Form templates

Form templates are the checklists and forms your crew fills in on their phones when they check in to a task or check out of it — a pre-task safety check, a site handover, an end-of-day sign-off. You build each form once here, then choose which projects use it.

Where to find it

Menu: Project › Form templates · Address: hub.siteconnect.ai/projects/form-templatesWho can use it: anyone with the Task · View permission can see the list. Building, editing and archiving forms needs Task · Edit. See Roles and permissions.

How forms reach the crew

1. You build a form here and decide which projects it's for.
2. In each project's check-in settings (project Settings tab › On-site check-in › Detailed settings), add the form with Add form and mark it Ask on check-in and/or Ask on check-out. Check-in settings can only be changed by admins. See Inside a project.
3. When someone checks in to (or out of) a task in that project, the app asks them to fill in the form first.

If a project has no form, checking in simply starts the clock.

Build a form

1. Click New form. The form builder opens on its own page.
2. Enter a Form name (for example "Pre-task safety check") and, if you like, a Description.
3. Under Used at, choose when the form is asked: Both, Check-in only or Check-out only. A form that asks about the whole day and wants a signature belongs at check-out, not check-in.
4. Under Applies to, choose Selected projects and tick the projects, or choose All projects. A form for all projects appears in every project, including ones created later.
5. Add your items: under Add item, click the type of item you want. Repeat for each question.
6. For each item, type the question and decide whether it's required. Use the arrows to reorder items and the trash icon to remove one.
7. Click Preview as staff see it to check the form, then click Save form at the top.

You'll see Form saved and return to the list.

Item types

Type	Use it for
Pass / Fail	Inspection points. The most important type — it's the only one that creates follow-up work.
Photo taken on the spot	A photo taken with the camera there and then. Picking from the gallery isn't allowed.
Signature	Signed directly on the screen.
Text	Descriptions and notes.
Number	Temperature, pressure, quantity and so on.
Single choice	A preset list of options — enter the options separated by commas.
Scan a code	A QR or NFC tag on equipment or at a patrol point.
Yes / No	Ordinary questions. Answering "No" isn't counted as a failure.
Date and time	A date, or a date and time.
Checkbox	One item on a checklist — tick it when it's done.
Text block	Shows guidance text only and asks nothing. It can't be required.
Rating scale	A score on a scale, for example 1 to 5 (set Scale from … to).

You don't need an item for location or time: every check-in already records where and when it happened.

Optional item settings

• Prefill — give an answer in advance (for example a typical reading). Only some item types can be prefilled; photos, signatures and scans never can, because they must be captured on the spot.
• Show only when — show the item only when another item was answered in a certain way, for example a "What went wrong?" question that appears only when an inspection point is answered NOT MET.

Edit a form

Click a form in the list (or the pencil that appears when you hover it). Make your changes and click Save form.

Forms keep their history

Editing a form's items creates a new version. Forms that were already submitted keep the questions of the version they were filled in on, so past records are never misread.

Forms brought over from Connecteam have their name and questions locked — you can still change which projects use them and when they're asked.

See submitted forms

The Submissions column shows how many times a form has been filled in. Click the number to open the submissions, search them by submitter name, and open one to read the answers.

Archive a form

Hover the form and click the trash icon (Archive), then confirm. The form stops appearing for your crew, and any project using it loses that form step. Forms already submitted can still be viewed.

Read the list

Column	What it shows
Form name	Name and description.
Scope	All projects, or how many projects use it.
Asked when	At check-in, At check-out, or Check-in and check-out.
Items	How many items the form has.
Version	The current version number.
Submissions	How many times it has been filled in.

Use Search forms... to find a form by name.

Related

• Inside a project
• Check in on the mobile app
• Tasks on the mobile app