Build check lists

Admins set up the lists. Staff can tick checks but can't change the lists.

1. 1

   Open your lists

   Open Checks → Lists. The Today, History and Lists buttons at the top of the page move between the three parts.

2. 2

   Start from a template

   The first time you open Lists, pick a starter: Opening, during shift and closing adds all three lists at once, or pick just Opening, During shift or Closing. There's also a Plunge water log (chlorine, pH and temperature readings every 2 hours, a filter backwash and a dosing note) and a Weekly deep clean set for Mondays. Both go in just before your last list, so if your lists end with Closing, Closing still opens after your last session. The water log's first test of the day can be recorded any time before your first session, so you can test before anyone gets in. Later, use Or use a template under New list to add another. Each starter is a suggestion to edit, not a standard.

3. 3

   Or start a blank list

   Select New list (or Or start a blank list the first time) and give it a name. If you have more than one location, choose the location it's for, or Every location. Lists from a template are for every location; change a list's location at the top of the list.

4. 4

   Add your items

   Type a check and press Enter. For a reading, a note or a heading, select Add and choose the type. To paste your current sheet, select Add then Add several at once, one item per line. A line ending in a colon becomes a heading.

5. 5

   Fine-tune each item

   Click an item's text to rename it, and press Enter to save. Select Edit on an item for the rest: its type, detail (how to do it, who to ask, a link) and how often. Select Key step at the top to mark one of the steps that matter most (shown in bold with a star on screen and highlighted on the printed sheet). Under More options, set When it applies so a winter-only item is hidden for the rest of the year, or a weekly job only shows on its day. Pick Choose months or Choose days for anything the presets don't cover. Drag items to reorder them, or use Move up and Move down on a tablet.

Changes apply from the next tick. Removing an item or list hides it from staff, but anything already recorded against it stays in the history.

Readings: temperatures, chlorine and pH

Change an item's Type to Reading when staff should write down a number rather than tick it off, like a sauna or plunge temperature, free chlorine or pH. Give it a Unit (°C, pH, mg/l or your own) and, if you like, a Target range. A reading outside the range shows in amber on the tablet with the range next to it, and is flagged in the history and the export. Leave either end of the range blank for no limit.

Weekly jobs, like a deep clean

Under More options then When it applies, pick the days an item is for, such as Monday for a deep clean or Monday and Thursday for a filter backwash. On other days staff don't see it and the history doesn't count it as missed. If every item on a list is for one day, the whole list only appears on that day.

Checks that repeat through the day

Set How often on a check or reading:

• Once a day, the default.
• Between sessions: due at each changeover, when a session ends and another follows, worked out from your schedule. Good for sauna temperatures, cleaning between sessions or sieving the plunges.
• Every...: due every 15 minutes up to every 4 hours, from your first session of the day until your last one ends. Good for water testing every 2 hours.

On the tablet, a repeating check shows the time it's due, when the next one is, and how the earlier ones went today. On a day with no sessions at a location, or a closed date, repeating checks aren't due. A check missed before the next one comes round shows as missed in the history.

One check for each sauna or plunge

For a check or reading you do for more than one thing ("check both sauna temperatures"), open More options and fill in One for each with their names, separated by commas, like Big sauna, Small sauna. Staff then see one tick or one reading box for each, and each is recorded on its own.

Print the sheet

In Lists, select Print on a list, or Print all lists to print every list, each on its own page. You get an A4 sheet with your logo, every item with a tick box, key steps highlighted, and seasonal items marked with their months, so one laminated copy works all year. Readings print with their unit and target range, and items done for each sauna or plunge get a line for each.

Common questions

1. Where do the plunge water log's ranges come from? Free chlorine 1.0-5.0 mg/l and pH 7.0-7.6 are PWTAG's ranges for chlorine-treated plunges. If you use bromine, or your supplier gives different figures, change the range on each reading. The ranges are yours to set.

2. Does the Safety section in the opening template cover our licence? It's a starting point. Some council licences ask for a daily alarm test with a record of who did it, but conditions vary by council, so check yours and add what it asks for.

3. Can a check repeat weekly, like a deep clean? Yes. Set the days it's for under When it applies. It's expected on those days only. If your deep clean has no fixed day, pick the day you usually do it.

4. We added a session today. What happens to our repeating checks? The times move to fit the new schedule. Anything already ticked stays in the history at the time it was done for.