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Completing checklists

This is the staff-facing half of the system - the part that replaces the clipboard. A team member opens a due checklist, works through the items, and submits. SafetyBrik takes care of filing it into the records and Prove It bundle.

Starting a checklist​

There are three ways in:

  • From the dashboard, where today's due and overdue items surface
  • From the templates list at /safety/checklists, by clicking a card with a "Due" or "Overdue" banner
  • From the Team App on a phone, where the same instances appear under the assigned site

In each case the staff member lands on the completion screen at /safety/checklists/:id/complete.

The completion screen​

At the top: the template name, breadcrumbs, and a counter ("3 of 8 items completed"). Below: each item rendered as the right input for its type.

  • Tick - a single checkbox labelled "Done"
  • Temperature - a numeric input in °C, with the acceptable range shown beside it
  • Number - a numeric input, with any range shown beside it
  • Text - a small textarea for free-text responses
  • Photo - a "Take / Choose Photo" button that opens the camera on mobile or a file picker on desktop

Required items are marked. Items linked to a piece of equipment show the equipment name underneath the question. Guidance text - if the template has any - sits below the input.

Out-of-range responses​

For temperature and number items with a range, entering a value that falls outside that range:

  • Turns the input border red
  • Surfaces an inline warning ("Temperature out of acceptable range")
  • Reveals a Corrective Action Required box

The corrective action is a free-text field. The staff member writes what they did - "Moved stock to back-up fridge, rang engineer, will recheck at 10am" - and submits as normal. SafetyBrik creates a corrective-action record against the response and flags the item.

This is the digital version of the SFBB "What went wrong / what did I do about it" column. Skipping it is technically possible, but it leaves a gap in your records; train staff to fill it in at the time.

Don't backfill from memory

Capture the corrective action while you're standing in front of the fridge, not at the end of the day. The whole point of the digital record is that it's contemporaneous.

Photos and evidence​

Photo items use the device camera on phones (rear camera by default, for capturing what you're looking at). On desktop, the file picker is used. Images are pre-processed before upload so they're fast on patchy café Wi-Fi. The photo is stored against the response and travels with the record into Reports and Prove It.

Common uses:

  • A photo of the fridge thermometer display
  • The cleaned area, before and after
  • The label on a delivery
  • A handover whiteboard at end of shift

Notes and exception flows​

Text items act as the catch-all. If a checklist needs "anything we should flag for the next shift?" or "name of duty manager", a Text item handles it. For more structured exception handling - "item not done", "blocker" - the recommended pattern is:

  • A Tick item for the action itself ("Bin emptied?")
  • A Text item immediately after for any notes ("If not done, why?")

Required items can't be skipped. If a piece of equipment is genuinely broken and a temperature reading isn't possible, log a sensible value and use the corrective-action / text field to explain - or in extreme cases, deactivate the equipment in the register so it stops appearing on future instances.

Submitting​

When every required item is filled in, click Submit Checklist. SafetyBrik does four things at once:

  1. Saves every response in bulk (one network call, so it works on slow Wi-Fi)
  2. Creates corrective-action records for any flagged items where a corrective action was entered
  3. Marks the instance as Complete
  4. Returns the staff member to the templates list, where the card now shows a green "Completed" banner

Where completed checklists go​

A completed instance writes to three places automatically:

  • The template's history - visible on the template detail page, showing every past instance with completion time, who completed it, and any flagged items
  • Records and Reports - filterable across templates, dates and locations
  • Prove It - included in the next export bundle, with photos and corrective actions attached

You don't need to "file" or "archive" a completed checklist. Submission does it.

What an EHO sees​

When you generate a Prove It bundle, completed checklists are listed by date with:

  • The template name and category
  • Completion timestamp and who completed it
  • Every item, every response, every photo
  • Every flagged item with its corrective action

It's the same evidence the paper SFBB pack provides - except it's legible, time-stamped at source, and you don't have to hunt through a folder to find last March.