Job Forms and Checklists

Build the checklists, inspections and test records your crew fills in on a job, put them on the right jobs by themselves, require one before a job can be completed, and keep a PDF of every submitted form.

A job form is a checklist your crew fills in on a job: a seasonal service, a safety walk before work starts, a leak inspection, a walkthrough with the customer at the end. You build the form once; Seayora puts a copy on each job that needs it, your technician answers it on the job, and every submitted form is kept as a PDF in your Documents.

Find job forms on the website under Work → Job forms, and on a job’s card on the Active jobs board. On both phones they are under Tools → Job forms (the forms on your jobs) and Tools → Your job forms (the forms you build), and in a job’s record under Forms on this job.

Building a form

Start from an example — heating and cooling maintenance, a plumbing inspection, an electrical safety check, a job site safety check or a completion walkthrough — and change it to suit how you work, or build one from scratch. The examples are a starting point, not a code requirement or a manufacturer’s procedure.
Each question has a kind: a tick box, pass / fail / not applicable, yes / no, a short or long answer, a number (with a lowest and highest value and a unit, such as psi), choose one, choose several, or a date. A heading groups the questions under it.
Mark a question as one that must be answered. A form cannot be submitted until every required question that is showing has an answer.
Show a question only when an earlier one is answered a certain way — "Where the leak is" only when "Any sign of a leak" is Yes. A hidden question does not need an answer, and an answer to it is not kept on the submitted form.
There is no photo or signature question, on purpose: photos belong in the job’s own before and after evidence, and a signature belongs on an invoice or a change order, where it agrees to an amount.

Putting a form on a job

By hand — Add a form on a job’s card on the website, or in the job’s record on a phone.
On every new job.
On new jobs whose title or description mentions a word — "boiler", "leak". The word has to be whole: "leak" does not match "bleak".
On new jobs that come in a certain way: jobs your business creates, online bookings, service agreement visits, preventive maintenance, device and camera alerts, or requests and work orders from customers.
A rule reaches only jobs created after you switch it on. Jobs already on your board are left as they are — add the form to any of them by hand.
Each job keeps the copy of the form it was given. Changing the form later never changes a form already on a job, so a submitted record always matches the questions it answered.

Filling one in

Open the form from the job. Answers can be saved as a draft and picked up again on any device.
Submit it when it is done. A submitted form is kept as a PDF in Documents, listing every answer with any failed items marked first.
Choose, on the form, whether the customer is emailed a copy when it is submitted. Either way the PDF is kept in your Documents.
A submitted form can be reopened by somebody who manages quality checks, as long as the job is still open. Submitting it again replaces the copy in Documents.

Requiring a form before a job is completed

Switch on Must be submitted before the job is completed and a job with that form still open cannot be marked complete — on the board, in either app, or through a connected assistant. The refusal names the form. Taking a required form off a job needs the same quality permission as reopening one.

Who can do what

Filling in and submitting forms on jobs is part of the Jobs permission, so your technicians can do it.
Building, changing and archiving forms is part of the Quality, safety & training permission. A technician on the standard preset can read the forms but not change them.

Frequently asked questions

Can I change a form that is already on jobs?

Yes. Jobs that already have it keep the questions they were given; the change reaches forms added after it.

Does archiving a form remove it from jobs?

No. It stops being added to new jobs. Forms already on jobs, submitted or not, are unchanged.

Can a customer see the form before it is submitted?

No. The customer is emailed a copy only when the form is submitted, and only if you chose that on the form.

Is a checklist an inspection certificate?

No. A job form is your own record of what your crew checked. Seayora does not inspect or certify any work.

Related guides

Related features and guides

Dispatch & Work Orders — Documentation. How jobs are routed to service pros, how work orders track status, and how approval limits keep spending in check.
Quality & Operations Tools — Documentation. Your reputation score and how it is calculated, customer ratings, quality audits, warranties, and the operating rules your company runs by.
Documents & Storage — Documentation. How Seayora stores leases, applications, and uploaded documents, and your responsibility to retain your own records.
Calendar & Scheduling — Feature. Schedule showings, inspections, site visits, and maintenance jobs on a shared calendar so field work and leasing activity stop colliding.
Understanding 1099 Forms for Your Business — Guide. What 1099-NEC and 1099-K forms are, who gets them, and how to keep the records you need — for contractors, landlords, and anyone paying or getting paid.
Contractor Job Board & Assignment — Feature. A live job board showing every open, assigned, and completed job. Create jobs, assign technicians, and move work through status without a group chat.