. 🙌 Create ownership – Questions that imply accountability (e.g., “Is today’s checklist signed by the supervisor?”) reduce shortcuts. 🔄 Avoid overload – Don’t ask too many questions at once. Spread them out over pages or sections for better focus.

Last updated on Oct 15, 2026

Using the AI Question Optimizer in the Checklist Editor

Writing audit questions can be tricky, especially if you want them to be clear, professional, and actually helpful in the field. That’s where Audit Now’s AI Question Optimizer comes in. This feature uses AI to automatically improve your checklist questions, making them more effective, easier to understand, and better aligned with response types. ✨ What It Does The AI Question Optimizer: - Rewrites your question for clarity and consistency - Suggests improvements to make it more objective and less ambiguous - Ensures the question matches the selected response type - Adds optional context or clarification in the “Reason” field - Helps reduce “pencil whipping” by making questions more purposeful 🛠️ How to Use It 1. Add or Edit a Question - Start typing your question like you normally would. 2. Click on - You'll see a magic wand or AI icon near the question field. - Click it and let the AI refine your question instantly. 3. Review and Accept Suggestions - The AI will show a suggested improvement. - You can accept it as-is or tweak it further. 4. (Optional) Optimize Again - Want a different variation? Click the AI button again for another suggestion. 💡 Example Original: “Check extinguisher” Optimized: “Is the fire extinguisher clearly labeled, accessible, and within its inspection date?” Added Reason: “Ensure fire safety equipment is usable during emergencies.” 👥 Why It Matters Clear and precise questions: - Improve audit accuracy - Motivate field teams by reducing confusion - Ensure consistent responses across locations - Support better reporting and follow-up actions 🧠 Pro Tip Use the AI Optimizer especially for: - Complex checks (e.g. safety or compliance items) - Questions being reused across multiple teams or sites - Any question that has been misunderstood in past audits Smarter questions = smarter audits. Try optimizing a few key questions in your next checklist and see the difference!

Last updated on Oct 15, 2026

Import Your SOP Document or PDF Checklist

Read Before - Managing pages in a checklist → - Adding / Editing Questions in a checklist → - Using the AI Question Optimizer in the Checklist Editor → Whether you're starting from a company SOP, a paper checklist, or a compliance form in PDF—Audit Now helps you digitize it instantly and begin auditing right away. Where to Start 1. Go to the Checklist section from the left-hand menu 2. Select the option: “Covert PDF to Checklist” Upload Your Document You can upload: - SOPs (Standard Operating Procedures) - PDF checklists - Word documents or guidelines Simply drag and drop or browse your files. For best results, upload PDFs with clear sections and questions. Your checklist will be ready to edit after conversion. How It Works After uploading: - The system reads and extracts audit-relevant questions - AI converts them into structured checklist items - You’ll see a preview of the digital checklist ready for editing You can: - Adjust wording - Choose response types (Yes/No, Pass/Fail, Date, Rating, etc.) - Organize items into sections - Save and publish with one click Checklist creation can also be assisted by Audit Now’s AI-powered refinement, which helps clarify questions and auto-select response types. Best Practices - Use clear and numbered formats in your document to help AI separate questions - Group your SOP into sections (e.g., Opening Tasks, Safety Checks, Closing Tasks) for better organization - After import, review each item to ensure clarity and relevance before publishing Next Article: Use AI to generate a tailored checklist →

Last updated on Oct 15, 2026

Use AI to Generate a Tailored Checklist

Read Before: - Managing pages in a checklist → - Adding / Editing Questions in a checklist → - Using the AI Question Optimizer in the Checklist Editor → This feature is ideal for teams without an existing SOP or those launching a new process. Where to Start 1. Go to the Checklist section in the left-hand menu 2. Select “Create Using AI” Describe Your Checklist In the AI checklist form, answer: - Which industry are you in? – e.g., "Food & Beverege" - What type of workplace? – e.g., Office, Factory Floor, Retail Store - What standards are you checking against? – e.g., HACCP, Internal SOP - What are you auditing? – e.g., "Employee Training" Generate and Review Once you click Generate My Checklist: - The system drafts checklist items and groups them into logical sections - It auto-selects response types based on question structure - You’ll be taken to the checklist editor to review and adjust You can: - Add/edit checklist items - Reorganize sections - Change response types When to Use AI Checklist Generation Use this option when: - You don't have an SOP to upload - You're building a checklist from scratch - You need inspiration or a draft to start from Best Practices - Use short bullet points when describing inspection items - Be clear about where and by whom the checklist will be used - Always review and adjust AI-generated content before publishing Next Article: Import from the checklist library →

Last updated on Oct 15, 2026

Scorable Checklists: Turn Audits into Measurable Performance Data

Overview Scorable checklists transform traditional audit questions into weighted performance measurements. Instead of relying only on simple pass/fail results, you can assign scores, weights, and ranges to generate meaningful analytics. This allows you to measure compliance, identify gaps, and track performance improvements over time. Understanding Scorable Checklists When to Use Scorable Checklists: - Performance evaluations: Measure facility or team performance over time - Compliance scoring: Generate numerical compliance reports for stakeholders - Benchmarking: Compare performance across locations, teams, or time periods - Improvement tracking: Quantify the impact of corrective actions and training - Regulatory reporting: Provide numerical compliance data to regulatory bodies Enabling Scorable Features Activating Scoring for a Checklist: 1. Navigate to Checklists from your main menu 2. Select a checklist and click "Edit Checklist" 3. Open the Settings tab within the checklist editor 4. Toggle ON "Scorable" to enable scoring features 5. Configure scoring parameters: Max Score, Weight, and Range Values What Happens When Scoring is Enabled: - Responses can be assigned numerical scores based on performance criteria - Question weighting becomes available for prioritizing critical items - Range-based values (Out of Spec, Target, Within Spec) are activated - Analytics dashboards and reports become available for performance tracking Page Weighting Balancing Checklist Sections: Beyond question-level weighting, Audit Now supports page-level weighting: - Each checklist page can be assigned a percentage weight to emphasize entire sections - Example distribution: Safety Protocols = 40%, Quality Assessments = 30%, Documentation = 30% - Page weights combine with question weights to calculate overall checklist scores - Ensures fair distribution of scoring across the entire audit Configuring Page Weights: 1. Select a page in your checklist editor 2. Access "Page Settings" in the right panel 3. Set "Scoring Weight" percentage for the page's importance 4. Balance total weights across all pages to equal 100% 5. Consider section importance when allocating weights Group Weighting Organizing Related Questions Groups allow you to organize related questions within a page and assign collective weights to entire sections: - Each group within a page can be assigned a percentage weight. - Example: Food Storage = 40%, Food Preparation = 35%, Documentation = 25%. - Group weights combine with question-level weights to calculate the overall page score. - This provides an additional layer of scoring granularity between pages, groups, and questions. Configuring Group Weights Group weights are managed through Page Settings, not from within the groups themselves. 1. Add a group to your checklist page. 2. Give the group a descriptive name. 3. Add relevant questions to this group. 4. Open the Page Settings section from the right panel. 5. Review and edit group weights from the Group Scoring Weights field. 6. Ensure the total weight of all groups equals 100%. Question Weighting Why Use Question Weighting? Not every question has the same importance. With weights, you can: - Assign higher weight to safety-critical items for appropriate impact on overall scores - Align weights with compliance requirements to reflect regulatory priorities - Balance operational vs. administrative areas ensuring proper focus distribution Setting Question Weights: 1. Select any question in your scorable checklist 2. Access "Scoring" settings in the question panel 3. Configure weight percentage (e.g., Safety-critical question → 20%, Administrative question → 5%) 4. Set Max Score to determine total point contribution 5. Balance across all questions to ensure appropriate distribution Set Range Scores Defining Performance Thresholds: Set Range Scores define the numeric limits (Minimum, Target, Maximum) for scorable questions. These thresholds determine how the system interprets response values. Range Definitions: Minimum: The lowest acceptable performance level. - Responses below Minimum → Out of Spec - Responses between Minimum and Target → Within Spec (partial score) Target: The desired performance benchmark. - Responses exactly equal to Target → Full score Maximum: The highest acceptable performance level. - Responses between Target and Maximum → Within Spec (partial score) - Responses above Maximum → Out of Spec Additional Scoring Settings Non-Conformity Degrees In Audit Now, the non-conformity degree feature allows you to classify issues identified during audits according to their severity levels. With this feature, you can easily distinguish which findings require immediate intervention and which should be noted for improvement planning. Non-conformity degree classification provides the following advantages: - Prioritization: You can quickly identify critical issues and take urgent actions - Risk Management: You can report findings at different severity levels separately - Performance Tracking: You can analyze which types of non-conformities recur more frequently - Action Planning: You can establish different intervention strategies for each severity level - Standard Compliance: You can implement the classification system required by ISO, GMP, and other quality standards Audit Now offers four different non-conformity severity levels: 🟢 Minor These are low-risk findings that do not significantly affect operational processes. Example Situations: - Minor organizational deficiencies - Minor errors in documentation - Aesthetic defects - Small delays in planned maintenance schedules Response Time: Can be corrected within normal workflow 🟡 Major These are medium-level risk findings that affect business processes and require attention. Example Situations: - Non-compliance with procedures - Missing training records - Significant equipment failures - Deviations in hygiene standards Response Time: Should be corrected within a specific timeframe (e.g., 7-15 days) 🔴 Critical These are high-risk findings that directly affect business continuity and safety. Example Situations: - Violation of safety procedures - Non-compliance with legal requirements - Serious deviations in quality standards - Situations threatening customer safety Response Time: Immediately or as soon as possible (within 24-48 hours) ⚫ Critical Failure Override These are the highest severity findings that require immediate intervention and may necessitate stopping operations. Example Situations: - Situations creating life-threatening hazards - Fire safety systems not functioning - Critical control point violations in food safety - Situations carrying legal sanction risk Response Time: Immediate intervention mandatory / Operations may be halted. Note: Questions marked with Critical Failure will cause your audit to fail even if it would otherwise be successful when answered negatively. How to Assign Non-Conformity Type When creating or editing a checklist, you can define a non-conformity type for each question. Checklist Settings: 1. Go to Question Settings → Non-Conformity Degree field 2. Select the appropriate severity level from the dropdown menu: - None (default) - Minor - Major - Critical - Critical Failure Override 3.Save the settings Decimal Precision Score Calculation Accuracy: Configure how precisely scores are calculated and displayed: - Decimal places: Set precision level (e.g., 0.00 for two decimal places) - Rounding rules: Determine how fractional scores are handled - Display format: Control how scores appear in reports and dashboards Direct Score Entry for Numbers Questions For numbers response types, you can choose Direct Score Entry as an alternative to range-based scoring. Configuring Direct Score Entry: 1. Select a number question in your scorable checklist 2. Access Scoring settings in the question panel 3. Choose Direct Score Entry from the scoring method dropdown 4. Set Max Score and Weight as normal 5. Configure decimal precision if needed 6. Set unit of measure (None, Percentage, Currency, etc.) How Direct Score Entry Works: - Auditor enters a numerical value during the audit - The system uses that value directly as the score, up to the defined Max Score - The score is weighted and contributes to the overall audit score - No Min/Target/Max thresholds are required for this scoring method Transform Basic Audits into Strategic Performance Tools With scorable checklists, your audit program becomes a comprehensive performance measurement system. Move beyond simple pass/fail results to sophisticated analytics that drive data-driven operational excellence and regulatory compliance.

