Completing checklists on a job

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Where checklists appear on a job

Every checklist that applies to a visit is on the Visit tab of the visit page, under a Checklists heading, as rows inside one card. The pinned Before photos and After photos rows come first, then any checklists attached to the service, in the order you arranged them (see Ordering checklists on a service), then any checklists you added to the job itself (see Adding a checklist to one job). Each row shows the checklist’s name and, on the right, where it stands — 3 of 8 answered for a question checklist, 4 photos for a photo one. A checklist nobody has touched yet shows just its name: no zero, no “not started” label. Tap a row and it opens in place, right there in the card. You never leave the visit page, so the header, the timer and everything else stay where they are. Each question shows its label, any instruction you added when building it, and the right kind of input for its type — a number field, a dropdown, a photo picker, a signature pad, and so on. A required question that’s still blank says Required underneath it; the word disappears the moment you fill it in. Only one row is open at a time. Tapping another row closes the one you were in — nothing is lost, because answers save as you go.

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Adding a checklist to one job

Checklists normally reach a job through its service (see Attaching checklists to services). A job you created as a Custom service has no service template behind it, so on its own it only gets the Before photos and After photos rows. You can put a checklist on that job — or on any job — straight from the visit, without touching your services. The checklist goes on the job, not just this one visit — the job’s next visits carry it too.

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Taking a checklist off a job

A checklist you added this way shows Remove from this job at the bottom when you open its row. Tap it and confirm Remove. This only takes the checklist off this job and its next visits. It stays in your library and on any service that uses it. Completed visits keep the answers they recorded. You can also choose a custom job’s checklists while you create it — see Creating jobs.

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Answers save as you go

You don’t need to press a save button. Answers save automatically as you enter them, and the count on the row header updates straight away. Because answers go to the server as you go, your progress is safe even if you close the app, lose signal for a moment, or switch devices. Reopen the visit later — even on a different phone — and everything you entered is still there.

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Before photos and After photos

Every job visit gets two photo rows at the top of the card, whatever trade you’re in and whether or not the service has any other checklists on it:

• Before photos — for you and your crew, unless you tick Include before photos when you send the report
• After photos — with a line underneath reading Shared with the customer. These are the pictures that go onto the customer’s service report every time

A job with no service template behind it still gets both rows. Open either row and you get a grid of photo tiles with an upload area beneath. An empty row says so in a line of text — No photos yet. while you can still add to it, No photos were uploaded. on a finished visit — rather than showing an empty box. See Before photos and After photos for where the two templates come from and how to take one off a service.

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Taking photos

For any Photo upload question — the two photo rows, or an image question on a checklist you built — tap the upload area to add pictures straight from your phone’s camera or photo library. Each photo is uploaded and attached to the visit right away; it isn’t just a preview on your screen. Once a photo is uploaded, it appears as a tile and the question counts as answered. You can add more than one photo to the same question — tap the upload area again to pick another. Each photo is uploaded one at a time and added to the question, so a single Before photos row can hold as many shots as the job needs. Pick the photo exactly as your camera took it — there’s nothing to shrink or convert first. A 12-megapixel shot is several megabytes, so your phone makes a smaller copy before it sends it: a picture wide enough to fill a screen or print a 6×4, at a fraction of the size. That’s the copy that’s saved, and it’s why a photo goes up in a moment on a field signal instead of a minute.

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Watching an upload go up

While your pictures are on their way, the upload area tells you where it stands rather than just spinning: Uploading 1 of 2 · 45% on a pick of several photos, Uploading… 45% on a single one. The count is the file it’s on, the percentage is how far through that file it is. Photos go up one at a time, in the order you picked them, and each tile appears as its photo lands. Once every picture has arrived, a short Saving photos… line shows while the answer is filed against the visit, then the row’s count updates. You can keep working while they go — fill in another answer, or scroll the page. Don’t leave the visit page mid-upload, though: pictures still on their way when you navigate away won’t be saved.

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If a photo doesn’t make it

Field signal drops. ProBase handles the ordinary case for you:

• A photo that fails is retried automatically — twice more, on a fresh connection each time. When a retry works, all you see is the tile appearing a moment later than usual; there’s nothing to tap.

