Forms & Checklists Field Types (Form Elements)

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Forms & Checklists Field Types (Form Elements)

Forms & Checklists in OctopusPro let you collect structured information at important stages of a booking or job, such as booking creation, check-in, check-out, inspections, compliance checks, customer follow-up, and job completion. Each form is made up of fields (also called form elements) that capture a specific type of input, such as dates, times, short answers, longer notes, single-select choices, multi-select choices, or photo evidence.

Choosing the right field type helps you collect cleaner data, reduce admin follow-up, improve consistency across your team, and make forms easier to complete on both desktop and mobile.

Forms and Checklists in OctopusPro

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What are field types?

A field type controls how users enter information into a form. For example, users may select a date from a calendar, choose one option from a dropdown, select multiple options from a list, type a short answer, write detailed notes, or upload photos.

Using the correct field type improves usability and data accuracy. For example:

  • Use a Date Picker for dates instead of free typing.
  • Use a Time Picker for time values instead of manual input.
  • Use a Dropdown, Radio Button, or Button Group when users must choose one option.
  • Use a List or Checkbox when users may need to select multiple options.
  • Use a Text Field for short answers and a Text Box for longer notes.

How to create a new field

To add a new field to a form or checklist:

  1. Go to Settings > General Settings > Forms & Checklists.
  2. Create a new form/checklist or edit an existing one.
  3. Under Form Elements, click + Create new field.
  4. Enter the Field name. This can be a question, instruction, or label.
  5. Select the required Field type.
  6. If needed, configure options such as Mandatory, Show upload photos?, and Are photos mandatory?.
  7. Click Save.

Create new field popup in Forms and Checklists

The available field types are: Date Picker, Time Picker, Text Box (multi-line), Text Field (one line), (+/-) Button, Toggle, Dropdown, Radio Button, Button Group, List, and Checkbox.

Field types explained

Date Picker

Best for: selecting a date from a calendar popup.

Common uses: inspection date, preferred service date, incident date, next service date.

Date Picker field type setup

Date Picker field example

Date Picker field mobile example

Time Picker

Best for: selecting a time from a time picker popup.

Common uses: arrival time, start time, completion time, access window.

Time Picker field type setup

Time Picker field example

Time Picker admin example

Time Picker customer example

Text Box (Multi-line)

Best for: longer notes, descriptions, comments, and detailed answers.

Common uses: access instructions, work completed notes, issue descriptions, customer comments.

Text Box field type setup

Text Box field admin example

Text Box field fieldworker example

Text Box field customer example

Text Field (One line)

Best for: short answers entered on a single line.

Common uses: serial number, asset ID, gate code, room number, short reference.

Text Field field type setup

Text Field admin example

Text Field fieldworker example

Text Field customer example

(+/-) Button

Best for: numeric quantities where users need to quickly add or subtract a value.

Common uses: number of rooms, number of items, quantity of units, number of defects found.

This field starts from 0 and only accepts positive numbers.

Plus minus button field type setup

Plus minus button fieldworker example

Toggle

Best for: yes/no or on/off answers.

Common uses: customer present, access available, issue resolved, safety check passed.

The default value is No. Clicking the toggle changes it to Yes.

Toggle fieldworker example

Toggle customer example

Best for: selecting one option from a longer list.

Common uses: service outcome, issue category, property type, reason code.

Users can select only one option from the dropdown. Admin users can add choices using Add Option and remove the last choice using Remove Option.

Dropdown admin example

Dropdown fieldworker example

Radio Button

Best for: selecting one option when you want all choices visible.

Common uses: condition rating, yes/no/na choice, priority level.

If a user selects another option, the previously selected option is automatically deselected.

Radio Button field type setup

Radio Button fieldworker example

Button Group

Best for: single-select answers using larger, tap-friendly buttons.

Common uses: pass/fail, yes/no/na, before/during/after, short category choices.

This field works similarly to a radio button, but the choices appear as separate boxes and are best used with short option labels.

List

Best for: showing all options in one visible list where users may select more than one option.

Common uses: services completed, issues found, items included, tasks completed.

This field is useful when users need to scan several choices without opening a dropdown. Selected options are highlighted.

Checkbox

Best for: selecting multiple options independently.

Common uses: completed tasks, hazards present, materials used, add-ons selected.

Each checkbox is separate, so users can tick one, several, or none of the available options.

Make a field mandatory

Use the Mandatory option when a field must be completed before the user can continue. This is useful for critical booking details, compliance questions, site safety checks, or required evidence.

Mandatory field setting

Request photo uploads

If you need users to attach photos while filling out a field, enable Show upload photos?. This is useful for before/after evidence, damage reports, site condition photos, or proof of work.

Users can upload a single photo or multiple photos, depending on what they need to provide.

Upload photos in Admin Web view

Upload photos in Fieldworker App

Upload photos in Customer Portal

Make photo uploads mandatory

If photos must be provided before the form can be submitted, enable Are photos mandatory?. This is especially useful when you need compulsory photo evidence, such as before/after images, vehicle condition photos, damage documentation, or compliance proof.

Mandatory photo upload setting

Edit or delete fields

You can edit or delete existing form elements from the Add/Edit Form page.

  • Use the Edit icon to update the field label, field type, options, or rules.
  • Use the Delete icon to remove the field from the form.

Edit form field icon

Delete form field icon

Best practices

  • Use clear field labels: write questions or instructions that are easy to understand.
  • Use structured fields where possible: dropdowns, radio buttons, button groups, lists, and checkboxes improve consistency compared with free text.
  • Use mandatory fields carefully: make important questions required, but avoid adding too many mandatory fields unless they are genuinely necessary.
  • Use photo uploads when proof matters: before/after images, inspections, defects, damage, and compliance steps.
  • Use button groups or toggles for mobile-friendly yes/no choices: they are faster to complete on-site.
  • Keep option labels consistent across forms: for example, always use the same wording for pass/fail or yes/no/na choices.

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