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Inspections, Checklists and Forms

This guide covers how to use AXITRAQ's inspection and checklist system to record asset conditions, enforce pre-start and post-stop checks, build custom forms, and maintain a complete compliance audit trail.

Table of Contents

  1. Overview
  2. Inspections
  3. Performing an Inspection
  4. Inspection Types
  5. Recording Results
  6. Attaching Evidence Photos
  7. Viewing Inspection History
  8. Inspection Detail View
  9. Filtering and Searching
  10. Checklists
  11. Checklist Types
  12. Creating a Checklist Template
  13. Checklist Item Types
  14. Assigning Checklists to Assets
  15. Editing and Versioning
  16. Pre-Start Checklists
  17. How Pre-Start Works
  18. Fail Actions and Outcomes
  19. Post-Stop Checklists
  20. Form Builder
  21. Creating a Form Template
  22. Form Field Types
  23. PDF Generation
  24. Linking Forms to Checklists
  25. Multi-Party Signing Workflow
  26. How Signing Works
  27. Reviewing and Approving Submissions
  28. Scheduling and Due Dates
  29. Notifications
  30. Compliance and Audit Trail
  31. Mobile App
  32. Frequently Asked Questions

Overview

AXITRAQ replaces paper-based inspection sheets, pre-start forms, and safety checklists with a fully digital system. Every submission captures who completed it, when, where (GPS), and what condition the asset was in — forming an immutable audit trail that supports regulatory compliance.

The system has three main components:

  • Inspections — structured condition assessments performed against an asset, typically by a supervisor or qualified inspector.
  • Checklists — reusable templates containing check items that operators complete before, during, or after using an asset.
  • Forms — advanced document templates with custom fields, PDF output, and multi-party digital signatures.

All three are accessible from the web platform at Manage > Inspections and Manage > Checklists and Forms, and from the AXITRAQ mobile app.

Inspections

Performing an Inspection

To perform an inspection from the web platform:

  1. Navigate to Audit in the main menu.
  2. Select an asset — use the search bar to find the asset by code or name.
  3. Choose a checklist — the system displays all active inspection-type checklists. Asset-specific checklists appear first, followed by global templates. Each card shows the checklist name, description, item count, and version number.
  4. Complete the inspection form — work through each item in the checklist, recording pass/fail results, entering readings, and adding notes.
  5. Rate overall condition — select a condition rating: Excellent, Good, Fair, Poor, or Critical.
  6. Record the hour meter — enter the current hour meter reading if applicable.
  7. Capture GPS location — the system records your location automatically. An interactive map with address search is displayed for confirmation.
  8. Attach photos — take or upload condition photos as evidence.
  9. Submit — the inspection is saved with your identity and a timestamp. It cannot be modified after submission.

Inspection Types

AXITRAQ supports the following inspection types:

Type Purpose
Scheduled Recurring inspections based on a time interval
Pre-start Completed before an asset is put into use
Post-stop Completed when an asset is taken out of use
Condition Ad-hoc condition assessments
Audit Formal compliance audits
Ad-hoc One-off inspections performed outside a schedule

Recording Results

Each checklist item in an inspection can have one of the following results:

  • Pass — the item meets the required standard.
  • Fail — the item does not meet the standard. If the item has a fail alert configured, the system triggers a notification to supervisors.
  • N/A — the item is not applicable to this inspection.

Numeric items accept meter readings or measurements. Text items allow free-form observations. Select items present a dropdown of predefined options.

Attaching Evidence Photos

During an inspection you can attach multiple photos:

  1. Click the Add Photo button or tap the camera icon on mobile.
  2. Take a photo or select from your device library.
  3. Optionally add a label describing what the photo shows.
  4. Photos are uploaded securely to cloud storage with automatic thumbnail generation.

Photos are permanently linked to that inspection record and visible in the inspection detail view.

Viewing Inspection History

To view all inspections across your organisation:

  1. Navigate to Manage > Inspections.
  2. The dashboard displays summary statistics at the top: Total Inspections, Passed, Failed, Conditional, and Pending.
  3. Below the stats, a filterable table lists all inspection records sorted by date (newest first).

To view inspections for a specific asset, open the asset's edit page and select the Inspections tab.

Inspection Detail View

Click View on any inspection row to see the full detail, which includes:

  • Asset code and name
  • Inspector name and date/time
  • Inspection type badge
  • Overall condition rating with colour-coded indicator
  • Hour meter reading (if recorded)
  • GPS coordinates with an interactive map
  • All checklist responses with pass/fail indicators
  • Action items (Out of Service, Book Service) and their triggered status
  • Photo gallery with click-to-enlarge viewing
  • Inspector notes and additional details
  • Downloadable PDF report (if generated)

Filtering and Searching

The inspections list provides filters to narrow results:

  • Type — filter by inspection type (Scheduled, Pre-start, Post-stop, Condition, Audit, Ad-hoc).
  • Status — filter by result (Pass, Fail, Conditional, Pending).
  • Asset — select a specific asset from the dropdown.
  • Date range — set From and To dates to view inspections within a period.