• One bad photo never takes the rest down with it. If the last try still fails, the remaining pictures in your pick carry on uploading.
• You’re told exactly what’s missing. A line under the upload area names the count: “1 of 2 photos didn’t upload — check your connection and add them again.” (or “The photo didn’t upload — check your connection and try again.” when it was a single picture).

The photos that did land are already saved and showing as tiles — only the named ones need picking again. Move somewhere with better signal and add them; the line clears as soon as your next pick goes through.

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Viewing and removing photos

Tiles are small by design, so:

• Tap a tile to open the full-size photo in a new tab. Useful for checking a shot is in focus and shows what you meant before you move on.
• Remove a photo with the small ✕ on its tile. On a computer the button appears when you hover over the picture. Tapping ✕ only removes the photo — it won’t open the full-size view.

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Photos from an iPhone

An iPhone saves its pictures in Apple’s HEIC format unless you’ve changed the camera setting, and a lot of things can’t open that file — Android phones, most web browsers, printers, and some of the apps your customers use. ProBase turns those into an ordinary JPEG as it saves them, so the picture shows up everywhere it needs to:

• The tile on the visit shows the photo instead of a blank or broken box, whoever opens the job
• The After photos you share reach the customer’s service report as a picture they can actually open
• The photo downloads and prints like any other

There’s nothing to switch on, and you don’t need to change your iPhone to Most Compatible in Settings → Camera → Formats. Pictures taken before this was introduced are converted in the background the first time someone opens the photo row they’re on.

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Why photos open quickly

A photo from a modern phone is a big file, so ProBase doesn’t make you download the whole thing just to see a tile:

• The tile is a small preview. A scaled-down copy of your picture is what you see in the grid, so a row holding a dozen shots opens in a moment even on a patchy signal out in the field.
• The full picture is only fetched when you ask for it — when you tap the tile to open it full size.
• A row you haven’t opened loads nothing at all. The photos in a closed Before photos or After photos row aren’t downloaded until you tap the row open, so the visit page itself stays quick however many pictures are on the job.

On a desktop or laptop you can also drag an image straight onto the photo area and drop it — the drop target lights up while you drag, and the picture uploads exactly the same way as picking it from the file browser. Because photos are saved to the visit as you add them, they survive a reload or a switch to another device — reopen the visit and your pictures are still attached.

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AI-assisted answers

On some accounts, checklists can be pre-filled with AI suggestions drawn from the notes already on the job (assessment notes, job notes, or the visit notes you’ve been typing). When suggestions are available:

• The checklist row shows a small pill with the number of suggested answers.

• Opening the row shows a banner like “AI found 1 possible answer”, and each suggested field is marked with an AI suggested indicator plus Accept and Reject controls.

• Tap Accept to keep a suggested value (it’s saved just like any other answer), or Reject to clear it and enter your own. You’re always in control — nothing is committed until you accept it.

You can also use the Dictate notes to fill fields panel in the same row: speak or type free-form notes (for example, “free chlorine 2 ppm, pH 7.4, pump making noise”) and ProBase parses them into the matching checklist fields for you to review.

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Automatic drafting when you finish a checklist

On accounts with AI assistance turned on, ProBase can go one step further: once you’ve filled in a visit’s checklists and move on into the completion form, it can draft your service records from the checklist answers automatically, without you having to press the AI Assist button. While it prepares that first draft, a full-screen “Analyzing your visit…” indicator covers the form so you know the work is in progress. When it finishes, the completion form is pre-filled with the drafted records and a customer-facing summary, ready for you to review and edit — exactly as if you’d tapped AI Assist yourself. This only happens on a clean slate: if you’ve already added records or run AI Assist on the visit, ProBase leaves your work untouched rather than overwriting it. See Letting AI write it up for how to review and adjust the drafted results.

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It only drafts from what you wrote

The automatic draft is made from written checklist answers — a reading, a measurement, a note you typed or dictated into a question. Photo and signature questions aren’t part of it:

• Your photos are never sent to the assistant. A picture on Before photos, After photos or any other photo question stays on the visit; only the words you entered are read.
• A photos-only visit doesn’t wait. If the only things on this visit’s checklists are pictures, there’s nothing to draft from — no “Analyzing your visit…” screen appears and you land straight on the completion form.

