Filling in forms and checklists

Purpose: many safety jobs are routine checks: the daily forklift inspection, a site walk-round, a pre-start check. A form collects answers; a checklist is a form made of pass/fail items. Filling them in on the phone, even without a signal, replaces paper, and a failed item can start a corrective action right away so a defect is not just noted but fixed.

Who: everyone who fills in forms (Workers and above). Supervisors, Safety Managers and Org Admins also see everyone’s submitted forms. The forms themselves are designed by Safety Managers: see Designing forms and checklists.

1. Fill in a form

• On a phone: Report → A form or checklist.
• On a computer: Forms → Fill in a form.

1. Choose the form from Fill in a form. Use Search titles and descriptions if the list is long. Forms appear once a Safety Manager has published them.
2. Choose the Site.
3. Answer the questions. A question marked (required) must be answered before you can submit. Clear removes an answer.
4. Select Submit, or Save draft to finish later.

Forms you are asked to fill in. When a Safety Manager gives a form to you (by your role or by name), it shows at the top of Forms under Forms you are asked to fill in, with when it is due and at which site:

Shown	Meaning
To do	Fill it in by the date shown: “For 18 Nov” (a daily form), “Between 16 and 22 Nov” (a weekly one), “Due by 13 Nov” (a one-time one).
Overdue	A one-time form whose due date has passed. It stays until you fill it in.
Done	You submitted it at that site in this period; open it to see what you sent.

Open one to start the form with its site already chosen. It counts as done when you submit that form at that site within the period, however you opened it. A repeating form comes back as To do when the next period begins. The dashboard counts the forms still to do.

Without a connection, or when the app cannot reach Custos (for example on a site’s Wi-Fi without the internet), the list shows as it was the last time the app read it (it says when; Try again reads it again), and the forms open as usual. A form you submit offline shows Waiting to be sent until it goes, and cannot be opened again meanwhile, so it is not filled in twice; one Custos did not accept shows Not accepted: correct it and opens to be corrected.

A submitted form cannot be changed. A draft can be saved and finished later, here or on another device. Discard draft throws it away.

2. The kinds of question

Kind	How you answer
Short text / Long text	Type
Number	A number, such as 12 or 4.5, within the lowest and highest the form sets; it may show a unit such as °C or kg
Date	Pick a date
Yes / No / N/A	Tap one
One choice / Several choices	Pick one, or tick several
Pass / fail item	Pass, Fail or N/A, with a note (for a fail: What is wrong)
Text block	An instruction; nothing to answer

A pass/fail item says how serious a failure is: “A failure is High”.

3. Checklists and failed items

When you submit a checklist, the page shows its Result: how many passed, failed, not applicable or unanswered, and the worst failed severity.

• A failed item that is serious (High or Critical) shows This failure is serious: an action is proposed. Someone with the right to manage actions can select Create action, which is pre-filled with the item. See Corrective actions.
• A failure does not block the form: you submit the honest result.

4. Your forms

Forms → Forms filled in (or Your forms). Filter by status (Draft or Submitted), whether it has failed items, and whose (Yours or Anyone’s, for those who may see everyone’s). Search by reference (FRM-…) or title. Open a form to read its answers, who filled it in, when it was done and when submitted.

Get the PDF. A submitted form has a PDF: the form as it was when it was submitted, with the site, who filled it in, when it was done and submitted (at the site’s time), the result of a checklist with its failed items, and every answer. Open the submitted form and select Get the PDF; the file is saved as FRM-….pdf. It is the same file every time, so it can be shown to an auditor, an insurer or a client. The words Custos prints around your company’s own (the headings, “Pass” and “Fail”, the page numbers) are in the language you were using when you submitted the form, English or Serbian; the form’s own questions and your answers stay as they were written. The first time may take a moment while it is made. A draft has no PDF. You need a connection to get it.

5. Without a signal

The forms to fill in are kept on your phone when the app has been open with a connection. Offline:

• The list says “You are offline: these are the forms kept on this device.”
• Fill in and Submit as usual. The page says “Saved on this device. It is sent as soon as there is a connection.” It is sent by itself when the connection returns.
• If Custos refuses it, it stays under the forms not sent yet with the reason. Correct it and send it again, or Discard.

A draft that is already sent to Custos can only be opened with a connection.

6. If something goes wrong

What you see	What it means
“No forms to fill in yet”	A Safety Manager has not published one.
“Answer this question before submitting.”	A required question is empty.
“Choose a result for this note.”	Pick Pass, Fail or N/A before writing a note.
“This draft has been changed elsewhere since you opened it”	Use Open the latest. Your own answers are kept.
“You may not fill in forms in this company.”	Your role cannot fill in forms.