Operators is a new user type in UpKeep useful for team members that operate equipment and perform regular inspections but do not complete work orders.
With this new addition, the Checklists page is now Checklists & Inspections, with Checklists, Template Library, and Inspection History tabs. Mark a checklist as an inspection, assign it to assets and locations, and let Operators complete it in the UpKeep mobile app.
This guide walks through configuring an inspection, completing one in the UpKeep mobile app, and following the resulting request through your maintenance workflow.
Before you begin
Operator is a paid user type. Operator seats use licenses from your pool of licenses.
Set up a checklist as an inspection
Open Checklists & Inspections and select the checklist to edit.
Turn on Use as an inspection. The checklist will show an inspection tag.
Choose the assets and locations where this checklist can be used as an inspection.
For task types that support failure options, choose which answer represents a failure. For example, select the multiple-choice option that should trigger follow-up.
Build the checklist as usual: add conditional logic or sections, and select Mark all as required if needed. Tasks stay in edit mode in the builder no matter how many tasks are on the page.
Use the new Preview mode to see what the checklist will look like on a work order.
Complete an inspection in the Operator mobile app
Sign in to the UpKeep mobile app with an Operator account.
Operators assigned to assets can find those assets on the home page. To find other assets or locations, open Resources and search assets or locations they have access to.
Open an asset or location. Its details page shows the inspections available to complete for that location or asset.
Select an inspection, complete its tasks, and submit it.
On the submitted inspection page, review failed tasks and any automatically created service request. Tap the request to view it in the mobile app.
How failed tasks become service requests
When an operator submits an answer configured as a failure state, UpKeep automatically creates a request to get the issue fixed—as if the operator had created it themselves. The operator can open the request from the inspection in the mobile app.
Admins can find the request under Requests in the web app. The request includes information about the failed items. From there, planners and schedulers determine the work and when it will be done, and technicians complete it. The workflow then returns to the operator when they use the machine next.
Review inspection history
Select the Inspection History tab on the Checklists & Inspections page to see recent inspection activity in your facility.
FAQ
Do Operators need a paid license?
Yes. Operator is a paid user type, and Operator seats use licenses from your usual license pool.
Where can Operators find inspections?
Operators can quickly access assets assigned to them from the mobile app home page. They can also open Resources and search the assets and locations they have access to. An asset or location details page shows the inspections available for that resource.
What happens when an inspection answer is marked as a failure?
When an Operator submits an answer configured as a failure state, UpKeep automatically creates a service request for follow-up. The Operator can open it from the inspection in the mobile app; admins can find it under Requests in the web app.
Can I still use sections, conditional logic, and required tasks?
Yes. The checklist builder continues to support sections, conditional logic, and marking all tasks as required. Use Preview to see what the checklist will look like on a work order.
Where can I review recent inspection activity?
Open the Inspection History tab on the Checklists & Inspections page to review recent inspection activity in your facility.