You’re never stuck: write what you did in Visit notes on the form and tap AI Assist (✦) whenever you want the records pulled out of it.

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Required questions and completing the visit

If a checklist has required questions, they must be answered before the visit can be marked complete. When you tap Complete visit, any checklist that still has a required blank opens first — one screen at a time, headed Checklist 1 of 2. Continue stays blocked while a required item on that page is still blank, with a line telling you so. Fill in the required answers and tap Continue to move on. Checklists that are already satisfied — or have nothing required at all — don’t open a page; if everything is satisfied you land straight on the completion form. The back chevron never blocks: back out at any point and your answers are still saved. See Completing a visit for the rest of the flow.

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Reviewing a completed visit’s checklists

Once a visit is complete, the same card stays on the Visit tab with a Read-only badge next to the Checklists heading. The rows still open in place and show exactly what was captured — answers as they were entered, photo rows as tiles you can tap to open full size — but nothing can be changed.

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Going back in to fix something

Spotted a wrong reading, or a photo you forgot? As long as the customer’s service report hasn’t been sent yet, a pencil sits at the right of the Checklists heading. Once the service report has gone out to the customer, the pencil disappears and a line under the heading says so: The report has been sent, so this visit’s record is fixed.

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Completing an assessment with a checklist

Checklists set to appear on Assessments (see Choosing when the checklist appears) gate the assessment visit the same way. Tap Mark assessment complete and any checklist with required blanks opens first, headed Checklist 1 of 1. Fill in the required questions and tap Continue — you can’t move on while a required answer is still blank. Once the checklists are satisfied you land on the usual completion sheet, where you add any notes and choose how to finish. Tap Complete and create quote and your checklist answers travel with you — they appear on the new quote under Context from Assessment, alongside the customer’s own words, your notes, and any photos, so you can price the work without going back for them. The answers freeze to the visit just like on a regular job. See Completing an assessment visit for the rest of the workflow.

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Answers that become service records

When building a checklist, you can mark individual questions — or a whole section at once — to be added to the visit’s service records (the Include in service record toggle on each question). When you complete the visit, those answers are saved as service records automatically — for example, a “pH reading” numeric answer becomes a chemical-reading service record. This means the readings your crew captures in a checklist flow straight into the property’s service history without re-entering them. See Service records. Only questions that were actually answered become records — a blank question is skipped — and each answer produces a single record. A chemical reading shows as the reading type with the value and unit beneath it (for example pH reading, then 7.2 pH); a plain observation question shows as the answer text.

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One record per reading, even with AI Assist

On accounts with AI assistance, the same checklist answer can reach the completion form twice: once because ProBase drafts service records from your checklist for you, and once because the question is marked Include in service record. ProBase reconciles the two for you, so you never end up with the same reading recorded twice:

• If a drafted record already covers a checklist question, that question isn’t added again.
• The version you reviewed on the completion form wins. If you corrected a drafted value — the AI read 7.2 but the strip actually said 7.6 — your corrected record is the one that’s saved, and the raw checklist answer doesn’t overwrite it.
• Anything the draft didn’t cover is still committed from the checklist as usual, so nothing gets dropped.

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Rescheduling with a partially-filled checklist

If a visit is rescheduled before it’s completed, any answers already entered on its checklists carry over to the rescheduled appointment. Your crew doesn’t lose the work they’ve already done in the field.

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The customer Service Report

Checklists don’t just help your crew — they can also show the customer exactly what was done. Any question you marked with Include in customer summary when building the checklist (see Showing answers on the customer invoice) appears under a What we recorded heading on the customer’s side: on the visit’s own service report, and on the invoice covering it, where each visit gets a card of its own. The answers are grouped under the checklist they came from — chemistry readings, completed tasks, and even a customer signature shown as Signed by customer. It gives customers a clear, professional record of the work performed on their property, right alongside the plain-language summary and the photos. Which questions appear here is decided in the checklist builder, so the same items are shared consistently on every visit. For how customers read their reports and invoices, see The customer’s service report and The customer portal.