How to Create Checkpoint Reports with Custom Forms, Questions, and Photo Capture

How to Create Checkpoint Reports with Custom Forms, Questions, and Photo Capture

Custom Forms allow you to collect additional information whenever a checkpoint is scanned during a patrol. You can require security officers to answer specific questions, complete checklists, and upload photos as proof of attendance or site conditions.

Follow the steps below to configure a custom form for use with checkpoints.

Step 1: Create Your Form

  1. On the main menu, Navigate to Forms.
  2. Click Add New Form.
  3. Enter a form name and add all the questions you want staff to answer when scanning a checkpoint.
  4. Include photo upload fields if photo evidence is required.
  5. Save and publish the form.
         Click Here for a complete help on creating forms

Step 2: Configure the Form as a Functional Form

  1. Go to the Settings tab.
  2. Set the form type to Functional Form.
  3. Complete the following configuration:

      A. Enable Functional Form

                  Turn ON the option:  Use this form as a Functional Form

      B. Select the Form Usage

                  For the field: The form will be used with , Select: Check List

      C. Save your changes

                      
 


Step 3: Assign the Form to a Checkpoint

  1. Navigate to Sites.
  2. Open the required site.
  3. Select the Checkpoints tab.
  4. Either:
    • Edit an existing checkpoint, or
    • Create a new checkpoint.
  5. In the Custom Form dropdown, select the form you created.
  6. Save the checkpoint.
                 

Step 4: Staff Complete the Form During Patrols

Once the form has been assigned to a checkpoint:

  1. The officer scans the checkpoint as normal.
  2. The selected form automatically opens.
  3. The officer must complete the required questions.
  4. Any required photos must be uploaded.
  5. The form is submitted and recorded together with the checkpoint scan.

All responses, photos, timestamps, GPS data, and checkpoint information can be viewed later in the checkpoint reports.


The image below illustrates how completed form submissions appear in the report.
 






Notes
Important Notes

Free Form Allowance

Every ClickTime account includes 4 free forms.

To make the best use of your allowance, we recommend creating a generic form that can be used across multiple sites whenever possible.

Additional Forms

If you reach the 4-form limit, the system will prevent you from creating additional forms.

To create unlimited forms, you will need to upgrade to the Unlimited Forms option, which is available as an add-on subscription.

For pricing information, visit:  https://clicktime.com.au/pricing/