Last updated on Oct 15, 2026

Checklist Editor – Adding Reference Photos / Videos / PDFs to Pages or Groups

What This Feature Does You can now upload photos, videos, or PDF files directly to any page or group within the Checklist Editor. These uploaded files act as reference materials that guide auditors during the inspection. Uploaded media automatically appears: - On the mobile app while performing an audit - On the web audit interface during inspections This ensures a standardized, clear, and consistent audit experience for all auditors. Why Use Reference Media? Adding reference photos, videos, or PDFs provides several benefits: - Ensures auditors interpret questions consistently - Clearly demonstrates the expected standard or correct practice - Reduces subjective interpretation errors - Provides guidance for new team members - Maintains audit consistency across different locations - Improves evaluation quality by offering correct/incorrect visual examples How to Add Reference Media in the Checklist Editor Media can be added at both the Page and Group level. Step 1: Open the Checklist in the Editor 1. Go to Checklists from the left menu 2. Select the checklist you want to edit 3. Open the Design tab Step 2: Select a Page or Group Choose where you want to add the media: - A Page (e.g., Start Page, Basic Safety Compliance) - A Group within that page Action icons will appear when you hover over the section. Step 3: Upload the Media File 1. Click the Upload Media icon (photo/video/PDF symbol) 2. Select a file from your computer 3. The file is immediately added to the selected section 4. Maximum file size per upload: 10 MB How Uploaded Media Appears During an Audit On Mobile While answering questions in the mobile app: - The uploaded reference photo/video/PDF appears at the top of the corresponding page or group - Auditors can tap to enlarge or play the file - Ideal for on-site correct/incorrect comparison Example: Correct fire extinguisher placement, Proper storage layout, Cleanliness standard, etc. On the Web Audit Interface When performing audits on the web: - Reference media appears at the top of the page - Files open in a large preview window - Very useful for desk-based audits or multi-monitor workflows Best Practices Reference media is especially useful for: - Safety and compliance criteria - Quality standards - Cleanliness/hygiene expectations - Correct/incorrect comparisons - Equipment usage guidelines - Legal documents or procedural flows - Visual work instructions Tips: - Use high-quality images - Prefer PDF for multi-page documents - Choose visuals that reflect real field conditions - Update reference media when necessary

Last updated on Oct 15, 2026

Disable Gallery Access in Checklist Settings

What It Does The Disable Gallery Access setting is a checklist-level control that restricts how auditors can add photos during mobile inspections. When enabled, auditors can only capture new photos or videos using their device camera in real-time—they cannot select existing images from their device gallery. This feature is configured in the Settings tab of the Checklist Editor and applies to all audits conducted with that specific checklist. Why Use This Feature Disabling gallery access helps organizations maintain: - Audit Integrity: Ensures all photos are taken during the actual inspection, not uploaded from previous events - Compliance Requirements: Meets regulatory standards that require real-time documentation - Quality Control: Prevents auditors from using outdated or irrelevant photos from their device storage - Data Security: Reduces risk of accidentally including sensitive personal photos in audit reports How to Enable 1. Navigate to Checklists from the left-hand menu 2. Select the checklist you want to configure or create a new one 3. Click on the Settings tab at the top of the Checklist Editor 4. Scroll down to find Disable Gallery Access 5. Toggle the switch to ON (blue) 6. The setting is saved automatically 7. Publish your checklist to apply changes to future audits What Happens When Enabled For Auditors Using the Mobile App: When an auditor attempts to add media to a question during an inspection: Before (Gallery Access Enabled - Default): - Tap media button → Choose between "Take Photo/Video" or "Choose from Gallery" - Can upload any existing photos or videos from device storage - Can select multiple images at once from photo library After (Gallery Access Disabled): - Tap media button → Only "Take Photo/Video" option appears - Camera opens immediately for real-time capture - Gallery/photo library option is completely hidden - Must capture new content on the spot Best Practices When to Enable This Feature: Highly Recommended For: - Food safety inspections requiring real-time evidence - Quality control checks where current conditions must be documented - Hygiene audits requiring proof of current state Consider Leaving Disabled For: - Pre-audit document collection (permits, certificates, etc.) - Reference photo comparisons (before/after scenarios) - Training or demonstration purposes Common Use Cases Food & Beverage Industry HACCP Compliance Audits: Enable to ensure all temperature readings, food storage conditions, and cleanliness checks are documented in real-time with accurate timestamps. Healthcare Facilities Infection Control Inspections: Prevent use of old photos by requiring fresh documentation of sanitization procedures, equipment cleanliness, and facility conditions. Manufacturing & Construction Safety Walkthroughs: Guarantee that hazard identification photos reflect current site conditions, not historical or staged images. Retail & Hospitality Store Opening/Closing Checklists: Ensure managers document actual store conditions at specific times rather than reusing previous photos. Property Management Move-In/Move-Out Inspections: Require real-time capture to accurately reflect property condition at the exact moment of inspection.

