Forms & checklists (AI)
Digital forms and inspections. See what needs attention
Read completed checks, spot defects and see the action recorded against them. Colour-coded answers keep inspections clear on a phone or desktop. Build with AI or from scratch, then save the form against the right asset, person or location.
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Co-Founder & GM of Operations
One pre-start, from the walkaround to the saved record
- Colour-coded
- inspection answers
- Record-linked
- evidence & history
- AI-assisted
- form creation
Needs attention takes you straight to recognised failed checks.
MapTrack app · Demonstration data · Captured
See the completed inspection
Photos, signatures and notes stay with the submission when those fields are part of the form.
MapTrack app · Demonstration data · Captured
See the check in the field
The photo and signature are saved with the pre-start and printed on its PDF.
MapTrack app · Demonstration data · Captured
See the saved sign-off
Where a site has a geofence, the form suggests that site when the operator starts the pre-start inside it, as a one-tap You are here choice.
MapTrack app · Demonstration data · Captured
See where it was done
When the phone shares its location, the saved pre-start records where it was submitted: a pin on a map that also draws your site geofences, the street address, and the GPS coordinates in its PDF.
MapTrack PDF export · Demonstration data · Captured
See the submission location
Completed inspection
See the defect and the work recorded against it
Open the saved form to read the failed check, the defect description and the action taken together. Labels and colour make the answers easier to scan. Needs attention takes you straight to recognised failed checks.
A completed pre-start, as submitted
The submitted form keeps every answer with the site, operator and hours reading, and flags the failed check with its description.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, cropped to the answers column (the record’s right column names the submitting user).
Read the defect, action taken and recheck together
The original hydraulic check remains Fail. The saved answers record the resealed fitting, replaced sleeve and a recheck with no leak, while track wear remains marked Monitor. All eight answers were checked after reopening the submission.
MapTrack app · Demonstration data · Captured
About this screenshot
Genuine answer-panel crop from a completed demonstration inspection. The repair outcomes are recorded answers; the linked corrective task has a separate status.
Pass and Satisfactory show in green, Fail in red and Monitor in amber. Repaired is blue and Replaced is purple, so you can see the work recorded alongside the original problem. N/A is grey.
Read the answer as well as its colour. A red No or an amber Monitor answer isn't automatically counted as a failed check. Repaired and Replaced are recorded form answers; a linked task has its own status.
Turn the form into a repeatable field workflow
Build the questions once, decide where the form appears and check what happens after submission. A saved answer, an alert and a corrective job are separate parts of the workflow.
1. Start from your existing material
Create a form manually or use AI to prepare a draft from a PDF, Word document, spreadsheet, CSV, text or image. Review every field, required answer and instruction before activating it.
2. Choose defaults and applicability
Set fixed starting values on supported fields, then configure the asset categories and actions where the form is required, optional or hidden. A default is a starting value to check, not evidence that an inspection passed.
3. Control the follow-up
Configure an automation for the relevant submitted result when you want an email or task. Test a matching and non-matching submission, then inspect the automation History and the created record.
4. Keep the submission with the right record
Review the completed answers, attachments and submission identifier on the asset, person or location record. Restrict submission visibility to the appropriate roles and export the submissions when you need a separate working file.
Setup and limits
- Form creation and AI generation need a connection. Load the forms needed for offline field work before leaving coverage.
- Submission history and exports require a connection. A failed answer creates a follow-up only when the relevant automation is configured.
Record several observations in one form
Use a multiple-answer group when the same questions apply to several items or observations. Add each entry, review the answers, then check the saved submission.
1. Start with a repeatable group
Open a form that has a multiple-answer group. Follow its instructions so each entry describes one item or observation.
2. Add and review the entries
Complete the first answer, then choose Add another entry. The new entry opens while earlier entries collapse. Expand an earlier answer to read or correct it.
3. Check before removing an entry
Choose Remove only when the entry should go. Read the confirmation and choose Cancel if you need to keep it or check it first.
4. Submit and reopen the result
Review the entries, submit the form, then open the saved submission from the asset record. Check that the intended answers are there.
Setup and limits
- The form needs a multiple-answer group. Other questions do not become repeatable automatically.
- Collapsing an entry only changes the view. It does not submit the form.
Reopen the saved form and check each answer
The saved submission contains three separate observations and one summary. It was reopened from the asset record to check that all three answers were retained.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration inspection submitted online. A removal was cancelled before submission, and the saved answers were checked after reloading.
Check the week’s forms and follow up on gaps
See who’s submitted forms, then open the records behind the activity. Weekly Completion gives you a starting point for following up with the crew about pre starts, inspections and other checks.
1. Choose the week you’re reviewing
As an account admin, open Forms > Reporting. Use the week controls to review the current week or one of the previous four weeks. Keep the selected dates with any follow-up.
2. Choose the form activity
Use All, Asset, Location or Person to focus the view. The menu also lets you show weekends and inactive users when they’re relevant to the review.
3. Read counts and Rate in context
Participation is the percentage of all account members with at least one submission that week, even when inactive users are hidden. Each day shows submission activity, while Rate counts elapsed displayed days with at least one submission. Check which days are included before comparing people or weeks.
4. Open the forms behind the activity
Open a day with submissions, then choose a submission to review its answers. Check the form, date and linked record before following up on a missing check or an answer that needs attention.
Setup and limits
- A day with several submissions counts once towards Rate. Future days are excluded, and showing weekends changes the days included.
- Participation and Rate describe submission activity. They don’t establish that every required inspection was completed or passed.
- Reporting and submission history need a connection. Check the selected week, form type and user visibility before treating a blank view as no activity.