Click Filter to apply, or Clear to reset all filters.

Checklists

Checklist Types

AXITRAQ supports five checklist types:

Type Purpose
Pre-start Required before an operator can start using an asset
Post-stop Required when an operator finishes using an asset
Inspection Used during formal inspection workflows
Maintenance Maintenance procedure checklists
Custom Any other purpose-built checklist

Creating a Checklist Template

To create a new checklist template:

  1. Navigate to Manage > Checklists and Forms.
  2. Ensure you are on the Checklists tab.
  3. Click the Create Checklist button.
  4. The checklist builder opens. Fill in the template details:
  5. Name — a descriptive name (e.g., "Forklift Daily Pre-Start").
  6. Type — select from Pre-start, Post-stop, Inspection, Maintenance, or Custom.
  7. Description — an optional summary of the checklist's purpose.
  8. Add items to the checklist using the item type buttons (see Checklist Item Types below).
  9. Arrange items in the desired order by dragging them.
  10. Mark items as required where appropriate.
  11. Configure fail-trigger alerts on critical checkbox items.
  12. Click Save to publish the template.

Checklist Item Types

The builder supports the following item types:

Item Type Description Use Case
Checkbox Pass/fail check with optional fail alert Safety checks, condition verification
Text Free-text input field Notes, observations, serial numbers
Number Numeric input for readings Hour meters, pressure gauges, temperatures
Select Dropdown with predefined options Condition ratings, fluid levels
Photo Prompts the operator to take a photo Evidence of damage, readings, labels
Instruction Rich-text instruction panel (read-only) Procedures, diagrams, reference images
Section Header Visual divider for grouping items Organising long checklists by area
Email Email address input or contact picker Reporting contacts
Out of Service When checked, immediately deactivates the asset Critical safety failures
Book Service When triggered, creates a maintenance request Items needing repair

Instruction items use a rich-text editor (CKEditor 5) that supports formatted text, bullet lists, and embedded images. Use the "Insert Asset Image" button to browse your asset image library and insert reference photos showing operators exactly what to inspect.

Assigning Checklists to Assets

Checklists can be scoped in two ways:

  • Global — available for all assets in your company. Leave the asset field empty when creating the template.
  • Asset-specific — assigned to a single asset. Select the target asset when creating or editing the template.

When an operator performs a pre-start check or inspection, asset-specific checklists are shown first, followed by global checklists of the matching type.

Editing and Versioning

To edit an existing checklist:

  1. Navigate to Manage > Checklists and Forms.
  2. Find the template in the list and click Edit.
  3. Make your changes in the builder.
  4. Click Save — the version number increments automatically.

Previous versions are retained in the system. Completed submissions reference the version that was active at the time of completion, ensuring historical accuracy.

You can also deactivate a checklist without deleting it by toggling its status to Inactive. Inactive checklists do not appear as options for operators but remain in the system for historical reference.

Pre-Start Checklists

How Pre-Start Works

Pre-start checklists enforce a safety gate before an operator can use an asset. The flow works as follows:

  1. The operator scans the asset's QR code using the AXITRAQ mobile app.
  2. Instead of the normal "Start Use" button, the app displays "Begin Pre-Start Checklist" with a notice explaining that a checklist is required.
  3. If multiple pre-start checklists are configured for the asset, a picker is shown for the operator to select the correct one.
  4. The operator works through each item, recording pass/fail results, entering values, and taking photos as prompted.
  5. On submission, the system evaluates the results and determines the outcome.

Fail Actions and Outcomes

After a pre-start checklist is submitted, one of the following outcomes occurs:

  • All items pass — the checklist is saved and the asset is automatically started (marked as in-use by the operator). No further action is required.
  • A fail-trigger item fails — the asset is NOT started. The operator sees a message instructing them to report to their supervisor. A notification is sent to relevant personnel.
  • Out of Service is checked — the asset is immediately set to inactive. Subsequent QR scans by any operator will display an "ASSET OUT OF SERVICE" banner and block all operations until a supervisor reinstates the asset.
  • Book Service is triggered — a maintenance request is automatically created and the configured maintenance team receives a notification. The asset may or may not be started depending on whether other fail-trigger items also failed.

Post-Stop Checklists

Post-stop checklists are triggered when an operator ends their use of an asset. They ensure end-of-shift or end-of-use condition is documented.