Last updated on Oct 15, 2026

Prevent New Audit If In Progress Exists

What It Does Prevent New Audit If In Progress Exists is a user-level control that restricts audit initiation. When this setting is enabled for a user, they cannot start a new audit if they have any incomplete (In Progress) audits. This feature is configured in the Profile tab under User Management and affects the user's audit behavior in both mobile and web applications. Why Use This Feature Preventing new audits when in-progress audits exist helps organizations maintain: - Focus and Productivity: Ensures auditors concentrate on one audit at a time, reducing distraction - Audit Quality: Prevents incomplete audits, guaranteeing thorough completion of each inspection - Data Integrity: Stops users from confusing multiple audits and entering data into the wrong form - Organized Workflow: Encourages users to finish what they start, improving completion rates - Resource Management: Keeps the number of open and incomplete audits under control How to Enable 1. Navigate to Settings from the left-hand menu 2. Select User Management 3. Find the user you want to configure 4. Click the three-dot menu on the right side of the user 5. Select View / Edit Profile 6. Go to the Profile tab 7. Scroll to the Audit Settings section 8. Toggle Prevent New Form If In Progress Exists to ON (blue) 9. Save the setting What Happens When Enabled In the Web Application: When a user attempts to start a new audit: Before (Feature Disabled - Default): - Click "Start Audit" from any checklist - Audit starts immediately - User can work on multiple in-progress audits simultaneously After (Feature Enabled): - Click "Start Audit" - "You Have an In-Progress Audit" modal appears - Modal lists all in-progress audits with checklist name and creation date - User must complete existing audit before starting a new one - Cannot start a new audit In the Mobile Application: When a user attempts to start a new audit: Before (Feature Disabled - Default): - Tap "Start Audit" - See "Select a template and start" - Select from template list - Audit starts immediately After (Feature Enabled): - Tap "Start Audit" - "You have ongoing audits." modal appears - Warning message: "You cannot start a new audit because you have an ongoing one. You can view your ongoing audits below." - Lists all in-progress audits with: - Checklist name - Creation date - "Continue" button for each audit - "Close" button at bottom - Cannot start a new audit Best Practices When to Enable This Feature: Highly Recommended For: - Field auditors who move between locations - Users with time management challenges - New auditors learning the system - Quality-focused inspections requiring complete documentation - Regulated industries with high completion rate requirements Consider Leaving Disabled For: - Experienced managers handling multiple projects - Complex audits that take several days to complete - Testing and training scenarios - Situations where interruptions are common Common Use Cases Food & Beverage Industry HACCP Compliance Audits: Prevent managers from starting evening shift audits before completing morning audits, ensuring each inspection is thoroughly documented. Manufacturing & Construction Safety Inspections: Ensure safety officers complete one production line audit before moving to another, preventing confusion and incomplete documentation. Healthcare Facilities Infection Control Inspections: Enable for new nurses to establish completion discipline; disable for experienced staff managing multiple responsibilities. Retail & Hospitality Store Inspections: Ensure regional managers complete on-site audits at each location before moving to the next store. Property Management Move-In/Move-Out Inspections: Guarantee inspectors finish documenting one property before starting another inspection.

Last updated on Oct 15, 2026

Physical Location Validation

Overview Physical Location Validation ensures that audits can only be started, continued, or edited when the user is physically present at the selected location. When enabled, the system checks the mobile device’s GPS position and compares it to the coordinates of the chosen location. If the user is outside the defined boundary, audit actions are restricted. How It Works The system verifies the user’s GPS location each time an audit action is initiated. If the user is not at the selected site: - A new audit cannot be started - An in-progress audit cannot be continued - A completed audit cannot be edited - The audit becomes read-only This ensures the accuracy and credibility of audit records. Enabling Physical Location Validation (Checklist Level) 1. Open Checklists from the left menu. 2. Select the checklist you want to configure. 3. Go to the Settings tab. 4. Enable Physical Location Validation. 5. Adjust Proximity Tolerance 6. Click Publish to apply the change. Once published, all audits created from this checklist will require on-site presence. User Experience When the Feature Is Active Starting a New Audit - If the user is not at the selected location, the audit cannot be started. - A warning message appears: Location Proximity Error – You are not in the selected location. Please go to the selected location. Returning to an In-Progress Audit - The app performs a location check again. - If the user is not on-site: - The audit opens in read-only mode - No responses or fields can be edited Editing a Completed Audit - Editing requires physical presence at the location. - If the user is not at the site, editing is blocked and the audit opens in read-only mode. Override Physical Location Validation (User-Level Temporary Permission) This setting allows specific users to temporarily bypass location requirements. It is used for situations such as: - GPS not working indoors - Managers reviewing audits from head office - Training or demo sessions - Administrative corrections - Emergency access How to Enable Override 1. Open Settings → User Management 2. Select the user and choose View / Edit Profile 3. Enable Override Physical Location Validation 4. Select a duration: - Minutes - Hours - Days - Leave empty for manual disable What Override Allows While the override is active, the user can: - Start new audits from anywhere - Continue in-progress audits - Edit completed audits When the selected duration ends, the override is automatically disabled. How Does Physical Location Validation Work in the Mobile App? When Physical Location Validation is enabled through checklist settings, it becomes actively available in the mobile application. All operations that users can perform on an audit are controlled based on location information. This feature increases data reliability by ensuring that audits can only be conducted at the correct location. Starting an Audit 1. During the audit initiation phase, the system checks whether the user is at the selected location. 2. If the user is not at the location, the audit cannot be started and access to content is not granted. Continuing an In-Progress Audit 1. When a user wants to return to a previously started but incomplete audit, the app performs location validation again. 2. If the user is not at the location, the audit cannot be edited. 3. The audit can only be viewed, but no changes can be made to any fields. Editing a Completed Audit 1. When a completed audit needs to be reopened and modified, the system again requires location validation. 2. If the user is not at the location, editing operations are blocked and the audit opens in view-only mode. Override Physical Location Validation (User-Level Permission) If the “Override Physical Location Validation” setting is enabled for a specific user, that user can perform all audit actions regardless of their physical location for the duration that has been set.

Last updated on Oct 15, 2026

Customize Your Audit Reports with Report Templates

Example Use Cases - Executive Summary: Scores and critical findings only - Detailed Compliance Report: All questions, answers, and instructions - Field Team Report: Photos and actions focused - Quick Review: Failed items Why Use Custom Report Templates? - Focus: Show only relevant information - Flexibility: Different templates for different audiences - Consistency: Standard reporting format How to Create a New Template Step 1: Access the Checklist Editor 1. Open your checklist in the web application 2. Click the "Reports" tab in the top menu 3. View the "Report Templates" section Step 2: Create New Template 1. Click the "Create New Template" button 2. Fill in the template information in the panel that opens on the right Step 3: Enter Basic Information Template Name Give your template a descriptive name. Good examples: - "Executive Presentation" - "Compliance Audit Report" - "Daily Field Inspection" - "Client Sharing Report" Tip: Choose a template name that reflects the report's purpose. Setting Template Scope This setting determines where your template can be used: | Option | Description | |---|---| | ○ Only This Checklist | Template is used only for this specific checklist. Ideal for unique, specialized reporting requirements. | | ○ Only This Checklist | Template is available organization-wide. Perfect for standard reporting formats. (Recommended) | Display Options Choose which sections appear in your report. Each option has a toggle (on/off) button: 1. Audit Questions - What it includes: All questions and answers from the checklist - When to use: Detailed audit records 2. Findings - What it includes: Failed items and identified issues - When to use: Issue-focused reports 3. Actions - What it includes: Created corrective and preventive actions - When to use: Follow-up required reports 4. Scoring - What it includes: Audit score, percentages, pass/fail status - When to use: Metric-focused executive reports 5. Instructions - What it includes: Guidance notes added to questions - When to use: Training and procedure documents 6. Media - What it includes: Photos and videos captured during audit - When to use: Reports requiring visual evidence Template Suggestions | Report Type | Recommended Options | Use Case | |---|---|---| | Executive Summary | Scoring + Findings + Actions | Quick status update | | Detailed Audit | All (default) | Official record and audit | | Field Report | Findings + Media + Actions | Immediate response | | Training Document | Questions + Instructions | New employee onboarding | | Client Presentation | Scoring + Media | Professional sharing | Managing Templates Editing a Template 1. In the Reports tab, click directly on the template card 2. The editing panel will automatically open on the right side 3. Make your changes (name, description, scope, display options) 4. Click "Save" Tip: When you click on a template card, you can edit all settings from the same panel. No separate "Edit" menu needed Disabling a Template You can temporarily disable a template instead of deleting it: 1. Click the ⋮ (three-dot) menu on the template card 2. Select "Deactivate" option 3. The template remains visible in the list but cannot be selected 4. To reactivate, use "Activate" option from the same menu Important: Disabled templates are not deleted, just temporarily unavailable. This is a safer option than permanent deletion Setting a Default Template Make your most-used template the default: - Select "Make Default" option on the template card - New audits will automatically use this template - The default template card will display a ⭐ star indicator Best Practices Do's - Use descriptive names (e.g., "ISO 9001 Audit Report") - Create purpose-specific templates - Utilize the description field - Build a template library (3-5 standard templates)

