When you open an Asset Check to complete it, the screen shows everything you need: where the gear lives, and the steps to check it against.
What the check screen shows
- One column shows the location of the gear — for example how or where it should be stored, with its photo.
- The other column lists the check steps, each with an image illustrating the step and instructions on how to complete it — for example, a weekly check of an AED (Automated External Defibrillator).
How to complete each step
Each check step asks for one of three kinds of answer:
- Pass or Fail — tap Pass or Fail. Choose Fail when the result does not meet the passing criteria — for example, the AED (Automated External Defibrillator) indicator is not green.
- A number — enter the reading in the box, for example a fire extinguisher pressure. The unit is shown next to the box, and the allowed range is shown under the step, for example "Must be between 150 and 200 psi".
- A date — enter the date, for example the expiry date on defibrillator pads. Any rule is shown under the step, for example "Fails if it expires within 30 days".
Some number and date steps also ask you to tap Pass or Fail after you enter the value.
Every number and date must be filled in before you can complete the check.
Why did a step say "Failed automatically"?
A number or date step fails automatically when the value you enter breaks the step's rule. For example, a reading below the minimum, or a date that has expired. The step shows Failed automatically with the rule, and the Pass button is turned off. Check that you entered the value correctly. If the value is correct, the item has an issue — treat it like any other failed step.
What does Mark all as pass do?
Mark all as pass (button at the top) sets every Pass / Fail step to Pass in one click — handy for a routine check you know well.
- Mark all as pass never overrides a step you have already marked as Fail.
- Mark all as pass does not fill in readings or dates. You still need to enter every number and date yourself.
Still review every step: the instructions may have changed since you last completed the check.
How to finish the check
- If every step passed, answer Did you put any mitigations in place?
- Done — no mitigations (selected by default) — nothing else to record.
- Done with mitigations — the item is safe to use, but you did or saw something worth recording. Describe the mitigations: what you saw, what you did, and anything you suggest. The description is required. See When should I record mitigations? below.
- If any step failed, answer One or more checks failed — is this item safe? Choose Operational — needs attention or Not operational — do not use, then explain why you selected that choice. The explanation is required.
- Managers can choose the user who completed the check. Leave it as your own name to record the check against your own login, making you accountable for it.
- Click Complete check.
A check that passed, with or without mitigations, is recorded as Operational. A check that failed moves to Operational warning or Not operational, depending on your choice, so remediation can be tracked — see Daily management of Asset Checks.
When should I record mitigations?
Choose Done with mitigations when every step passed but you had to act, or saw something the next person should know. For example:
- Rocks exposed at km 48 — put a warning sign up.
- Branch across the trail — cleared it.
- Two visitors with a dog — advised them of the park rules.
- Grooming is wearing thin on the north loop — suggest re-grooming.
Write one note for the whole check, covering everything you saw, did and suggest.
If what you found makes the item unsafe, mark the step as Fail instead. If someone was hurt or needs help, log an incident.
Managers see the note on the Operational list of the Checks screen, marked With mitigations. It also appears in the check history, the CSV export and the printed report.