The flow is similar to pre-start:

  1. The operator taps Stop Use for the asset (or scans the QR code and selects Stop).
  2. If a post-stop checklist is configured, the system presents it before completing the stop action.
  3. The operator completes all items and submits.
  4. The checklist is saved and the asset stop is recorded.

Post-stop checklists are commonly used to document:

  • End-of-shift condition
  • Fuel or fluid levels remaining
  • Any damage or issues that occurred during use
  • Cleanliness or storage confirmations

Form Builder

Creating a Form Template

Forms are more advanced than checklists — they support structured fields, PDF output, and digital signatures. To create a form template:

  1. Navigate to Manage > Checklists and Forms.
  2. Switch to the Forms tab.
  3. Click Create Form Template.
  4. Complete the form details:
  5. Name — the form title (e.g., "SWMS — Working at Heights").
  6. Category — classify the form (e.g., Safety, Maintenance, General).
  7. Target devices — select which devices can fill this form (Mobile, Tablet, Desktop).
  8. Add fields using the visual field builder.
  9. Assign a unique field key to each field — this identifier is used for PDF coordinate mapping.
  10. Optionally upload a PDF template for overlay rendering.
  11. Configure signature slots if the form requires sign-off.
  12. Save as Draft to continue editing, or Publish to make it available.

Form Field Types

The form builder supports:

Field Type Description
Text Single-line text input
Number Numeric input
Textarea Multi-line text input
Checkbox Yes/no toggle or checkbox group
Dropdown Selection from predefined options
Section Header Visual grouping divider
Static Text Read-only instructional text
Signature Digital signature capture slot

PDF Generation

AXITRAQ generates professional PDF documents from form submissions using two rendering modes:

Overlay Mode (recommended for replicating existing paper forms): - Upload your existing PDF form as a background template. - Map each field to specific pixel coordinates on the PDF using JSON configuration. - Completed data is overlaid on top of the original form layout. - Supports positioned text, yes/no circles, checkmarks, circle choices, checkbox groups, multiline text, and time/number values.

Simple Mode (for forms without a PDF template): - The system generates a clean field-list PDF with all submitted data. - No template upload required.

Linking Forms to Checklists

Forms can be linked to existing checklists so that checklist responses automatically populate corresponding form fields. This avoids double-entry when a checklist and a formal document capture the same information.

Forms are assigned to jobs via the Forms tab on the job edit page. Workers see available forms for their assigned jobs in the mobile app.

Multi-Party Signing Workflow

How Signing Works

Forms that require sign-off from multiple parties follow this workflow:

  1. A supervisor submits a completed form as a draft into the signing workflow.
  2. All assigned job employees and contractors receive push notifications and in-app notifications requesting their signature.
  3. Workers open the form in their mobile app, review it, and apply their digital signature.
  4. The system tracks signature progress — each signature slot shows how many signatures have been collected versus how many are required.
  5. Once all required signatures are collected, the supervisor and job supervisors receive a notification for final sign-off.
  6. The form progresses through these statuses: Draft > Pending Signatures > Pending Review > Completed.

Employees can set up a signature profile in their account settings, including uploading authority documents that validate their qualifications to sign.

Reviewing and Approving Submissions

Submissions awaiting final sign-off appear in the Pending Review tab on the Checklists and Forms page:

  1. Navigate to Manage > Checklists and Forms.
  2. Click the Pending Review tab — a badge shows how many submissions are waiting.
  3. Click Review on a submission to open the review panel.
  4. The panel displays:
  5. Form data summary (all field values)
  6. Signature progress showing each slot, who signed, and when
  7. Current status
  8. Click Approve and Sign Off to finalise the submission and generate the signed PDF.
  9. Alternatively, click Reject to send the form back with an optional reason.

Approved submissions generate a final PDF with all signatures embedded and are stored permanently.

Scheduling and Due Dates

AXITRAQ supports recurring inspection schedules to ensure assets are inspected on time:

  1. Set an inspection frequency on the asset (e.g., weekly, monthly, quarterly, annually, or a custom day interval).
  2. The system calculates the next due date based on the last completed inspection.
  3. When an inspection becomes due, it appears in the dashboard and triggers a notification.
  4. Overdue inspections are highlighted with a warning indicator.

To configure a schedule:

  1. Open the asset's edit page.
  2. In the inspection settings section, set the inspection frequency.
  3. Optionally set the next due date manually for the initial schedule.
  4. Save the asset.

The system tracks compliance rates — the percentage of inspections completed on time versus those that were late or missed.