Last updated on Oct 15, 2026

Importing Location Data via CSV File

Overview In Audit Now, you can add location-specific operational data to your checklists to be used as reference during audits. By uploading a CSV file, you can display metrics such as sales figures, hygiene scores, customer ratings (Google Business, etc.) during audits and automatically include them in your reports. How Does CSV Data Upload Work? Data uploaded in CSV format is automatically filtered based on the selected location when an audit is started and displayed in the following areas: - Mobile Application: On the "Location Metrics" page during the audit - PDF Reports: In reports generated when the audit is completed Important Information - CSV data is for informational purposes only - It is not evaluated as an audit question - It does not require a response or action from the user - It is not included in score calculations - The current CSV file uploaded to the checklist is always displayed CSV File Format The CSV file you upload must contain the following three columns: | Column Name | Description | Example | |---|---|---| | Location | Name of the location the data belongs to | "Beşiktaş Branch", "Istanbul Factory" | | Question | Metric or description to be displayed | " Google Business ", "Monthly Revenue" | | Answer | Related metric value | "78", "450000 TL", "%2.4" | Step by Step: CSV File Upload 1. Prepare Your CSV File - Organize your data in Excel - Use three columns: Location, Question, Answer - You can add as many metrics as you want for each location - Save the file in CSV format 2. Upload CSV in Checklist Editor 1. Go to the Settings tab in the checklist editor and open the "Integration" section 2. Find the "CSV Upload Area" heading 3. Drag and drop your prepared CSV file or upload it from the file selector 4. When the upload is successful, the file name will be displayed 3. Publish the Checklist - Publish the checklist to save changes - CSV data will now be available for all audits started with this checklist Using in Audits Viewing on Mobile Application CSV data is automatically displayed when the audit is started: 1. Start the audit in the mobile application 2. The "Location Metrics" page opens automatically immediately after the audit start page 3. View all metrics for the selected location 4. This data can be used as reference throughout the audit The location metrics page provides auditors with location-specific context before the audit and guides them on which areas to focus on. In PDF Reports When the audit is completed: - Location metrics are automatically included in the generated PDF report - You don't need to take any additional action during reporting - Current data from the CSV is reflected in the report Data Update When you want to update your CSV data: 1. Delete the existing CSV file in the checklist editor 2. Upload the updated new CSV file 3. Publish the checklist Note: Whichever CSV file is uploaded to the checklist, the current data is displayed in the mobile application and reports. Reports of past audits do not change. Best Practices When Preparing CSV File - Use consistent location names: Location names in the CSV must match exactly with the names in your location hierarchy in Audit Now - Choose meaningful metric names: Use descriptive names in the "Soru" column that auditors can easily understand - Specify units: Add units for numerical values in the Cevap column (TL, %, points, etc.) - Update regularly: Ensure auditors have access to the most current information by updating your data periodically What Data Should You Add? CSV format is ideal for the following types of data: - Sales and financial metrics: Monthly revenue, daily sales, average basket value - Quality scores: Hygiene scores, supplier evaluations, internal audit scores - Customer feedback: Google Business score, social media scores, NPS values - Operational KPIs: Waste ratio, efficiency metrics, inventory turnover - Comparison data: Previous month values, regional averages, target values

Last updated on Oct 15, 2026

Conditional Logic: Automate Your Audit Workflows

Overview Conditional Logic automatically triggers actions based on audit responses, making your inspections more thorough and consistent. Set rules once, and let Audit Now handle follow-ups, evidence requests, and notifications automatically. Common Use Cases: - Require action plans for failed items - Request photo evidence when issues are found - Send alerts when values exceed safety limits - Show follow-up questions based on responses 1. How Conditional Logic Works Conditional Logic evaluates responses and automatically activates specific rules. Each Conditional Logic rule consists of two core components: Trigger Condition Determines when a response will trigger the rule. For example: - If response status is Failed - If the entered value exceeds the defined limit Action Defines the operation that will be automatically applied by the system when the condition is met. For example: - Require action plan creation - Request photo or video - Send notification - Show additional questions With this structure, necessary actions are automatically triggered during the audit without requiring manual intervention from the user. 2. Setting Up Conditional Logic Where to Add Rules 1. Click the Edit button from the Checklists tab to open your checklist 2. Select the question you want to add logic to 3. Click Add Rule below the question 4. Define your condition and action 💡 Tip: You can add multiple rules to a single question. 3. Condition Types Conditions are triggered based on the response given by the auditor. 3.1. Response Status Conditions The following response statuses can be used as conditions: - Pass - Fail - Warning - Not Applicable Example usage: - If response status is Fail → require action plan - If response status is Warning → require comment 3.2. Numeric Value Conditions For numeric question types, conditions can be defined based on the value entered by the user. Supported comparisons: - Is - Is not - Is greater than - Is less than - Is empty - Is not empty Example usage: - If temperature value is less than 28 degrees → send notification - If entered value is empty → request comment 4. Action Types When a condition is met, the system automatically applies the following actions. 4.1. Require Action Forces auditors to create a corrective action before completing the audit. When to use: - Failed safety checks - Quality violations - Non-compliance findings ✅ Audit cannot be completed until action is created 4.2. Require Evidence Makes photo or video documentation mandatory. When to use: - Damage documentation - Before/after comparisons - Proof of cleaning or maintenance ✅ Audit cannot be completed until media is attached 4.3. Require Comment Forces auditors to add explanatory notes. When to use: - Unusual findings - Warning conditions - Context-dependent results ✅ Audit cannot be completed until comment is added 4.4. Send Notification Sends instant push notifications and/or emails to specified users or user groups. This action is typically used for: - Critical violations - Situations requiring urgent intervention - Management notifications 4.5. Ask Question (Conditional Visibility) Reveals additional questions based on responses, creating dynamic audit flows. When to use: - Follow-up investigations - Conditional inspections - Progressive disclosure workflows Example: If "Equipment malfunction" is selected → Show detailed troubleshooting questions 5. Review Before Completion When mandatory requirements aren't met, auditors see the Review screen: Required Items Incomplete - Shows count of missing requirements - Lists specific items needing attention - Mandatory Fields Missing button navigates to incomplete sections Audit cannot be submitted until all required fields are completed. 6. Web and Mobile Behaviors Mobile App - Conditional Logic rules are applied instantly during audits - Action, evidence, or comment requirements are clearly displayed to the user - Audit cannot be completed until missing items are addressed Web Dashboard - Conditional Logic rules are managed centrally - Audit results are analyzed in detail - Standard audit templates can be created 7. Tips - Always define action or evidence requirements for critical questions - Use limit-based conditions for numeric questions - You can create multiple Conditional Logic rules for the same question - It's recommended to conduct a test audit before publishing your rules

