Using Checklists

How to Create a Training Checklist

To create a checklist, you will first create the selection fields (drop-down selections available on the checklist), add checklist monitors who are responsible for signing off on the submission, and then setup the checklist prompts that will be answered by the supervisor or trainee.

Selection Fields

  1. Click the 'Checklist ' tab.
  2. Click 'Checklist Selection Fields' in the sub menu. Note that Selection Fields/Values are available for use on all checklists for consistency.
  3. Click 'Add Field'.
  4. Enter a name for the Field, like Action or Experience Level. Then click the '0 values' link.
  5. Enter a value, like 'Observed'. Then click 'Add Value'. Continue until all values are added.
  6. Repeat this process until all selection fields are added.

Add Checklist Monitors

Note that Checklist Monitors are able to sign off on all checklist completions.

  1. Click 'Checklist Monitors' on the sub-menu bar.
  2. Select a name/names (CTRL-click to select multiple users) from the Unassigned column. Click the 'Add' button to assign them as a monitor.

Create Checklist

  1. Click '+ Add Checklist'.
  2. Enter the name of the checklist.
  3. Indicate who will complete the checklist: the user, or the supervisor.
  4. Indicate who will need to sign-off on the completed checklist: user, supervisor, monitor. Choose all that apply.
  5. If a supervisor will sign-off on the completed checklist, select the supervisor's name/names from the 'Unassigned' column. Click the 'Add' button.
  6. Click 'Add Checklist'.
  7. Click 'Add Prompts'. Complete the 'Prompt' form. The prompts are the items that will appear on the checklist.

    For example, 'Checks the expiration date on all supplies before use to ensure no expired supplies are used.'

    Then add a Caption – which is a label for the data collected. For example, captions for the above prompt might be, Supply Used (aspirin)/Observation/Date.

    'Supply Used' could be a text or numeric field.
    'Observation' could be a pre-defined selection field (checked date w/o prompt, checked date when prompted, did not check date).
    'Date' could be a date field recording the date of observation.

    Click 'Add Prompt'. Continue adding prompts until the checklist is complete. Click 'Finished' to add the checklist.  

Assign the Checklist

To assign the checklist to users:

  1.  Click the 'Assignments' tab.
  2. Select users  from the 'Unassigned' list. (CTRL-Click to select multiple items.) You can also use the search box to select individual users.
  3. Click '<<Add'.

Checklist Requirements

By default the checklist is 'Not Required'. To change it to required select 'Required' and enter the timeframe for completion.

Checklist Notifications

Only required checklists can use notifications. Options for notifications include automatic notifications, customized reminder & overdue messages.

  1. Click 'Settings' to turn on daily notifications.
  2. Click 'Reminder Message' to preview the default message or customize the reminder message. Click 'Send Test Message' to preview the message in your inbox. Click 'Update' to save your changes.
  3.  click 'Overdue Message' to preview the default message or customize the overdue message. Click 'Send Test Message' to preview the message in your inbox.

Completing the Checklist

If completed by the user (Checklist > Settings > Filled Out By: User):

  1. From My TrainCaster, click 'Checklists'.
  2. Click the 'Begin' button to start the checklist.
  3. Click 'Add Response' next to the appropriate prompt. Click 'Finished' to save your response. You can resume the checklist as you complete the tasks associated with each prompt.
  4.  To resume, click on the 'Incomplete' link.
  5. When all items on the checklist are complete, read the 'Checklist Sign Off' notification at the bottom of the checklist. Click the checkbox to indicate you approve of the responses entered on the checklist.
  6. Click 'Approve'.

If completed by supervisor (Checklist > Settings > Filled Out By: Supervisor):

  1. From the Home page, click 'User Checklists' on the sub-menu.
  2. Click 'Begin User Checklist' or click on an in-progress checklist to resume.
  3. If a new checklist, select the checklist/user from the pop-up. Click 'Begin'.
  4. Begin entering responses on the checklist by clicking 'Add Response'. Click 'Finished' to save the response and resume later.
  5. To resume, click 'Incomplete' next to the user/checklist.
  6. When all responses have been added, read the 'Checklist Sign Off' notification at the bottom of the page. Check the box to indicate you approve of the information entered.
  7. Click 'Approve'.

Checklist Monitor/Supervisor Sign-Off

  1. From the Home page, click 'User Checklists'.
  2. Click 'Awaiting Supervisor/Checklist Monitor Sign-Off', whichever is appropriate.
  3. At the bottom of the page, select 'Approve the information' or 'Disapprove the information'. Note that if 'Disapprove' is selected, you must provide a reason for the disapproval.

    4. NOTE: If the checklist is disapproved, it will be returned to the person responsible for completing the checklist.