Editing Record Logs is a feature of the Team and Standard plans only - if you're interested in upgrading from Solo, please head to your Billing page in the app.
Record logs are used to capture data in tasks. Building your own from scratch is a great way to tailor your tasks to the needs of your business. We've put together our best tips and answered FAQs for Admins here.
📚 Check the library before starting any record log to see if we've got any similar. You can edit it as needed, but it'll give you a great head start!
📝 Use clear and concise field names - don't leave your teams guessing
⏰ Keep record logs short - long logs are hard to follow, build good habits in your teams by keeping it simple
👷♀️ Build tables of data with multiple records where possible - more on that below.
To see what completing Record Logs will look like from your teams completing the tasks' perspective, head here.
When would I use single record vs multiple records?
Multiple records are really powerful for creating tables of data. It allows the same information to be filled in multiple times and viewed in a table format e.g. temperatures of different fridges. You can also set items to 'repeat' if needed in order save your teams a bunch of time (explained below).
You can configure how many times you need the information to be recorded with the minimum number of records. In this case that'd be the number of fridges you have.
Single records are useful for creating long forms where data only needs to be collected once each time the task is completed. For example, an Accident Report Form.
Which field type should I use?
Text fields are useful for capturing short answers, like names or initials. Dates also work best as text fields.
If you're looking to capture temperatures, counts or any other numerical data - number fields are the place to go. Number fields can have prefixes (e.g. £) or suffixes (e.g. °C). You'll also be able to add extra settings for this field, like out of range warnings - useful for compliance tasks.
Options allow you to give predefined selection of choices for your teams to choose from. Either in the form of a dropdown menu, or button selector. These work best for things that don't change often, like menu items. Text fields are better if you're capturing something changeable as otherwise you'll need to edit the options often.
File or Photo allows you to request a photo to be submitted and attached directly to this field.
When picking a field type, you can also use the Section Title field type to create sub headings in your Record Logs. This will create a new section in your Record Log.
If you make a field mandatory, a value must be entered before the task can be completed. A restricted field means that data in this field can only be entered or edited by a Manager or Admin. By enabling Restrict Records, only managers and admins can add or delete entire Records from the Record Log.
Duplicate a Record Log field
To save time, it's possible to duplicate a Record Log field during your building process. Simply click the 'copy' icon - this is particularly useful when using the same set of 'options' multiple times throughout your Log.
When is the repeat setting useful?
Enabling the repeat setting means that when the field is filled in once, it'll repeat on all future tasks. This is a big time saver for teams on information that doesn't change like fridge names.
The fields are always filled in by teams at sites - you can't fill them in from the task editor. If you want to fill in the fields for them, assign the task to the site and visit it via the Complete Tasks page.
How do I set up out of range warnings?
You can set up a task to give a warning when numbers are out of an ideal range. It's really useful for compliance on temperatures.
You might need to have different ranges for different options e.g. for a fridge vs a freezer. In this case you can use a combination of an options field and a number field to set bespoke ranges.
In this case, the type field allows us to set different warning ranges for the different types of appliance.