How Do I Create an Inspection Checklist?

In Clean Smarts, one checklist can serve two purposes: cleaners can use it as their daily task list, and supervisors can use it as a quality inspection. You decide where each task appears by setting that task's visibility.

Use this guide when you want to build a cleaning inspection checklist strictly for quality audits, so supervisors can score items in the mobile app without putting those same items on the cleaner's Checklist tab.

Applies to: Account administrators and managers who manage quality. You need the Checklist (Company) module on your role to open Quality > Checklists. Inspectors need access to inspections in the Clean Smarts mobile app.

Before You Start

Create the checklist once, then assign it to the locations where inspectors should use it.
Visibility is set task by task. If you want the whole checklist to be inspection-only, set every task to As an inspection item only.
The task schedule still matters for inspections. Use Schedule Configuration if an inspection item should appear only on certain days or weeks.
Scoring templates are also set task by task. You can use Default scoring for some tasks and custom scoring, such as pass/fail, for others.

Create or Open the Checklist

In the left-hand menu, open Quality and select Checklists.
Click Add Checklist to create a new checklist, or open an existing checklist if you want to change it.
Enter or confirm the Checklist Name.
Click Save if you created a new checklist.

The checklist detail page opens with a task table. Each task row shows setup columns such as Task Name, Frequency, Scoring Template, Visibility, and Require Photo.

Add Inspection Tasks

From inside the checklist, click Add Task.
In Task Description, enter the inspection item the supervisor should check, such as "Restroom sinks are clean" or "Entry glass is free of fingerprints."
Open Schedule Configuration if this item should be inspected only on certain days, weeks, months, or years. Leave the task on its default daily schedule if it should be available whenever the inspection is run.
Open Display Settings.
Under Visible, select As an inspection item only.
Leave Default Visibility set to Visible By Default unless you plan to hide this task at most locations and turn it on only where needed.
Click Save Task.

When the task is saved, the Visibility column should show that the task is inspection-only. Repeat these steps for every task that should appear only during inspections.

Choose Who Sees Each Task

Use Display Settings to decide whether each task appears for cleaners, inspectors, or both.

Display setting	Where the task appears
As a cleaner task only	The cleaner's Checklist tab in the mobile app
As an inspection item only	The Inspection tab in the mobile app when a supervisor runs an inspection
Both as a cleaner task and as an inspection item	Both the cleaner checklist and the supervisor inspection

For an inspection-only checklist, choose As an inspection item only for every task. That keeps the tasks off the cleaner's checklist while still letting supervisors score them during a quality audit.

If a task should be completed by cleaners and checked by supervisors, choose Both as a cleaner task and as an inspection item instead.

Assign a Scoring Template

Each inspection task can use its own scoring template. Clean Smarts includes a Default scoring template, and you can also create custom templates for pass/fail, 10-point scales, or weighted inspection items.

Add or edit a task in the checklist.
Open Requirements Scoring.
In Scoring Template, select Default or choose a custom scoring template.
Click Save Task.

The selected template appears in the task table's Scoring Template column. In the mobile app, the inspector sees the rating options from that template when they score the task.

Assign the Checklist to Locations

Building the checklist does not make it available at a location until you assign it.

From Quality > Checklists, find the checklist.
Open the row's ... action menu.
Select Manage Assigned Locations.
Move the locations that should use this inspection checklist into Assigned Locations.
Click Save.

Once assigned, supervisors can use the checklist from the Inspection tab in the mobile app for those locations. Cleaner-only users will not see tasks that are set to As an inspection item only on their Checklist tab.

Tips and Troubleshooting

My cleaners can see an inspection item. Edit that task and check Display Settings. It is probably set to Both as a cleaner task and as an inspection item. Change it to As an inspection item only and save.

My inspector does not see the checklist. Confirm the checklist is assigned to the location where the inspection is being run. Also check the task schedule: if every task is scheduled for a different day, the checklist may not show the items you expect.

I need different scoring for one item. Create or choose a custom scoring template, then edit only that task and select the template under Requirements Scoring. You do not have to use the same scoring template for every task in the checklist.

I want only part of a building inspected. Assign the checklist to the specific sublocation from the location's Scope of Work tab, or use task visibility controls at the location level to hide items that do not apply.