Last updated on Oct 15, 2026

AI Visual Audit: Automated Inspection with Photo and Video

What Is AI Visual Audit? AI Visual Audit is an Audit Now feature that analyzes photos or short videos captured by auditors in the field and automatically answers the questions on a checklist page. Here is how it works: 1. The admin enables a checklist page as AI Visual Audit and tells the AI how to evaluate each question. 2. When the field team reaches that page in the mobile app, they capture a photo or video. 3. The AI reviews the media, answers each question, provides a confidence score, and explains its reasoning. 4. The auditor confirms the answers, makes corrections if needed, and adds notes or actions. 5. The report is generated automatically with AI answers, reasoning, detected objects, and visual evidence. In short: Your field team shifts from "performing the audit" to "collecting evidence for the audit." The AI makes the call; the human approves it. When to Use It AI Visual Audit is built for situations that can be verified visually. It is especially valuable in scenarios like these: - Hygiene and food safety audits — staff uniforms, hairnets/beard covers, open or closed containers, jewelry, and similar items. - In-store visual standards — window display, product placement, labeling, cleanliness. - On-site safety checks — fire extinguisher visibility, PPE usage, emergency exit signage. - Routine facility walkthroughs — repeatedly evaluating the same checkpoints to a consistent standard. - Multi-location quality consistency — verifying that the same standard is applied the same way across dozens of branches. Part 1: Setting Up AI Visual Audit on Web All AI Visual Audit configuration is done in the web app, from the checklist designer. Nothing needs to be set up on mobile; the moment your settings are published, they appear in the field team's app. Page-Level AI Settings A checklist page is either an AI Visual Audit page or it isn't — this choice is made per page. AI Visual Audit pages and standard pages can sit side by side in the same checklist. Steps: 1. Open the checklist from the Checklists menu. 2. Click the purple gear icon (AI Visual Audits) next to the page you want AI to evaluate. 3. In the panel that opens, switch on Enable AI Visual Audits. From here, you set the basics for the page: - Input Type (Required) — The field team will capture Photo or Video on this page. Use video for dynamic processes (food prep, assembly) and photos for static checks (window displays, storage areas). - Photo Scope — Two options: - Per Question: A separate photo is captured for each question. Best for independent checkpoints. - Single Capture: A single photo set is enough for all questions on the page. Use this when several things are checked in the same scene (kitchen hygiene, for example). - Maximum Photo Count — The upper limit your field team can capture (e.g., 5). Setting it too low risks insufficient evidence; setting it too high creates unnecessary media bloat. - Video Duration — Maximum recording length in video mode (default 30 seconds). Short, focused clips deliver more accurate analysis. Capture Guide and Reference Content These are the most critical settings for making sure your field team records from the right angle and with enough detail. The Capture Guide field shows the auditor a short set of instructions the moment they switch to the camera in mobile. Keep it short, sequenced, and action-oriented, like the example below: "Start by showing an overall view of the area being recorded. Move the camera slowly and steadily to capture the entire space and key checkpoints. Make sure staff, equipment, and work areas are clearly visible. Pause briefly on important details to highlight them. Keep the footage clear, well-lit, and uninterrupted." In the Reference Content (Optional) section, you can upload a sample Reference Video or Reference Photo for the field team. This appears under the "Reference Visuals" button in the mobile app and shows the auditor what "a good capture looks like." It cuts training time significantly. Question-Level AI Instructions Page settings build the frame; the real driver of analysis quality is the AI Inspection Prompt at the question level. For every question, define how the AI should evaluate the visual — clearly and measurably. Steps: 1. Click a question on a page where AI Visual Audit is enabled. 2. The Question Settings tab opens in the right panel. 3. Write what the AI should focus on in the AI Inspection Prompt field. A good prompt example: "Verify that the product label is clear and readable, that the barcode is intact, and that the expiration date is clearly visible. The label must not be torn, wrinkled, or faded." A weak prompt: "Check the labels." (Too vague — produces inconsistent results.) Three principles for writing strong prompts: - Be specific — instead of "clean," write "no grease stains, food debris, or marks." - Be measurable — instead of "appropriate," write "label readable from a 1-meter distance." - State the positive/negative case clearly — spell out what counts as "Yes" and what counts as "No." Object Detection: Required and Forbidden Objects If you want the AI to verify the presence or absence of specific objects in the image, use Object Detection. Instead of relying on text reasoning alone, the AI physically searches for the object — which significantly increases accuracy. Toggle on Question Settings → Object Detection and fill in two lists (each with a maximum of 4 objects): - Required Objects — Objects that must be present in the image. Examples: "fire extinguisher," "hairnet," "hand sanitizer." If absent, the AI marks the answer as No / Fail. - Forbidden Objects — Objects that must not be present in the image. Examples: "watch," "ring," "open bottle." If detected, the AI marks the answer as No / Fail. Object detection is especially powerful in hygiene and OHS audits. For instance, on the question "Does staff wear watches, rings, or bracelets?" — adding watch, ring, bracelet to the Forbidden Objects list lets the AI flag a fail the moment it detects one and highlight the marked frame in the PDF report. Evaluation Examples If you want the AI to be more consistent in borderline situations, add Evaluation Examples (up to 4 visuals per category): - Pass Examples — Visuals you consider "this counts as Yes / Pass." - Fail Examples — Visuals you consider "this counts as No / Fail." These examples are particularly useful when you are setting up a new AI Visual Audit and want to clarify the quality threshold. If you have multiple auditors in the field who interpret the same situation differently, this is the first tool to reach for. Note: Evaluation Examples are optional; the AI Inspection Prompt alone is enough in most cases. But for hard-to-judge questions (e.g., "Does the window display meet our standards?"), examples noticeably improve accuracy. Part 2: Running an AI Visual Audit on Mobile Once configuration is complete on the web, the workflow on mobile becomes very simple: capture, submit, review. Starting an Audit The field team can start an audit in one of three ways: 1. Ad-hoc start — Pick a checklist that contains an AI Visual Audit page from the Checklists screen. 2. Scheduled task — Open an assigned scheduled task from the notification or the tasks screen. The first screen is the Start Page. Required fields are filled in here: - Location / Department — Where the audit takes place (selected from the location hierarchy). - Auditor Name — Pre-filled automatically from the logged-in user. - Audit Date — Pre-filled automatically; can be changed if needed. Tapping Continue moves you to the AI Visual Audit page. Audit Preparation Screen This screen prepares the field team for capture. Three pieces of information are shown: - The mode selected for the page (Photo/Video Mode) and the duration or limit. - The number of questions the AI will answer on that page (e.g., "5 Questions"). - Capture Guide — The instructions you configured on the web are shown here. Optionally, the Reference Visuals button lets the user review the reference video or photo. Once ready, tapping Start opens the camera. Capturing Photo or Video The camera screen is single-purpose by design: - The page name and a short Capture Guide snippet (expandable) stay visible at the top. - At the bottom: mode selector (Photo Mode / Video Mode), zoom options (1x/2x/3x), and flash control. - A large capture button in the middle. In video mode, recording stops automatically when it reaches the maximum duration. In photo mode, every captured image is listed in the gallery — you can delete, retake, or add new ones (up to the configured maximum). Once capture is complete, tapping Continue starts the upload. After upload, the AI analysis runs on the server side; a progress indicator is shown while it runs. Reviewing AI Answers When the analysis is complete, the AI's answer is shown for each question with color coding: - Green selected button (e.g., Yes) — the AI considers the situation compliant. - Red selected button (e.g., No) — the AI has detected a non-compliance. - AI Confidence Score — Shown as a percentage below the answer (e.g., 95%). When the score is low, the AI answer is flagged with a yellow/orange warning; these answers should be reviewed manually. - Reason — A short, expandable text explaining the AI's reasoning. - Detected Objects — Highlighted as labeled boxes overlaid on the image. If the AI couldn't answer any of the questions, the questions are shown with the standard manual answering UI; the field team can fill them in manually. Editing Answers, Adding Notes and Actions Three quick actions sit below each question card: - Edit Note — Modify the AI's Reason text or add your own note. The report shows both the AI answer and the user note. - Add Action — Create a corrective action for the finding. The question, location, and date are pre-filled. - Media — Attach additional photos or video. To change the AI's answer, tap a different answer button. The system records the change; linked findings and action rules are updated automatically (Pass↔Fail transition). Automatic action creation: If an action rule is defined for the question (e.g., "if the answer is No, an action is required"), the system opens an automatic action when the AI returns a Fail answer (for example, ACT-115 — Covered Storage of Food Items). This action appears immediately on mobile, with its priority and assignee. When all questions are answered, tap Complete Audit to submit. The report is generated automatically — AI answers, confidence scores, reasoning, detected objects, created actions, and all media attachments appear in the PDF. Tips for Best Results - Use specific and measurable criteria in the AI prompt. Instead of "clean," write "no grease stains or food debris." - Use object detection to guarantee the presence or absence of critical objects. It is the strongest tool for hygiene and OHS questions. - Use clear reference photos for required objects. Make it explicit what the AI should understand by "fire extinguisher" with example visuals. - Define forbidden objects explicitly to prevent errors. Anything not in the list isn't treated as forbidden. - Keep the capture guide short, sequenced, and action-oriented. Guides longer than three to five sentences won't be read. - Start with a pilot location. Compare AI answers against human review at a single branch, optimize the prompts, then roll out broadly. - Always manually review answers with low confidence scores. AI is a tool; the auditor remains accountable. - Keep historical AI answers. Tracking how the same question is answered for the same scene over time shows where your standard is evolving.

