Forms, checklists and the guided job flow

Overview#

Your office can attach forms and checklists to jobs: safety checks, install checklists, inspection reports. Forms appear on the appointment automatically when they match the job, or you can add one when you need it. The stage bar at the top of the appointment (Arrive, Diagnose, Present options, Work, Wrap up) shows what each stage still needs. Items your office marks as required stop you from marking the job done until they're finished; reminders don't. Everything works offline.

Before you start#

• You can fill and submit forms on appointments you're assigned to. Technicians, dispatchers, owners and admins can.

• Forms download with the day's appointments, so open the app with signal before you head out.

• Owners and admins (permission forms.manage) build forms and choose the rules in Settings › Operations › Forms.

Steps#

Read the stage bar#

1. Open the appointment. Under the status button you'll see five stages: Arrive, Diagnose, Present options, Work, Wrap up.

2. The current stage is highlighted. Finished stages show a check mark. A small number shows how many items are still open.

3. Tap a stage to see its checklist. Each row has a colored dot (green done, red required, orange reminder), a label and a detail such as Not started, 1 of 2 photos or No options built, plus Required or Reminder.

4. Use the button on each row to finish it:

   • Open for a form.

   • Take photo for a required photo (tagged automatically).

   • Build to build estimate options (while Working).

What's on the checklist:

• Arrive on site: done when you tap Arrived, start work.

• Forms set to appear On arrival (in Diagnose) and Before completing (in Wrap up).

• Required photos, in the stage the office chose.

• Present options, if your office asks for it.

• Invoice ready ("Has work on it"), if your office asks for it.

Fill in a form#

1. In the Forms ({count}) section, tap the form. Each row shows when it's due (On arrival, Before completing or On demand), how many required answers are done (2 of 5 required answered) and a status: Required, Recommended, Optional, In progress, Submitted or Submitted · waiting to sync.

2. The form opens with its name and Version {n}. Required questions have a red asterisk.

3. Answer each question. Question types include text, number, Yes / No, pick one, pick any, photo, signature, measurement (with its unit, such as °F or psi), and date (tap Today to fill today's date).

4. Some questions appear only after an earlier answer. They show and hide as you go.

5. For a photo question, take or pick photos. A counter shows 1 of 2 photos. Tap the ✕ on a thumbnail to remove it from the form.

6. For a signature, sign in the box. Tap Sign again to redo it.

7. Tap Submit form when you're done, or Save draft to finish later.

If something is missing, the form lists it, for example "Still needed: Gas pressure is required; Before photo needs a photo." Once submitted, the form is read only.

Add an optional form#

1. In the Forms section, tap Add a form ({count}).

2. Pick a form from the list. It opens like any other form.

3. Started forms stay in the list so you can come back to them.

Finish the job#

When you tap Finish appointment and choose Job is done, the wrap-up card lists anything still open:

• Finish these before marking the job done ({count}): required items. Finish appointment stays grayed out until they're done.

• Reminders (won't stop you finishing): recommended items.

The office's system checks the same rules, so a job can't be finished around them. Choosing Needs follow-up never waits on forms or photos.

Settings that change this#

All in Settings › Operations › Forms (page title Forms and guided flow):

• Forms and checklists: create forms, edit drafts and publish. Published versions never change; editing creates a draft and publishing makes the next version.

• When it appears (inside a form): triggers by job type, business unit, tags (residential, commercial, emergency, high priority) or membership visits; when it's due (On arrival, Before completing, On demand); and whether it's Required (blocks completion) or Warning only.

• Required photos: Name, Tag (Before, After, Data plate, Completed install, Problem found, Other), How many, Job type, Stage and If missing.

• Guided flow: Options presented to the customer and Invoice ready before finishing, each Don't ask, Warning only or Required (blocks completion).

• Starter templates: ready-made checklists to add and edit.

The office reviews submitted forms under Follow Up › Form Submissions.

Tips#

• Fill On arrival forms before you start diagnosing. They often hold safety checks.

• Use Save draft if you're interrupted. Drafts are saved on the phone and sync later.

• Take required photos from the checklist row, not the Photos section. That way they're tagged and counted.

Troubleshooting#

• "Can't finish yet. Still needed: …" → required items are open → finish each listed item, or choose Needs follow-up if the job truly isn't done.

• "This form isn't on this phone" → it hasn't downloaded → it opens once you're back online.

• A form says "Submitted · waiting to sync" → you submitted offline → it reaches the office when you have signal.

• No Build button on the Present options row → you can only build while the appointment is Working, and only if your role can sell.

• A form I expected isn't there → the job doesn't match its trigger → use Add a form if it's available on demand, or ask the office.

FAQ#

Can I change a submitted form? No. Submitted forms are read only. Tell the office if something needs correcting.

What if the office changes a form? Published versions never change. Editing creates a new version, and each submission records the version it was filled on (shown as Version {n} at the top of the form).

Do customers see my forms? Only forms your office marks as customer-visible show on the customer's job page.

Coming from ServiceTitan#

• Same: forms attached to jobs by job type or business unit, required before completion when the office says so.

• Different: the five-stage guided flow shows what's left at a glance, required photos are counted automatically, and forms work fully offline. Non-job forms and PDF forms aren't available.

• Where it lived: Settings › Forms in ServiceTitan, and the Forms tab on the ServiceTitan Mobile appointment.