The Health & Safety Management System enables you to create and publish tailored checklists to meet your organisation’s specific needs. You can also customise existing templates available in the checklist library to streamline your setup.
Tip: Before creating a brand-new checklist, it’s worth checking whether a suitable template already exists in the system.
To explore available options:
- Navigate to Checklists, then select Manage Checklists.
- Browse the existing catalogue to see if any templates match your requirements.
- Click the green dropdown arrow next to a checklist and choose View Questions to preview its content in detail.
Using an existing template can save time and provide a strong starting point—especially if it's close to what you need.
Create Checklist
Step 1: Basic Details
To create a checklist, click on Checklists at the top of the page, and then click Create Checklist.
Fill out the Basic Checklist information.
Tip: Tick the box for ‘Enable Further Actions?’. This will allow checklist users to assign follow up tasks to themselves or others in relation to their findings.
Under 'Users authorised to view responses', you can decide who is authorised to view the responses to the checklist (useful for checklists where the answers are personal and/or confidential).
Tick ‘Due for Renewal’ if you want this checklist to be completed on a regular basis. Whoever is assigned the checklist will get reminders to complete it at regular intervals. You can override this setting later during the assignment process, if needed.
Email details to be sent to user: this means that when the checklist is assigned to an employee, they will receive an email notification. You can decide what that email says.
Once you’re happy with the first page, click ‘Save and Continue’ to the next section.
Or you can click ‘Save’, and come back to it later. The checklist will be waiting for you as a ‘Work in Progress’ in the ‘Manage Checklists' section.
Step 2: Manage Sections
From here you can add sections and questions to your checklist.
Click ‘Preview Checklist’ or ‘Preview Section’ to see how you’re getting on.
To get started, click Add Section, then start adding questions.
- 'New Info Question' is for basic details like names or dates.
- 'New Assessment Question' is for when you want a result based on the answer given. You can have the checklist attribute scores or display messages depending on what answer the user gives.
Then select an answer type.
E.g. ‘Yes/No/NA’, a dropdown menu, checkboxes, a date, or even a signature.
To include additional features for a question, tick the available options to apply them.
- Additional Comments - adds a free text field allowing user to leave additional comments against this question.
- User attachments - allows user to upload files or images against this question.
- Further Actions - allows user to assign a task to themselves or another member of their team, usually following up on their findings.
Actions and Scores
You can decide what actions occur depending on the answers given to the checklist in the Actions & Scores section. This feature is available on Assessment Questions (not Info Questions).
In the example above, Answer Messages have been set for the question: 'Is Fridge #1 at a safe temperature?' If the employee selects ‘No’ or ‘NA’, a message will appear to them with recommended actions.
You can also assign automatic follow-up tasks to the employee or their manager based on the response - these will appear in their Task Notifications.
In addition, scores have been applied to highlight higher-risk answers, helping you track and report on checklists with elevated concerns.
Step 3: Publish Checklist
Click ‘Preview Checklist’ or ‘Preview Section’ to see how your checklist will appear to a user.
Once you’re happy with your checklist, scroll to the bottom and click ‘Go to disclaimer’. After reading and accepting the Terms and Conditions, you can Publish your new checklist.
Once you’ve published your checklist, you can:
- Assign the checklist to a Health & Safety Management User
- Add it to the BCarm HSM App