How Does it Work?

Checkit Workflow Management enables organisations to ensure that defined procedures are carried out by the right people, in the right place, at the right time and are automatically recorded. Often this will be used by organisations who have to comply with regulations (food preparation, heath care, security) but is also used by many other types of organisation to ensure that important routine tasks are completed with a high degree of auditable reliability and consistency. image_2.jpg
By creating single checks or multiple-check checklists for tasks/procedures and assigning them to selected staff, devices and locations, an organisation can achieve a great deal of control over the execution of work and very high resolution data documenting that work. All checks performed using our Workflow Management service are time, date and user stamped and are relayed to the Checkit cloud where they are stored securely. Once a check is recorded, it cannot be amended or tampered with. Reports and system management are available through our online portal, the Checkit Control Centre . For greater detail on the full scope, example applications and features of Workflow Management, please refer to our website image_4.png

Checkit checklists can be built with optional questions for the user to answer as well as fields into which they must enter data, attach photographs or scan-in bar/QR code data. Documents including details or company procedures can be linked to checklists/checklist questions to help operators’ complete checklists correctly.

The Checkit App enables a mobile phone to:

  • receive alerts on the phone when a checklist is due to be completed (daily opening routine at 9.00 AM for example, daily fire escape check, weekly fire escape check, ...)
  • list all of the checklists assigned (to the user of the phone) and highlight checklists which are due to be completed now or soon as well as checklists which are ‘overdue’  or incomplete (the checklist creator specified that you should complete the checks at 9.00 every day but its 9.30 and the checklist has not been competed for today, for example)
  • open and complete checklists (selecting from multiple choice answers, yes/no choices, inputting data, referring to procedure documentation)
  • scan a QR code (displayed with a room number on a door for example or on a piece of equipment) to detect and open checklists that have been linked with that QR code (a medical operating theatre, for example, in which cleaners must carry out certain pre-defined tasks in a particular way)
  • attach photographs as part of a response to a predefined check (part of a quality procedure for example)
  • automatic transmission of the completed checklist data to the cloud where it can be accessed both on its own and as part of a larger dataset/report.

The App can be downloaded for free from the Google Play store. The App can only be installed if you have subscribed to Checkit and it is only useful to install it if you have created at least one checklist.

For many organisations use of an App on employees own mobile phones this will make use of Checkit to ensure that work is completed in the right way, by the right people, at the right time, in the right place and automatically recorded, much cheaper and easy to achieve, particularly when there are large numbers of staff.

However, if the work environment is rugged or such that staff would not want to use their personal phones, Checkit checklists can also be complete using a Checkit Memo, a mobile-like handheld device with a reinforced rubber body to make it more shock proof and water resistant for use in kitchens and other rugged work settings.

The Checkit App and the Checkit Memo have identical functionality (both use the App in fact) and differ only in device-specific ways – which sounds are available for notification, for example.

Checkit checks and checklists are created and managed using the the Control Centre which is a web portal (not an App) to which your organisation must subscribe. Checklists can then be accessed by the people and devices you specify, using a mobile phone with Checkit App installed or a Checkit Memo.

You can control who can do what with Checkit which recognises several different levels of access  which you control: while all of your staff may be able to open and complete checklists for example, only selected staff may be given the level of access  required to create and allocate checklists. Similarly, only selected staff may be able to install the Checkit App on a mobile device and allocate the login information - the owner of the phone would need to access Checkit App on that phone once it has been installed for them. For more details about the access levels and user roles please  refer to User Roles & Permissions.

(Note that you may find some content in our Help Centre that was written when the Checkit Memo was the only handheld device one could use to work with Checkit checklists. In most instances you can read ‘Memo’ as ‘Memo/App’ although there will be some small differences in the way some things are done on one device when compared with the other).

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