# Recurring checklists that come back with proof

> Recurring checklists that start themselves, come back with photos stamped with time and place, and show the days a routine was done late or missed.

Every company runs routines that never need an approval but always need to happen: the office cleanup, the store closing, the Monday vehicle check, the monthly look at the fire extinguishers. They live on a sheet taped to a wall, in a group chat or in one person's memory.

The trouble is not writing the checklist. It is knowing that it was done today, by whom, and done properly, without walking over to check. Noticing the week it quietly stopped happening. And having the record ready when an auditor, a client or a manager asks: who did it, when, with the photo and the place.

## Where the work gets stuck

### The sheet on the wall

Today: A paper log gets initials from whoever walks past last. It says a box was ticked, not what the room looked like or when.

With a process: The checklist runs on the phone of the person doing it. Required photos carry the date, the time and, when you ask for it, the location.

### Someone has to remember to start it

Today: Daily routines depend on the person who remembers them. When that person is on vacation, the routine is too.

With a process: A schedule starts the checklist every day, every week or every month, and can hand it to the next person in a rotation.

### Problems found, then forgotten

Today: The person closing the store notices the broken freezer seal, mentions it to a colleague, and nobody owns the fix.

With a process: Reporting a problem opens a follow-up step with an owner and a deadline. Overdue work sends reminders and escalates.

### No way to see the gaps

Today: At the end of the month nobody can say how many days the routine was actually done, or done late.

With a process: Each schedule keeps a history of every day: done on time, done late, still open or missed. Every run keeps its own timeline, so the answer is ready when someone asks.

## Processes to start with

- [Office cleaning checklist](https://easy.wf/templates/office-cleaning-checklist.md): Go area by area with a checklist and a photo of each one, with a guide that shows what clean means. Problems open a follow-up for the office manager.
- [Restroom check](https://easy.wf/templates/restroom-check.md): A check that takes under a minute, started from a QR code on the door, with a photo and a follow-up when something is missing.
- [Store opening checklist](https://easy.wf/templates/store-opening-checklist.md): The daily opening routine with the opening cash and a located photo of the shop floor.
- [Store closing checklist](https://easy.wf/templates/store-closing-checklist.md): The closing routine, cash handed over and the alarm set, with a located photo of the closed store front.
- [End-of-day cash count](https://easy.wf/templates/end-of-day-cash-count.md): Expected and counted cash with the difference calculated for you, and a manager review only when it is not zero.
- [Daily vehicle check](https://easy.wf/templates/daily-vehicle-check.md): The driver checks tires, lights, brakes and fluids before the trip. A defect opens a maintenance step with a deadline.
- [Food temperature log](https://easy.wf/templates/food-temperature-log.md): Readings per unit and per shift in one table, with a corrective action step when a reading is out of range.
- [Fire extinguisher and first-aid check](https://easy.wf/templates/fire-extinguisher-and-first-aid-check.md): The monthly walk past every extinguisher and first-aid kit, with photos and a facilities step for anything missing.

## What matters most

- Recurring schedules: Daily, weekly or monthly, in the workspace timezone. Each schedule shows its history day by day.
- Automatic assignment: Hand each run to the next person in a rotation, or to whoever has the least open work.
- Photo evidence: Photos are stamped with date and time, and with GPS location when the field requires it.
- Conditional fields and steps: A follow-up step only runs when someone reports a problem, so a clean day stays a one-step routine.
- Deadlines and escalation: Late runs send reminders and escalate to the people you choose.
- Works on the phone: Works on any phone and installs like an app. Photos are taken straight from the camera.
- QR codes where the work happens: Print a QR code for the restroom door or the reception desk. It opens the checklist for members or, through the public link, for anyone.
- Full timeline: Every run keeps who did what and when, with its photos and places, ready to export to PDF or CSV when an auditor, a client or a manager asks for it.

## Questions

### Do the people doing the checklist need an account?

Members sign in, which records who did each run. For routines done by people outside the company, such as visitors or a cleaning contractor, turn on the public form: the QR code then opens a form that needs no account, and those people do not count as users.

### How do I make sure the photo was taken there and then?

Every photo added to a photo field gets the date and time burned into the image at that moment. When the field requires location, the phone's GPS position is stamped too, and the photo is refused without it.

### What counts as done on time?

A run is on time when it finished before the next run was due and no step went past its deadline. Runs that finished after that are late, runs that were cancelled or never started count as missed.

### Can I change the checklist without losing the history?

Yes. Each run keeps a copy of the process as it was when it started, so editing the checklist only affects new runs.

### Is this a separate product from the approvals?

No. Checklists and approvals are the same kind of process in the same workspace, at the same price. A routine can also include an approval step when it needs one, for example when the cash count is short.

Page: https://easy.wf/industries/checklists