Lighthouse – Adding an Audit Form Template

Audits are used for inspections, designed with a scoring/assessments feature. They allow you to set up a custom scoring system (i.e. Pass/Fail, 1-5, etc.) and assign weighting or value to questions.

Common Audit Template Examples

  • Officer inspections
  • Supervisor quality inspections

Adding a new audit form template

  1. Click the Templates menu option
  2. Click the Audits tab
  3. Click the New Template button
  4. Enter the name of the form in the Title field
  5. Optional: click the Locations drop down and check the appropriate locations
  6. Note:  Leaving the Location field blank allows the template to be available for use at every location.

  7. Optional: click the Zones drop down and check the appropriate zones
  8. Note:  Leaving the Zones field blank allows the template to be available for use at every location.

  9. Optional: If you want fields at the top of the form, click the Add Group button under the Header Fields heading. These fields can be set as a summary field and set up with many different field types.
  10. Example:  If you are completing an inspection on an employees work, adding a name and employee number field is helpful so you know who the inspection was completed on.

    • Enter the name you want listed in the Group Label field
    • Optional: enter additional information or directions in the Description field
    • Click the Repeatable drop down and choose from Unlimited, Not Repeatable or a value of 1-10
    • Select the User can skip check box if you want to allow the user to skip this group when filling out the form
    • Enter the questions you want answered in the Field column
    • Select the Required check box to ensure the employee enters the selection
    • Select the Summary Field check box if you want the field information to display in the activity summary section at the top of the Daily Location Report.
    • Note:  There is a limit of up to three displayed summary fields per form template. Summary fields should be reserved for the most important content in the form.

    • Select the Type drop down and select the appropriate option
      • Date - opens a wheel calendar to choose a date
      • Display Image - displays images that users see when they view the form. Images can be displayed when the form is opened or pinned to the form permanently by selecting the Display always option.
      • Display Text - provides static text often used to list instructions. Select Display always if you always want the text to display or Display on form entry only - if you want the text to display only once and if the user opens the form again to edit it, then it will not display the instructions again. Also, style formatting can be added to the text.
      • File – provides the ability to attach a PDF or Word document. This feature is only accessible when using the web app.
      • Number – changes the keypad to numbers and limits the user to enter only numbers.
      • Photo – allows the user to take a picture with their mobile devices camera or to attach photos from the library (if provisioned). There is no limit to how many photos the user can attach, but if you make this field a summary field, then only the first photo displays in the summary table on the Daily Location Report.
      • Note:  TeamTech only note: There is a TEAM controlled application flag that can disable the Choose from Library option. This flag controls all the photos in the application.

      • Select – adds a multiple choice field. Select the appropriate option.
        • Checkboxes - adds check boxes for the user to choose from
        • Multi Select List - the user can select more than one choice
        • Radio Buttons - adds buttons for the user to choose from
        • Single Select List - the user can only select one choice
        • Star Rating - displays stars. The user selects one to five stars to rate something
      • Signature – displays a box for the user to use their finger to sign their name.
      • Switch – displays a check mark box. It allows the user to check off that something has been completed.
      • Text – this option allows the user to type in an answer. This is often used to ask a specific question or a command that must result in the user typing out an answer. When the Multi-line option is selected the field becomes responsive to how much text is typed in the field.
      • Tip:  It is best to limit the use of the Text data type, as free-form entry allows typos. Also, if you export the report data it is easier to analyze structured data.

      • Time – allows the user to enter a time.
  11. In the Audit Groups section, enter the name of the group in the Name field
  12. In the Options/Score section enter the scoring mechanism for the audit questions. As a default, the Pass, IR (improvement required), and Fail correspond with the scoring mechanisms of 1, 0.5, and 0 is set. You can edit to establish any scoring system appropriate for your situation. The score represents the percentage of the question weight that is applied if the option is selected. The score must be between 0-1 value. Use the Add Option button to add another Options/Score row.
  13. Example:  Score options could be set to a star-rating scale of one star to four stars, or a grading scale of A, B, C, D and F.

  14. Enter the questions/item/area you want evaluated in the Questions column
  15. The weight determines how heavily this particular question/criteria is carried within the audit.
  16. Example:  If your company values cleanliness above all, the questions pertaining to cleanliness can carry more weight over other questions by giving them a higher number.

  17. Select the Required check box to ensure the employee enters the selection
  18. Tip:  When a field is set to required, the employee is not able to save/submit the form without entering this information.

  19. Select the Type drop down and select the appropriate option
  20. Optional: to add another group, click the Add Group button.

  21. Optional: If you want fields at the bottom of the form, click the Add Group button under the Footer Fields heading. These fields can be set as a summary field and set up with many different field types.
    • Date - opens a wheel calendar to choose a date
    • Display Image - displays images that users see when they view the form. Images can be displayed only when the form is opened or pinned to the form permanently by selecting the Display always option.
    • Display Text - provides static text often used to list instructions. Select Display always if you always want the text to display or Display on form entry only - if you want the text to display only once and if the user opens the form again to edit it, then it will not display the instructions again. Also, style formatting can be added to the text.
    • Example:  If you want post orders to display every time the employee opens the form, then the instructions would be listed in this field, and the next field could be set up with a question "Do you understand the instructions for this post?".

    • File – provides the ability to attach a PDF or Word document. This feature is only accessible when using the web app.
    • Example:  If the employee completed an incident report using the mobile app, but later there were additional details that needed to be added to it, an office employee could later attach a file using the web access.

    • Number – changes the keypad to numbers and limits the user to enter only numbers.
    • Tip:  This is often used for a phone number field.

    • Photo – allows the user to take a picture with their mobile devices camera or to attach photos from the library (if provisioned). There is no limit to how many photos the user can attach, but if you make this field a summary field, then only the first photo displays in the summary table on the Daily Location Report.
    • Select – adds a multiple choice field. Select the appropriate option.
      • Checkboxes - adds check boxes for the user to choose from
      • Multi Select List - the user can select more than one choice
      • Radio Buttons - adds buttons for the user to choose from
      • Single Select List - the user can only select one choice
      • Star Rating - displays stars. The user selects one to five stars to rate something
    • Signature – displays a box for the user to use their finger to sign their name.
    • Switch – displays a check mark box. It allows the user to check off that something has been completed.
    • Text – this option allows the user to type in an answer. This is often used to ask a specific question or a command that must result in the user typing out an answer. When the Multi-line option is selected the field becomes responsive to how much text is typed in the field.
    • Tip:  It is best to limit the use of the Text data type, as free-form entry allows typos. Also, if you export the report data it is easier to analyze structured data.

    • Time – allows the user to enter a time.
  22. When the form is complete, click the Save button at the bottom of the form.

Reordering fields and groups

While creating your form you might have a need to reorder fields and/or groups.

To reorder fields, use the arrows located on the right of the fields to move them up or down.

To reorder groups, use the Move Up or Move Down buttons located at the top of the group.

Deleting fields and groups

To delete a field, click on the trash icon to the right of the field.

To delete a group, click the Remove button located on the top of the group.

Tip:  To save time, use the duplicate option to make a copy of an existing template and then edit as needed. Hover over the appropriate template and click the Duplicate option.