Simple system for checklists
Budget: $30 – $250 USD
Phase 1 – Login and User Management
We need a web-based backend system where we, as super administrators, can:
• Create new organizations (companies)
• Create the first administrator user for each organization
• Automatically send an email with login details to the new administrator
Organization administrators must be able to:
• Log in securely
• Create and manage users (with roles: administrator or user)
• Create and manage departments
• Change password and email
• All user access must be handled securely, using session management (e.g. JWT or similar)
⸻
Phase 2 – Checklists and Reporting
Administrators must be able to:
• Create checklists per department (e.g. fire extinguishers, playgrounds, vehicles, etc.)
• Set control intervals: weekly, every 14 days, monthly, every 2, 3, 6 months, yearly or every 2 years
• Set buffer days – for example, a checklist turns orange 16 days before the due date
Users must be able to:
• Complete checklists
• Mark each item as “Approved” or “Not Approved” with optional comments and pictures.
The system must:
• Visually mark checklists as green (completed), orange (upcoming), or red (overdue)
• Store all data securely in the database
• Allow download or export of completed checklists as PDF reports
About checklists:
Checklist Completion and Report Locking Logic
A user selects a checklist for fire extinguisher inspection. In this case, the checklist includes 35 fire extinguishers located within a specific area.
The user walks around and checks each extinguisher one by one. For every extinguisher, the user must mark the result as either:
• Approved or
• Not approved
Once all extinguishers have been reviewed and a result has been recorded for each, the user confirms the entire checklist as completed.
At this point, a final report is generated and permanently locked.
The user use his smartphone to check every eg. fire extinguishers. We place a uniq QR code on each items and the user can scan and approved or not every fire extinguishers. The QR code shall be easy to print, change etc. for every items.
The report cannot be reopened or edited after submission.
It is critical that the final report:
• Is fully completed
• Cannot be altered
• Remains unaffected by future changes to users, equipment, or checklist templates
This means that:
• If a user is later deleted
• If an extinguisher is removed, renamed, or added to the checklist template
• Or if other structural changes are made
→ the completed report stays unchanged and intact.
⸻
Technical Summary:
• Each control/checklist is based on a master template stored under the department
• When a user starts a checklist, a snapshot of the master is taken and stored
• Once completed, the report is stored as a locked instance
• Completed reports are immutable for audit and compliance purposes
We need a web-based backend system where we, as super administrators, can:
• Create new organizations (companies)
• Create the first administrator user for each organization
• Automatically send an email with login details to the new administrator
Organization administrators must be able to:
• Log in securely
• Create and manage users (with roles: administrator or user)
• Create and manage departments
• Change password and email
• All user access must be handled securely, using session management (e.g. JWT or similar)
⸻
Phase 2 – Checklists and Reporting
Administrators must be able to:
• Create checklists per department (e.g. fire extinguishers, playgrounds, vehicles, etc.)
• Set control intervals: weekly, every 14 days, monthly, every 2, 3, 6 months, yearly or every 2 years
• Set buffer days – for example, a checklist turns orange 16 days before the due date
Users must be able to:
• Complete checklists
• Mark each item as “Approved” or “Not Approved” with optional comments and pictures.
The system must:
• Visually mark checklists as green (completed), orange (upcoming), or red (overdue)
• Store all data securely in the database
• Allow download or export of completed checklists as PDF reports
About checklists:
Checklist Completion and Report Locking Logic
A user selects a checklist for fire extinguisher inspection. In this case, the checklist includes 35 fire extinguishers located within a specific area.
The user walks around and checks each extinguisher one by one. For every extinguisher, the user must mark the result as either:
• Approved or
• Not approved
Once all extinguishers have been reviewed and a result has been recorded for each, the user confirms the entire checklist as completed.
At this point, a final report is generated and permanently locked.
The user use his smartphone to check every eg. fire extinguishers. We place a uniq QR code on each items and the user can scan and approved or not every fire extinguishers. The QR code shall be easy to print, change etc. for every items.
The report cannot be reopened or edited after submission.
It is critical that the final report:
• Is fully completed
• Cannot be altered
• Remains unaffected by future changes to users, equipment, or checklist templates
This means that:
• If a user is later deleted
• If an extinguisher is removed, renamed, or added to the checklist template
• Or if other structural changes are made
→ the completed report stays unchanged and intact.
⸻
Technical Summary:
• Each control/checklist is based on a master template stored under the department
• When a user starts a checklist, a snapshot of the master is taken and stored
• Once completed, the report is stored as a locked instance
• Completed reports are immutable for audit and compliance purposes