How to create an Audit Checklist

Audit Checklists are the foundation of the Audit module in Air Maestro. When you create checklist items, you're building a clear, step-by-step list that you'll later use to guide and complete your audit.

Creating a new Audit Checklist Template

1. Go to Site Setup > Audits > Audit Checklist Templates.
    
    
2. Click on the Create New Template button.
   
   
    
    
3. Insert a Checklist Name and configure the available options as needed:
   
    
    
   • "Is Modifiable" means the checklist can be edited even after it’s been used in an audit.
   • "Allow Expected Outcome / Response" adds an optional "Expected Outcome" field to each checklist item.
   • "Is Active" determines whether the checklist template is to be active and available for selection in Audit Types.
      
      
4. Set the checklist review frequency and personnel responsible in the Next Review Date Options section.
   
   
   
   This helps keep the checklist up to date by assigning a person accountable for its ongoing relevance.
   
    

5. Optionally, add any comments and choose whether notifications should be enabled.
   
   

6. Click Insert to save the checklist template.
   
   At this point, your Checklist Template is saved, but still empty.

Customising a Checklist Template

1. In the same Audit Checklist Templates tab, click on the magnifying glass next to the template you want to customise.
   
   
   
   This opens the checklist editor underneath the table.
   
   
   
    
2. Click Add Header to begin building your checklist.
   
   Headers often represent different sections or categories within the checklist. At least one Header needs to be added.
   
   
   
   Press the Add button to save the Header.
   
    
3. Click Add Checklist Item to start entering audit items.
   This option only appears once a header has been added, as each item needs to be assigned to a header.
   
   Enter the Checklist Item Name and optionally, the other fields below.
   
   
   
   You will need to enter something in the Description field - even if it’s just a space - otherwise the item won’t save.
   
    
4. Assign the Checklist Item to a Header by choosing it from the dropdown list.
   
   
   
    
5. Click Add to save the Checklist Item.
   
   
   
   The item will now appear under the Header you selected.
   
    
6. Repeat the process to add more Headers and Checklist Items as needed.

Additional Options 

While you are building the checklist, there are a few options at your disposal:

• Saving as Template

  Save As Template button can be chosen if you want to duplicate your current work into a New Template.
  
  
  
   

• Adding Items from an Existing Checklist

  Add Items From an Existing Checklist button can be chosen if you want to pull checklist items from a different template.
  
  
  
  You will then be able to manage those items without affecting the original checklist.
  
   

• Editing a Checklist Item

  To edit a checklist item, click the pencil icon on the right-hand side of the item. 
  
  
  
   

• Deleting a Checklist Item

  To remove a checklist item, click the bin (trash) icon on the right-hand side of the item.
  
  
  
   

• Adjusting Page Size in the Checklist Editor

  When your checklist contains many items, they will be split across multiple pages in the editor. To change how many items appear on each page, adjust the Page Size setting located at the bottom of the table.
  
  
  
   

• Printing the Checklist

  Click Print Checklist at the top-right corner of the Editor if you’d like to generate a printable or PDF version of your checklist.
  
  

Please note that the Checklist Template is not an Audit itself - it’s a reusable structure that can later be added to an Audit Type, which is what actually gets chosen to be scheduled in the Audits module.

FAQs

• What's the difference between deleting and deactivating a Checklist Template?

Deletion is only possible if the checklist template has never been used in an audit and is not linked to any Audit Types. 

Deactivation is the correct way to retire a checklist that has already been used. It removes the checklist from selection in future audits while keeping historical data intact.

• Why can't I deactivate a checklist template?

You won’t be able to deactivate a checklist template if it’s still linked to one or more Audit Types.

To proceed with deactivation, follow these steps:

1. Go to each Audit Type where the checklist is currently assigned. 
   If you are not sure which those are, you can attempt to set the Checklist as inactive, and the message that appears will give you the list.

2. Remove the checklist from the Audit Type’s configuration (via Audit Type Register page).

3. Return to the Checklist Template and deactivate it (untick "Is Active" checkbox).

Once deactivated, the checklist will no longer appear in future audit setups, but existing audits will still retain the original version used at the time.

• Will deactivating or deleting a checklist affect existing audits?

No. When an audit is created/scheduled, the system generates a copy of the checklists as they existed at that time. This ensures that:

• Past audits remain unaffected even if a checklist is deleted or changed.

• You can always review historical audits with the original checklist data.

• How can I reuse a deactivated checklist?

Yes. In the Audit Checklist Templates page, you can check the "Show In-Active" checkbox to see all inactive audits.

You can then click on the pencil icon, and reactivate the Checklist Template by reselecting "Is Active", and saving the changes.

Remember to re-add the checklist to any Audit Types you need it in.