Last updated on Oct 15, 2026

Response Types Guide: Choose the Right Response Type for Each Question

A response type decides how an auditor answers a question: choosing from fixed options, typing text, entering a number, taking a photo, and so on. You choose the response type for each question while you build your checklist. This article is for people who build checklists. To learn how to use response types while auditing, see Response Types and How to Use Them During Auditing. How to Choose a Response Type 1. Open your checklist in the editor and click the question whose response type you want to change 2. Click the response type button next to the question 3. Select a category from the list on the left: Basic, Numeric, Multi-choice, Rating, Media, Automated, or My 4. Click the response type you want from the list on the right Some ready-made option sets show +1 next to them. This means the set includes a third option (for example, Yes / No and Yes / No +1 are listed separately). Categories and Response Types Basic | Response Type | What It Is For | |---|---| | Auditor Name | Filled in automatically with the auditor's name, and can be edited if needed | | Location | Choose a site or location from your organization's location hierarchy | | Audit Date | Records when the audit takes place | | Date | Pick a single date from the calendar | | Date and Time | Pick both a date and a time in one field | | Short Text | Short entries such as a name, ID, or label | | Long Text | Detailed notes, findings, or observations | | Checkbox | Mark an item as checked or completed | | Ready-made option sets | Choose one fixed option, such as Yes / No, Pass / Fail, Compliant / Non-Compliant, or Good / Average (+1) | Numeric | Response Type | What It Is For | |---|---| | Number | Numeric values such as quantities, measurements, or thresholds | | Time/Duration | Duration values in minutes or hours | | Currency | Financial amounts such as costs or penalties | | Percentage | Values entered as a percentage (for example, 75%) | Multi-choice | Response Type | What It Is For | |---|---| | Criticality | Choose urgency or risk level from a dropdown, such as High, Moderate, or Low | | + Select List | A list of values you define yourself (it can appear as a button group or a dropdown) | Rating | Response Type | What It Is For | |---|---| | Star Rating | Tap stars to give a rating from 1 to 5 | | 1 - 3 Scale | A rating from 1 to 3 | | 1 - 5 Scale | A rating from 1 to 5 | | Thumbs Up/Down | Quickly show approval or disapproval with 👍 or 👎 | Media | Response Type | What It Is For | |---|---| | Photo/Video | Capture photos or videos as supporting evidence | | Voice | Record a short voice note | | Signature | Sign on the screen with a finger or stylus | | Annotation | Upload files with notes or marked-up images | Automated | Response Type | What It Is For | |---|---| | GPS Location Capture | Records the auditor's location automatically, with no action needed | | Barcode / QR Code Scanner | Scans asset or product codes with the device camera | My Response types that you saved for reuse are listed here. If you have not saved any yet, the list is empty. Options and Result Statuses For response types with options, such as the ready-made option sets or + Select List, every option has a result status. The status decides how the result is evaluated when the auditor selects that option. For example, the Compliant option is linked to Pass, and the Non-Compliant option is linked to Fail. To see or change the status of each option: 1. Click the question 2. In the Question Settings panel on the right, look at the Values list. The status appears next to each option (Pass, Fail, N/A) What Does N/A (Not Applicable) Mean? N/A stands for Not Applicable. You select it when a question does not apply to the situation being audited. Example: The question is "Are the holiday decorations up?" The answer is normally Yes or No. But outside the holiday season, no one expects decorations to be up. The question does not apply, so the correct answer is N/A. In sets with a third option (Yes - No - N/A, Pass - Fail - N/A, Compliant - Non-Compliant - N/A), choose N/A when the question does not apply. To add an N/A option to a question, choose a +1 option set, or set an option's status to N/A in your own + Select List. Best Practices - Use ready-made option sets to keep results consistent - Pair Photo/Video with a comment on checks that can fail - Add GPS Location Capture and Barcode / QR Code Scanner for audits that need location and asset traceability - Add an N/A option to questions that may not apply at every location, so auditors do not have to give a misleading Yes or No Next steps Learn how auditors use response types during an audit. Next article: Response Types and How to Use Them During Auditing →

Last updated on Oct 15, 2026

Checklist or Location Not Showing: Troubleshooting Guide

If a user cannot see a checklist or a location when starting an audit, the cause is usually one of the settings below. As an administrator, check them in order. Most of the time the problem is found in the first three steps. 1. Is the Checklist Active? 1. Go to the Checklists page 2. Check that the Status column of the checklist says Active An archived or deactivated checklist cannot be used for audits. The ⋮ menu at the end of the row includes Archive ("It will no longer be active but can be restored") and Deactivate ("Disable this checklist for auditing"). You can find archived checklists on the Archive tab. There, use Restore in the row's ⋮ menu to make a checklist active again. 2. Is the User Allowed to Conduct Audits? 1. On the Checklists page, click the ⋮ menu in the checklist's row and select Settings 2. On the Access tab, open the Audits sub-tab 3. Check that the user appears in at least one of the User Groups, Individual Users, or Locations sections On this screen you will see: "Who can conduct audits using this checklist? Access will be granted to anyone who matches ANY of the criteria from sections 1, 2, or 3 (User Groups OR Individual Users OR Locations)." If nobody is selected, only the owner can access the checklist. Also check the Access and Results sub-tabs on the same page to see who can access the checklist and who can view its results. If you change any setting, remember to click Save Access Rights. 3. Are the User's Location and Role Correct? 1. Go to Settings → User Management and click the user 2. In the Location card, check the locations assigned to the user. Click Edit to change them 3. In the Application Role card, check that the role is suitable for conducting audits (for example, Standard User: a basic user who can conduct audits and view results) Every user is assigned to specific locations based on their area of responsibility. To learn what each role can do, see User Roles in Audit Now. 4. Are Audits Enabled for the Location Level? 1. Go to Settings → Locations and click Level Management 2. Check the switch in the Enable Audits column. This switch turns the audit feature on for the locations at that level If the switch is off, the audit feature is not enabled for locations at that level. If you only want audits to be conducted at the store or site level, turn off the switches for the upper levels (for example, Region). Make sure the switch is on for the level where audits should be conducted. 5. Is the Location Active? 1. On the Settings → Locations page, open the location tree 2. Check that the Active switch next to the location is on Quick Check Table | Symptom | Where to Look | |---|---| | The checklist does not appear at all | Checklists → is Status Active? (Step 1) | | The user cannot see the checklist | Checklist Settings → Access → Audits (Step 2) | | The user cannot see a location | User page → Location card (Step 3) | | Audits can be started at the region level too | Level Management → Enable Audits (Step 4) | | A location is missing from the list | Locations → Active switch (Step 5) | Best Practices - After creating a new checklist, add the user group or location that will use it on the Audits sub-tab - Use user groups instead of adding users one by one, they are easier to manage - When you add a new location, check that it also appears in the users' Location cards Next steps Learn more about who can access a checklist and conduct audits with it. Next article: Manage Who Can Conduct Audits →

