Forms & Checklists Use Cases (Industry Templates & Examples)

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Forms & Checklists Use Cases (Industry Templates & Examples)

Forms and Checklists use cases in OctopusPro

Forms & Checklists let you capture job-critical information in a structured, repeatable way—so your team follows the same process every time, and you always have documented proof of work (notes, photos, signatures, inspections, and customer feedback).

Unlike Custom Fields (which collect details during booking/quoting and can affect pricing/availability), Forms & Checklists are typically used during or after the job for operational checklists, compliance, QA, condition reports, site inspections, and customer satisfaction surveys.

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When should you use Forms & Checklists?

Use Forms & Checklists when you need to standardise execution and document outcomes for every job. Common examples include:

  • Operational checklists: step-by-step tasks your fieldworkers must follow on-site.
  • Compliance & safety: WHS/safety checklists, risk assessments, pre-start inspections.
  • Quality assurance: before/after photos, verification steps, manager sign-off.
  • Condition reports: property inspections, asset condition tracking, damage documentation.
  • Customer sign-off: completion confirmations, acceptance forms, signatures.
  • Customer feedback: surveys and ratings after the job is completed.

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Core setup options (Visibility + When to display)

Every form/checklist is controlled by two key settings:

  • Visibility: who can see and complete the form (Office, Fieldworkers, Customers, or combinations).
  • When to display: where in the job workflow it appears (e.g., Check-in, Check-out, Customer Satisfaction, or always displayed).

You can also assign forms to specific services or booking statuses to ensure the right checklist appears only when relevant.

Tip: If you want a checklist to appear only for certain job types, assign it to the related service (or a specific status) instead of showing it for every booking.

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Use Case: Cleaning (Check-out checklist + proof of work)

This is ideal for cleaning businesses that need consistent completion standards, photo evidence, and reduced disputes. A typical “Check-out” cleaning checklist can include:

  • Room-by-room tasks completed (Yes/No)
  • Notes for anything skipped or requiring follow-up
  • Before/after photos (optional or mandatory)
  • Customer signature (if required)

How to set it up (example workflow):

  1. Go to Settings > General Settings > Forms & Checklists.
  2. Click + Create New.

Create new form in Forms and Checklists settings

  1. Name your form (e.g., Bathroom Cleaning Checklist).
  2. Set Visibility (commonly All or Only Fieldworker and Office).
  3. Set When to display to Check-out (so it appears at job completion).
  4. Start adding Form Elements (questions/fields) such as:
    • Radio buttons (Yes/No / Pass/Fail)
    • Text box (multi-line) for notes
    • Upload photos (evidence)
    • Signature (sign-off)

Create new field in a form checklist

Form field options and settings

Result: Your fieldworker completes the checklist at check-out, and office users can review the responses (including photos/signatures) inside the booking record.

Example of a completed cleaning checklist form

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Use Case: Real Estate / Property (Inspection & condition reporting)

Property workflows often require structured inspection reporting and defensible documentation. Common forms include:

  • Entry/exit condition reports
  • Routine inspection checklists
  • Conveyancing / pre-purchase inspection notes
  • Room-by-room observations + photo evidence
  • Inspector signature + customer acknowledgement

Recommended setup:

  • Visibility: All (if customers should view) or Only Office (internal-only inspections).
  • When to display: Check-in (pre-start inspection) or Check-out (final condition notes).
  • Fields: multi-line notes, photo uploads, radio buttons, signatures.

Example of a real estate property inspection style form

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Use Case: Customer Satisfaction (Feedback + rating after job completion)

Customer Satisfaction forms are perfect for collecting feedback immediately after a job—while the experience is still fresh. Typical fields include:

  • Overall rating (stars / multiple-choice)
  • Service quality questions (e.g., punctuality, communication, workmanship)
  • Open feedback (comments)
  • Optional photo upload (rare, but useful for some industries)

Recommended setup:

  • Visibility: Only Customer and Office (customers submit feedback; office reviews it).
  • When to display: Customer Satisfaction (appears after completion, typically post-payment depending on your workflow).
  • Mandatory fields: usually optional (to encourage participation), except for a simple overall rating.

Customer Satisfaction form setup example

Best practice: Pair this with your communications workflow (e.g., post-job email/SMS) so customers are prompted to leave feedback consistently.

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Use Case: Automotive / Towing (Inspections + compliance)

Automotive and towing workflows often require documentation for liability reduction and customer transparency. Common examples include:

  • Vehicle pre-inspection (damage notes, odometer, photos)
  • Safety checks (brakes, tyres, lights, fluid leaks)
  • Towing job documentation (pickup condition, loading photos, delivery sign-off)
  • Customer acknowledgement (signature + terms acceptance)

Recommended setup:

  • When to display: Check-in (before work starts) and/or Check-out (after work is completed).
  • Visibility: All if you want the customer to view inspection outcomes in the portal, or Only Fieldworker and Office if it’s internal.
  • Fields: photo uploads + mandatory Yes/No checks + multi-line notes + signatures.

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Use Case: Gift Cards (Contact details workflows)

Gift card purchases commonly rely on contact details forms to capture the sender’s details and the recipient’s details. This ensures:

  • Correct delivery of gift card confirmation emails
  • Accurate recipient information
  • Cleaner reconciliation and tracking inside OctopusPro

Tip: Keep these forms short and frictionless—gift card customers want speed and simplicity.

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Best practices (templates, compliance, and reporting)

  • Use consistent naming: Start names with the workflow stage (e.g., “Check-in – Safety”, “Check-out – Cleaning QA”, “Customer Satisfaction – Feedback”).
  • Assign forms to services/statuses: Keep forms targeted so teams don’t see irrelevant checklists.
  • Make “proof” fields mandatory when needed: Photo uploads/signatures are best for high-risk jobs or compliance.
  • Keep customer forms optional & short: Boost completion rates (especially feedback forms).
  • Use forms to reduce disputes: Timestamped responses + photos can be critical evidence.
  • Review internally: Office users should spot recurring issues (training gaps, quality issues, delays) using form data.

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