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.
To see what completing Record Logs will look like from your teams completing the tasks perspective, head 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 only essential fields to help teams complete tasks quickly e.g. don't use sign-offs unless you need them
👷♀️ Build tables of data with multiple records where possible - more on that below
📆 Don't capture dates or times (we do it for you) but if you must, use text fields
♻️ Use repeats & options wherever the same data is entered each day, e.g. supplier names to help teams work through tasks quickly
When would I use Tables vs Forms?
Tables 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 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 (5).
You can also set items to 'repeat' if needed in order save your teams a bunch of time (explained below).
Forms 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 or an audit.
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.
Number fields capture temperatures, counts or any other numerical data. They can have prefixes (e.g. £) or suffixes (e.g. °C). You'll also be able to add out of range warnings too - useful for compliance tasks (explained below).
Options allow you to give selection of choices for your teams, either in 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.
Section Title field type to create sub headings in your Record Logs. This will create a new section in your Record Log, useful for longer forms like audits.
File or Photo have an upload attached directly to this field.
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.
This means a value must be entered before the task can be completed. Only use this for important fields.
Restricted Fields & Records
Data in restricted fields can only be entered or edited by a Manager or Admin.
By enabling Restrict Records, only managers and admins can add or delete rows from the Record Log table. In this case, teams would always have to enter 5 fridge/freezer temperatures 👇
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 in the picture above.
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.
You're able to assign a score to different options in a record log. This is useful for audits, read more about it here.
Each section & task is then given an overall score based on the record log performance.
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.