Last updated on Oct 15, 2026

Find the Right Checklist: Template, AI, PDF, or From Scratch

There are four ways to create a checklist in Audit Now. You can reach all of them from the cards at the top of the Checklists page. The best choice depends on what you already have and how specific your process is. Which Option Should I Choose? | Your Situation | Best Option | |---|---| | A ready-made template for your industry would do the job | Choose from templates | | You already have a PDF form, an SOP document, or a paper checklist | Convert PDF to Checklist | | You could not find a template, but you know your industry, standard, and what you audit | Create using AI | | Your process is very specific and you want to define every question and response type yourself | Create a checklist manually | Whichever option you start with, you can always edit the checklist in the editor afterward. 1. Choose from Templates According to the info icon on the card, you can choose from thousands of ready-made, industry-specific templates. 1. On the Checklists page, click the Choose from templates card 2. Type a keyword into the Search box (for example, "hygiene" or "fire"), or click Filters In the filter panel you can narrow the list by your favorites, sort order, industry, standard, facility type, and profession. 3. On a template, click View Template. The Template Preview opens on the right 4. On the Questions tab, review the template's questions the way an auditor would see them 5. If it fits, click Use This Template In the same preview, the Get Template section lets you download the template as a PDF or a Word file. This is useful when you want to put a template's list of questions on paper or share it with your team. For more details, see Import from the Checklist Library. 2. Create Using AI When you cannot find a ready-made template, the AI assistant can build a checklist for your industry and needs. 1. Click the Create using AI card 2. Answer four short questions in order. For each one you can click a suggestion or type your own answer: - Industry: Which industry are you in? (for example, Manufacturing, Healthcare, Food & Beverage, Construction, Retail) - Workplace: What kind of workplace do you have? (for example, factory, office, warehouse, restaurant, hospital) - Standard: Which standards do you audit against? (for example, ISO 9001, HACCP, OSHA regulations, GMP, internal SOP) - Target: What are you auditing? (for example, a production line, facility safety, employee training) 3. On the last step, click the button to create the checklist The clearer your answers are, the closer the checklist will be to what you need. You can edit the result in the editor. For more details, see Use AI to Generate a Tailored Checklist. 3. Convert PDF to Checklist If you already have an audit form, a standard operating procedure (SOP), or a checklist, AI can turn it into an interactive digital checklist. 1. Click the Convert PDF to Checklist card 2. Drag your PDF file into the window or click browse to select it. You can upload up to 3 PDF files, and each file must not exceed 10MB 3. If you like, write your wishes for the conversion in Give AI instructions (for example, "Make the critical hygiene questions required and set the response types to Yes/No") 4. Click Upload The conversion is processed in the background, and you will be notified by email when your checklist is ready. To receive the email, make sure PDF upload notifications are enabled in your notification settings. For the best results, upload PDFs with clear sections and questions. For more details, see Import Your SOP Document or PDF Checklist. 4. Create a Checklist Manually You build your own checklist from scratch with a drag-and-drop interface. It is ideal for unique processes, or when you want full control over every question and response type. For the steps, see Create a checklist manually. Frequently Asked Questions Is there a ready-made checklist for my industry? Start by searching in Choose from templates. If you do not find a match, try Create using AI. The AI wizard asks for your industry, standard, and what you audit, and builds a checklist for you. Can I print a template's list of questions? Yes. In the template preview, use the PDF or Word buttons under Get Template. To download the report of a completed audit as a PDF, see Viewing, Editing, and Generating Audit Reports. I used a template but want to change it. Can I? Yes. When you use a template, the checklist opens in the editor, where you can change its questions, pages, and response types. Best Practices - Browse the template's questions on the Questions tab before you use it, so you can rule out a template that does not suit your team - In the AI wizard, do not skip the Standard step. Telling the AI which standard you audit against improves the result - If you already have a paper form, try Convert PDF to Checklist instead of writing everything from scratch Next steps Learn how to import your checklist from the template library in detail. Next article: Import from the Checklist Library →

Last updated on Oct 15, 2026

Preview, Archive, or Restore Your Checklist

Before you start using a checklist, you can preview its questions the way an auditor will see them. When you no longer need a checklist, you can archive it, deactivate it, or restore it. To delete a checklist permanently, you need to write to the support team. This article covers all of this step by step. How to Preview Checklist Questions 1. On the Checklists page, click Edit Checklist on the checklist's row 2. On the Design tab, click the eye icon in the middle of the page. A preview panel opens on the right, inside a phone frame 3. Click a page or a question in the list on the left. The preview shows the page and question you selected 4. Use the page selector below the preview to move between pages 5. To close the preview, click the X icon in the same place. The Question Settings panel appears again The preview is for viewing only. You cannot answer questions or move the audit forward in it. Use it to see the result right away while you edit a question. If you want to try it like a real audit, you can use Start Audit. To see the questions of a ready-made template before you use it, open the Questions tab in the template preview in the Template Library. How to Archive or Deactivate a Checklist 1. On the Checklists page, click the ⋮ menu at the end of the checklist's row 2. Choose what you need: - Archive: "Move this checklist to the archive. It will no longer be active but can be restored." - Deactivate: "Disable this checklist for auditing." The Settings option in the same menu is for managing access and report distribution rules. How to Restore an Archived Checklist The checklists you archive appear on the Archive tab. 1. On the Checklists page, click the Archive tab 2. Click the ⋮ menu at the end of the checklist's row 3. Choose Restore from the menu: "Restore this checklist from the archive. It will be active again." How to Delete a Checklist Permanently Users cannot delete checklists themselves. When a checklist is deleted, the past audits and forms linked to it can be affected too, so deletion is done together with the support team. If you want a permanent deletion, send the support team a request with the checklist's name. If you are not sure, leave the checklist in the archive. You can restore it at any time. Which One Should I Choose? | What You Want to Do | What to Do | |---|---| | You will not use the checklist for now, but you may need it later | Archive it, and use Restore on the Archive tab when you need it | | You want to turn the checklist off for audits | Deactivate | | You no longer need the checklist at all | Archive it first. If you need permanent deletion, write to the support team | | You want to remove one question or page inside a checklist | Do not delete the checklist. Delete that question or page in the editor | For question and page actions in the editor, see Adding / Editing Questions in a checklist and Managing pages in a checklist. Frequently Asked Questions Can I delete a checklist, or can I only deactivate it? You cannot delete checklists yourself, but you can use Archive or Deactivate. If you want permanent deletion, write to the support team. Because the past audits and forms linked to a deleted checklist can be affected, deletion is done together with the support team. What should I do instead of deleting a checklist? Move a checklist you do not use to the archive with Archive. You can make an archived checklist active again at any time with Restore. How do I use an archived checklist again? On the Archive tab, open the checklist's ⋮ menu and choose Restore. The checklist becomes active again. I cannot see the question preview. The preview opens from the eye icon on the Design tab of the checklist editor (Edit Checklist). Look for it in the editor, not on the checklists page. Best Practices - After you edit a question, open the preview to see how an auditor will see it - Archive checklists you are unsure about instead of deleting them. You can restore them any time - If only one question or page in a checklist is not useful, do not delete the whole checklist. Remove that question or page in the editor Next steps Learn how to manage who can use and see your checklist. Next article: Manage Who Can Conduct Audits →

Last updated on Oct 15, 2026

Max Score vs. Weight: What Is the Difference?