Notifications

The inspection and checklist system generates the following notifications:

Notification Trigger Recipients
Inspection Due An asset's inspection due date is approaching Asset supervisors, assigned inspectors
Inspection Failed An inspection is submitted with a Fail or Critical result Asset supervisors, managers
Pre-Start Failed A pre-start checklist has fail-trigger items that failed Supervisors
Out of Service An asset is marked out of service via checklist Supervisors, managers
Book Service A maintenance request is created from a checklist Maintenance team members
Signature Required A form is awaiting a worker's signature Assigned employees
Ready for Review All signatures collected, pending admin sign-off Supervisors, job supervisors

Notifications are delivered via: - In-app notifications (bell icon in the platform header) - Push notifications on the mobile app - Email (if configured in user notification preferences)

Compliance and Audit Trail

Every inspection and checklist submission creates an immutable record that cannot be edited or deleted after submission. This provides a defensible audit trail for regulatory compliance.

Each record captures:

  • Who — the operator or inspector's identity (linked to their user account)
  • What — every response, reading, and photo
  • When — precise date and time of submission
  • Where — GPS coordinates at the time of completion

Compliance reporting features include:

  • Completion rates — track what percentage of scheduled inspections are completed on time.
  • Pass/fail trends — identify assets or categories with recurring failures.
  • Inspector activity — see which team members are conducting inspections.
  • Historical records — access the full inspection history for any asset from its profile page.
  • PDF reports — download inspection reports as PDFs for external audits.

To support regulatory requirements:

  • Configure mandatory checklist items that cannot be skipped.
  • Use fail-trigger alerts to ensure critical safety items are escalated immediately.
  • Set inspection frequencies that match your regulatory obligations (e.g., annual crane inspections, monthly fire extinguisher checks).
  • Store all evidence photos permanently alongside the inspection record.

Mobile App

Completing Inspections on Mobile

The AXITRAQ mobile app provides full inspection capabilities:

  1. Open the app and tap Inspect from the main menu, or scan an asset's QR code and select Inspect.
  2. Search for and select the asset to inspect.
  3. Choose the appropriate inspection checklist.
  4. Work through each item — the mobile interface renders all item types (checkbox, text, number, select, photo) in a touch-friendly format.
  5. Tap the camera icon to capture evidence photos directly from your device camera.
  6. The app captures your GPS location automatically.
  7. Enter the overall condition rating and any notes.
  8. Tap Submit to save the inspection.

Checklists via QR Scan

The most common way operators interact with checklists is through QR code scanning:

  1. Open the AXITRAQ app and tap Scan QR.
  2. Point your camera at the asset's QR code label.
  3. The asset details appear. If a pre-start checklist is required, the app prompts you to complete it before starting use.
  4. Complete the checklist items as presented.
  5. Submit when finished — the asset is either started (all pass) or flagged (items failed).
  6. When you finish using the asset, scan again or tap Stop Use. If a post-stop checklist is configured, complete it to finalise the stop.

Offline Support

The mobile app supports offline completion of checklists and inspections:

  • If you lose connectivity during a checklist, continue working — your responses are saved locally on the device.
  • When connectivity returns, the app automatically syncs completed submissions to the server.
  • Photos taken offline are queued and uploaded when a connection is available.
  • Offline submissions receive the same timestamp and GPS data captured at the time of completion, not the time of sync.

Frequently Asked Questions

Can I edit an inspection after it has been submitted? No. Submissions are immutable to maintain audit trail integrity. If an error was made, perform a new inspection and add a note referencing the correction.

What happens if I fail an Out of Service item? The asset is immediately deactivated. Any subsequent QR scans will show an "ASSET OUT OF SERVICE" banner. A supervisor must manually reactivate the asset from the web platform before it can be used again.

Can the same checklist be used for multiple assets? Yes. Create the checklist as a Global template (do not assign it to a specific asset) and it will be available for all assets in your company.

How do I make a checklist item trigger an alert on failure? In the checklist builder, enable the Fail triggers alert option on the checkbox item. When that item is marked as Fail during completion, a notification is sent to the configured recipients.

Can operators see previous inspection results? Operators can view past inspection summaries for an asset in the mobile app. Full detailed history with all responses and photos is available to managers via the web platform under Manage > Inspections or on the asset's Inspections tab.

How do I preview a checklist before publishing? From the Checklists list, click the Preview button next to any template. A modal displays all items exactly as they will appear to operators, including instruction panels with images.

What is the difference between a Checklist and a Form? Checklists are designed for quick pass/fail operational checks (pre-start, post-stop, inspections). Forms are more complex documents with custom field types, PDF generation, and multi-party signing workflows — typically used for compliance documents like SWMS, permits, and work orders.

Can forms be assigned to specific jobs? Yes. Form templates are assigned to jobs via the Forms tab on the job edit page. Workers see available forms for their assigned jobs in the mobile app and can complete and submit them from there.

This manual applies to AXITRAQ platform version current as of 2026. For assistance, contact your system administrator or reach out via the in-app help system.