How to create Checklist Templates

Checklist Templates in Air Maestro are sets of assessment items that can be grouped and reused across multiple check forms.

Before creating check forms, it's important to understand the difference between checklists and check forms.

• Checklist is a set of items, grouped under headers (at least one).

• Check forms are full forms, built by combining one or more checklist templates.

Only users with the following access can build new Checklist Templates:

Recency Integration

Checklists in Air Maestro can be linked to recency items, allowing certain assessment items to update a user’s recency records when completed. 

Keep in mind that while the module is labelled Recency Check Form, using recency is optional. Checklists can be used purely for internal assessments, or as formal tools that feed into compliance tracking. 

Rating Scales

Rating scales are used to score or grade checklist items during assessments.

Before building a checklist template, consider how each item should be rated - common examples include numeric scales (for example, 1 to 5) or simple outcomes like Satisfactory / Unsatisfactory. 

Once created, rating scales can be reused across any checklist templates.

To create a New Rating Scale:

1. Go to Site Setup > Operations > Recency Check Form Setup > Rating Types
    

2. Click + New Rating Scale in the top right.
   
   
    

3. Enter a name (for example, 1 to 4 Scale) and click Insert.
   
   
    

4. After saving, click the magnifying glass next to your new scale. 
   
   
    

5. Click + New Option repeatedly to add each score label (for example, “1”, “2”, “3”, “4”).
   
   
   
   
    

Creating Checklist Templates

1. Go to Site Setup > Operations > Recency Check Form Setup > Recency Checklists
    

2. Click + New Checklist Template.
   
   
    

3. Enter a Recency Checklist Name.
   
   
    

4. Choose the Recency Checklist Type (Personnel, Aircraft, or Company) - this selection controls which Recency Items can be linked.
    

5. (Optional) Link to Recency items.
   
   
   
   Note: the link is not automatic - linked recency items must be explicitly selected during check form completion to trigger a recency update.
   
    

6. Click Insert to save.
    

7. Click the magnifying glass next to your checklist to start adding content.
   
   
   
   The area underneath should now show the items that are part of this checklist (it will be empty for new items).
   
   
   
    

8. Click Add Header button to create a new Header.
   
   
   
   You can set a Control Type with your Header if you wish - the full list of Controls is explained in the next step.
   
   At least one Header must exist per Checklist.
   
    

9. Click Add Checklist Item to create your items.
   
   
    

   1. Add Checklist Item Name
       

   2. Confirm the Header the Item needs to belong to.
       

   3. Choose a Control Type:
       

      • None – No input field; acts similarly to Label.

      • Label – Static text only, useful for instructions or notes.

      • Checkbox – Single yes/no or complete/incomplete toggle.

      • Checkbox List – Allows selection of multiple options (links to Rating Scales).

      • Radio Button List – Displays all options for single selection (links to Rating Scales).

      • Dropdown List – Single-choice selection from a dropdown menu (links to Rating Scales).

      • Numeric – Accepts numbers only.

      • Text – Free text input field.

      • Date – Selectable calendar date.

      • Time – Time-only selector.

      • Date and Time – Combined field to select both date and time.

   4. Assign a Rating Scale if it triggered through your Control Type selection.
       

   5. Tick Show Comment Box to allow additional feedback.
       

   6. Press Add to add the item.
       

Continue adding items to build out your checklist.

Additional Notes when adding Checklist Items

• HTML Formatting Supported
  
  The Header and Checklist Item fields support HTML tags for formatting. You can use tags like <br> (line break), <b> (bold), and <i> (italic) to customise the appearance of your text. 
   

• Checklist Layout Structure
  
  All checklists use a fixed 3-column layout:

  • Item Column – Displays Headers or Checklist Item labels.

  • Control Column – Displays the selected Control Type (dropdown, checkbox, etc.).

  • Comment Column – Shows a Comment Box if enabled.
    
    This fixed layout works well in most cases, but when using plain text only (for example, with the Label Control Type), the content may appear uneven, as it wraps within just the first column.

• Checklist Items must belong to a Header
  Every checklist must contain at least one header. Items cannot exist on their own and must be grouped under a header to be visible in the form.