Every question in a checklist has two separate fields in its Question Settings panel: Max Score and Weight (%). Both affect the score, but they do different jobs. This article explains the difference and where the settings are. Where Are These Settings? 1. On the Checklists page, click Edit Checklist on the checklist's row 2. On the Design tab, click a question 3. In the Question Settings panel on the right, you will see the Max Score and Weight fields The Difference | Field | What It Means | What It Is For | |---|---|---| | Max Score | The highest score the question can receive | Sets how many points the question is worth | | Weight (%) | The question's share of importance in the overall score | Gives more impact to important questions (for example, safety-related ones) and less to others | In short: Max Score sets the "value" of a question, and Weight sets its "importance" in the overall result. You can also set weights at the page and group level. For details, see Scorable Checklists: Turn Audits into Measurable Performance Data. Set Up Scoring and Score Thresholds General score settings are in the Scoring section of the checklist's Settings tab: - The Scoring Enabled switch turns scoring on or off for this checklist. It has a Premium badge next to it. The card below it lists Premium features, including weighted question evaluation - Compliance Status Thresholds show the score ranges that decide the final result of an audit: Fail (below 70), Warning (70 to 89), and Pass (above 89) Note: For "Pass", "greater than" (>) is used. For example, if you enter 90, Warning is 70–90 and Pass is above 90. In this case, a score of 90 falls in the "Warning" category, while 90.1 and above is in the "Pass" category. Frequently Asked Questions Are weight and score the same thing? No. Max Score is the highest score a question can receive. Weight is the question's share of importance in the overall score. Where can I change weights? At the question level, in the Question Settings panel. For page and group weights, see the steps in the Scorable Checklists article. Where do I change the score thresholds? In the checklist's Settings → Scoring → Compliance Status Thresholds section. Why does scoring have a Premium badge? A Premium badge appears next to the Scoring Enabled switch in the Scoring section. To see what is available on your plan, check the plan comparison on Settings → Billing & Subscription. Best Practices - Decide first which questions matter most for the result, then set Weight values accordingly - Set the score thresholds to the level your organization accepts - After you make changes, remember to click Publish Next steps Learn more about scoring, and about page and group weights. Next article: Scorable Checklists: Turn Audits into Measurable Performance Data →

Last updated on Oct 15, 2026

Who Can See What? An Overview of Checklist, Audit, and Results Permissions

In Audit Now, the question "who can do and see what" for a checklist is managed in four separate areas. All of them are on the checklist's Settings tab, in the Access & Distribution section. This article gives an overview of the four areas. The Four Permission Areas 1. On the checklist's row, click Edit Checklist 2. Open the Settings tab and expand the Access & Distribution section | Question | Button | What It Decides | |---|---|---| | Who can access this checklist? | Manage Access | Who can open and see the checklist. The owner has full access automatically | | Who can conduct audits? | Manage Access | Who will conduct audits using this checklist | | Who can view/modify results? | Manage Access | Who can view and modify the results of this checklist | | Manage Report Distribution | Manage Distribution | Who automatically receives audit reports | On a new checklist, only its owner has access by default. For other users to use it, you need to add users, groups, or locations in these areas. Who Do You Choose in Each Area? - Access: User groups and individual users - Who can conduct audits: According to the on-screen description, anyone who matches ANY of the criteria: user groups OR individual users OR locations - Who can view/modify results: User groups OR individual users. If you enable "Restrict by locations", users will be able to access results only through their locations The Manage Access buttons open the Checklist Settings page in a new tab. The page has Access, Audits, and Results tabs. After you make your changes, click Save Access Rights. What Do Roles Do? Permissions depend on the user's application role as well as the checklist settings. Examples of roles: - Standard User: A basic user who can conduct audits and view results - Other roles, such as the admin roles (Application Admin, Audit Admin, Account Admin) For everything each role can do, see User Roles in Audit Now. Detailed Guides - Who can conduct audits: Manage Who Can Conduct Audits - Who can view or edit results: Manage Who Can See or Edit Audit Results - Who receives reports: Manage Who Receives Automatic Audit Reports Frequently Asked Questions How do I restrict basic users' access to results? Access to results depends on two things: the Who can view/modify results? setting on the checklist, and the user's application role. Use the setting to limit who can see results, and look at Restrict by locations to limit by location. You can find what a role affects in User Roles in Audit Now and in the results permissions guide. A user cannot see the checklist. What should I do? Check that the user has audit permission and appears in the right group, user list, or location. Also check that the checklist is Active, and the user's location and role. For who can conduct audits, see Manage Who Can Conduct Audits. Who can see a new checklist? By default, only its owner. For other users to use it, give permissions in the areas above. Best Practices - Use user groups instead of adding users one by one - After you create a new checklist, review the four areas in order - After permission changes, remember to click Save Access Rights Next steps Learn in detail who can conduct audits. Next article: Manage Who Can Conduct Audits →

Last updated on Oct 15, 2026

Supplier Audits and First Article Forms: Find a Template or Build Your Own

There are two ways to handle supplier audits and First Article forms: find a ready-made checklist in the Template Library, or build your own form. 1. Search for Ready-Made Supplier Templates 1. On the Checklists page, click the Choose from templates card 2. Type supplier into the Search box and press Enter In this example the search found 26 checklists. They include the Six Sigma Supplier Quality Management Audit Checklist, the AS9110 Supplier Management and Procurement Audit Checklist, the Food Supplier Verification Audit Checklist, and the FSSC 22000 Supplier Management and Traceability Audit Checklist. Before you use a template, click View Template and look at the questions on the Questions tab. When you find a suitable one, bring it into your checklists with Use This Template. 2. Build the First Article Form Yourself In this example, searching for first article in the Template Library returned no results. In that case, you can build your own First Article Form in one of three ways: - Convert PDF to Checklist: If you already have a First Article Form as a PDF, upload it. AI turns it into questions and response types - Create using AI: Enter your industry, workplace, standard, and target to get a draft - Create a checklist manually: Build the form from scratch with the drag-and-drop interface. You can use response types such as Number for measured values and Photo/Video for photo evidence To compare the three ways, see the "Find the Right Checklist" guide. For the manual steps, use Create a checklist manually. Who Can Fill In the Form? To conduct an audit with a checklist, a person must be a user in Audit Now and appear as a user, user group, or location in the checklist's Who can conduct audits? setting. If you want your suppliers to fill in the form, you must give them this permission. For details, see Manage Who Can Conduct Audits. Frequently Asked Questions Can a supplier create their own First Article Form? You can build your own form in one of the three ways above. For a supplier to create or fill in the form themselves, they must be an authorized user in Audit Now. Is there a ready-made First Article Form template? In this example, searching for "first article" in the Template Library returned no results. The library can be updated, and you can also search with other keywords (for example, "supplier" or "inspection"). Best Practices - Start with general keywords such as "supplier". If you find a suitable template, edit it to fit - Use the Number response type for questions that need a measurement and Photo/Video for questions that need evidence Next steps Learn in detail how to use ready-made templates. Next article: Import from the Checklist Library →

Last updated on Oct 15, 2026

I Cannot Create a Checklist with AI: What to Check

If you cannot create a checklist with AI or from a PDF, first check the points below. If the problem continues, write to the support team. If Create Using AI Does Not Work The wizard has four steps: Industry, Workplace, Standard, and Target. In each step you can click one of the suggestions or type your own answer. 1. Make sure you fill in the field in every step. The Continue button stays disabled (gray) while the field is empty 2. On the last step, type an answer to the question about what you are auditing. The button that creates the checklist stays disabled until you enter an answer 3. After you click the button, wait without closing the page If Convert PDF to Checklist Does Not Work 1. Make sure you use a PDF file. You can upload up to 3 PDF files, and each file must not exceed 10MB 2. After you select the file, click Upload. The button is disabled until a file is selected 3. The conversion is processed in the background. You will be notified by email when your checklist is ready. Make sure PDF upload notifications are enabled in your notification settings 4. For the best results, upload PDFs with clear sections and questions For details, see Import Your SOP Document or PDF Checklist and Use AI to Generate a Tailored Checklist. If the Problem Continues: What to Send to the Support Team Write to the support team with: - Which way you used: Create using AI or Convert PDF to Checklist - What you typed as answers in the wizard, or the PDF file's name, size, and page count - The error message you see, and a screenshot if possible - When the problem happened With this information, the team can look into the problem faster. Frequently Asked Questions How long does AI take to prepare a checklist? This article does not give a time. The PDF conversion is processed in the background and you are told by email when it is ready. What else can I do? To find a ready-made template, use Choose from templates. To build one from scratch, use Create a checklist manually. Best Practices - In the wizard, write your industry, standard, and what you audit clearly - Use readable headings and numbered questions in your PDFs Next steps Learn the other ways to create a checklist. Next article: Use AI to Generate a Tailored Checklist →

Last updated on Oct 15, 2026