Work a job’s checklist

Available on Pro and Enterprise

Every job has a Checklist panel that tells you, at a glance, whether the job can move on and what’s in the way. From there you tick items off, attach evidence, chase contractors and, as an admin or account manager, override a block with a reason that stays on the job.

Read the Checklist panel

Open any job from Jobs. The Checklist panel sits in the right-hand column, with a count like “3 of 9 done” in its header.

1. The gate box answers “can this job move on?” for the next gated status. Red means Can’t move to that status yet, amber means moving on will warn, purple means it’s Waiting on your review of a contractor’s work, and green means All gates clear. The line underneath says how many items block or warn.
2. The progress bar shows how much of this stage is done, with overridden items shaded separately.
3. Up to three items to act on now, most urgent first. Each has its main action as a button, such as Mark done, Review or Proceed as briefed, and everything else under ⋯. If there are more, click +1 more (or however many there are).
4. Waiting pills count contractor work awaiting your review, changes flagged, queries raised and requests still open.
5. View details opens the full checklist.

The job’s Alerts panel updates as you work the checklist, so an alert about a contractor or a visit clears as soon as you deal with it.

The full checklist

View details slides the whole checklist over the main part of the job page, so you can still see the customer and job summary alongside it. Press Esc or click Hide details to close it. If you refresh the page or share its link, it opens where you left it.

• Stage chips at the top show each gated status with how many of its items are done, with a padlock on any stage that is still blocked.
• Filters: All, Open (still to do), Needs the office (contractor work waiting on you) and On the visit (items field operatives see in the app).
• Groups: one per gated status, like “Required before Install Scheduling”, then Other checks for items that aren’t gates.
• Each item shows whether it blocks or warns, who completed it and when, any expiry date, a Field operative tag if it’s on the app, a paperclip and Open evidence if a file is attached, and its actions as buttons.

Tick an item off

1. Click Mark done on the item.
2. Add a Note: a reference, who confirmed it, anything worth having on record.
3. Set Valid until if the item runs out, like a scaffold inspection. When that date passes, the item gates the job again.
4. Attach Evidence. If the item says “(required)”, you can’t tick it without a photo or document.
5. Click Mark complete.

Ticked the wrong one? Click Undo on the item. Items that ticked themselves from a survey answer have no Undo, because the next save of the form would tick them again, and changing the answer later does not untick them. To stop the wrong answer ticking an item, set Completes when the answer is on the item in Settings, Job Checklists & Gates.

Move the job on

Change the job’s status from Job Status at the top of the job page as usual. The status list shows which statuses are gated and by how many items. If an item blocks the status you pick, the job stays where it is and installHUB lists what’s in the way (shown under Override a block). Click Open checklist to go straight to those items. If the items only warn, the move goes through and the warning stays on the job.

One move is never refused: a customer accepting a quote themselves, from the link in their email or in the Customer Portal. If a gate on Quote accepted isn’t cleared, the job still moves to Quote accepted and gets a red alert: “Quote accepted by the customer, but these checklist items are not done yet”, followed by the items. They still block the job’s next move. The alert clears by itself once they’re done, overridden or no longer apply.

Override a block

Sometimes a job has to go ahead anyway, for example when the DNO has confirmed by phone and the paperwork will follow. Admins and account managers can let it through, because they hold the Override a blocking job stage gate permission. There are two ways:

• When moving the job: the blocked message offers Override and move to the status. Every blocking item is overridden at once.
• One item at a time: open the item’s ⋯ menu and choose Override, or click Override on the item in the full checklist.

Either way you give a reason of at least 10 characters. installHUB records who overrode it, when and why in the job’s notes and history. An override doesn’t mark the work as done: the item shows Overridden, so anyone looking at the job later can see it was let through, not finished. Overrides are made in the office only, never from the mobile app.

An override can’t be taken back, which is why it asks for a reason first. When the work does happen, open the item’s ⋯ menu and choose Mark done as normal, with the note and evidence. The item then counts as done, and keeps an Overridden earlier badge with the original reason so the history stays honest. If you undo that tick later, the item goes back to Overridden, not to blocking.

Items with a contractor on them

When an item has been sent to a contractor, the item shows where it’s got to, for example With and their company name, Change flagged or Awaiting review, and the main button changes to what you need to do next. The full flow is in Send requests to contractors with a link.

Example: getting a solar job ready to book

A solar job has just been surveyed and the customer has accepted the quote. The office manager opens the job and the gate box says “Can’t move to Install Scheduling yet: 1 item blocks, 3 warn”.

1. The blocking item is “Deposit received”, the company’s own item. Accounts confirms the payment, so she clicks Mark done and puts the payment reference in the note.
2. “Structural and roof survey signed off” needs evidence. She attaches the surveyor’s report from her desktop and marks it complete.
3. “DNO approval received” is still waiting, but it only warns, and she sends the scaffold item to the scaffolder from ⋯, Send to third party.
4. The gate box turns amber. She moves the job to Install Scheduling, the move goes through with the DNO warning on record, and the job appears in the scheduler ready to book.