Choose the week and the type of form
Choose a week and use All, Asset, Location or Person to focus the view. The summary counts submissions and participating users; it does not establish that every required inspection was completed.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration weekly summary. The individual user rows are outside this crop.
Export the submissions you need for a review
Give the office a working file of completed answers. Choose the form and period first, then check the export scope so the file matches the review you’re doing.
1. Open the form’s Submissions tab
From Forms, open the form you want to review and choose Submissions. Check that you’re working with the right form before exporting its answers.
2. Set the search and dates
Use the submission search and date range to narrow the list. Open View details on a submission if you need to check its subject, submitter or answers before including it.
3. Choose format and scope
Choose Export to open Export Form Submissions, then select CSV or Excel. Choose Yes under Limit data to your current filter? for the filtered selection. Use No, export all form submissions only when you need the full history for that form.
4. Open and check the file
Choose Export, then open the downloaded file. Check the form, dates and included submissions before using it in a meeting or sharing it with the office. Keep the reporting period with the file.
Setup and limits
- The export scope is an explicit choice. Filtering the list does not by itself confirm that you’ve chosen a filtered export.
- Completed submissions, blank paper forms and Weekly Completion answer different questions. Use the submission file when you need the recorded answers.
Keep the export to the selected submissions
Choose CSV or Excel, then select Yes to keep the export to the current filter. No, export all form submissions includes the form’s full submission history instead.
MapTrack app · Demonstration data · Captured
About this screenshot
Export settings for a demonstration pre-start form. The saved file should be checked for the expected records, fields and dates before it is shared.
Keep a paper back-up when the crew needs one
Admins can download a blank form to print. Check the questions and print scaling before handing it out, then keep or attach the completed copy as your organisation requires. A paper copy isn't a saved digital submission. See how to download and print a blank form.
Trusted by construction, civil and mining teams
Create, attach and complete. One source of truth
Create forms with AI or from scratch, or start from one of our ready-made templates. Use them for assets, people or locations. Your crew completes checks on mobile or tablet, with photos, notes and sign-off where the form asks for them. Configure an automation when a submitted answer needs to create corrective tasks.
AI form creation
Upload a PDF or describe your checklist; MapTrack generates a digital form. Or build from scratch.
Explore AI forms →Choose the right record
Build a form for an asset, person or location. Set where it appears and whether the workflow requires it.
Explore →Create corrective tasks
Configure a form-submission automation when an answer needs a corrective MapTrack task linked to the asset.
Explore →Keeping SAP, Oracle, Pronto Xi, Maximo or Dynamics as the system of record? Review the ERP field operations reference architecture before treating form evidence exchange as a live connector.
AI form creation
Start with an AI draft, then check the details
Upload an existing form or describe the inspection you need. MapTrack prepares the fields and structure for you to review. Check the questions, answer options, required fields and logic before publishing it for the crew.
In each choice question's Options, use a consistent set such as Pass / Fail / N/A or Satisfactory / Monitor / Repaired / Replaced. MapTrack recognises these inspection sets and applies the answer colours. You can still use your own options for other questions.
Review the AI-generated inspection before publishing
AI prepared the two sections and eight questions from a written description. Review the answer options and requirements before publishing. This is the setup draft for the completed example; its title was shortened to Plant inspection during review.
MapTrack app · Demonstration data · Captured
About this screenshot
Genuine draft configuration captured before publication. A generated form is a starting point, not evidence that an inspection has been completed.
Follow the issue into a corrective task
Keep the follow-up with the original inspection. Check who is handling the issue, when the task is due and what work has been recorded before treating it as resolved.
1. Set the follow-up rule
If a submitted answer should create a task, configure and test a form-submission automation. Choose the matching result, assignee, priority and due date. An answer colour by itself does not create a job.
2. Open the linked task
Use Linked tasks on the submission to open the follow-up. Check its status and assignment. The task links back to the form submission so the person doing the work can read the original answers.
3. Record the work
Keep the repair notes and supporting files with the task. Record any recheck your procedure requires so the next person can understand what was done.
4. Review the result
Read the original inspection alongside the linked task status. Completing the task keeps the original Fail answer in the saved inspection.
Check that the corrective task is completed
The failed hydraulic answer created this corrective task through a configured automation. The repair note and recheck were recorded, then the task was completed. The original Fail answer stays in the saved inspection.
MapTrack app · Demonstration data · Captured
About this screenshot
Complete linked-task card cropped from the reopened demonstration submission. The full inspection and its action notes are shown separately above; answer colours do not create or complete tasks by themselves.
Complete the check where the work happens
Your crew can complete forms on a phone or tablet and reopen the saved answers against the asset, person or location. Photos, signatures and notes stay with the submission when those fields are part of the form. Load the forms and app data you need before leaving coverage; supported offline submissions sync when you reconnect.
- The photo and signature are saved with the pre-start and printed on its PDF.
- Where a site has a geofence, the form suggests that site when the operator starts the pre-start inside it, as a one-tap You are here choice.
- When the phone shares its location, the saved pre-start records where it was submitted: a pin on a map that also draws your site geofences, the street address, and the GPS coordinates in its PDF.
Signed off on the phone
The operator answers whether the machine is safe to operate, adds a comment and signs on the phone’s screen. The signature is saved with the pre-start and printed on its PDF.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.
Read the completed inspection on your phone
The saved inspection has all eight answers. This phone view shows the original failed check and the recorded repair outcomes. The full result also records the action taken and recheck notes.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration submission reopened online in a 430 × 932 browser viewport and fitted proportionally inside an iPhone 15 Pro Max frame. This is a scrolled phone view, not a physical-device or offline test.
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