ProAudits user manual

ProAudits is a cloud service for audits and checklists. It gives you inspection templates (the interface calls them checklists), checklists filled in with photos, an action plan for the issues an audit finds, tasks, a dashboard and notifications. It runs in the browser and in the iOS and Android apps, and the website and the apps share the same data.

This manual is for everyone who works in the system: restaurant and store staff and managers who run audits and complete tasks, managers who follow the results, and administrators who set up checklists, the structure and the team.

Work in ProAudits follows a chain. First an administrator describes the company: its units, employees and their roles. Next, checklists are built in the editor. A checklist lists the items an audit checks. People then run audits from those checklists on the website or on a phone. Problems found in an audit become issues and go to the action plan, where they are fixed and approved. The results come together on the dashboard.

• Structure and roles. On the website this is the Structure menu item with Employees, Structure and Roles under it. New employees get an invitation. See the Employees, Structure and Roles chapters.
• Checklists. Checklists are built in the Editor and grouped into processes. There are three types: One-page checklist, Detailed audit and Certification. Items can come from the Items library, or you can import a whole checklist. See chapter 16 onwards.
• Audits. On the website an audit starts from the Checklists page; in the app, from the processes tab. The mobile app works offline: anything not yet saved on the server waits in the Outbox. See the Checklists and Running an audit chapters.
• Action plan and tasks. Problems found in an audit are called Issues. Action plan cards move through the columns In progress → Done → Approved. See the Action plan and Tasks chapters.
• Dashboard. The Dashboard brings the results together. To download them, use Export to Excel or Export to PDF. See chapter 15.

Every employee has a role. A role is a job name your company chooses, such as "Store Manager" or "Head chef". Every role has one of seven levels. The levels are the same in every company and never change, and the level is what decides which sections are open to you. You can see your role and level on the Account page. Roles are set up by an administrator. See the Roles chapter.

Two more things affect access. Which checklists you see: administrators and the Read only level see every checklist. Everyone else sees only the checklists assigned to their role and their unit. Which part of the structure you see: an employee attached to a unit sees only their own branch.

The plan and AI credits are paid for by account holders: administrators the company trusts with payments. It is a mark on the account, not a separate level; see chapter 24.

The core work is available both on the website and in the app: audits, the action plan, tasks, the calendar and the dashboard. A few things are available in only one of them:

The chapters follow the order of the work. They start with signing in and a tour of the interface, then cover audits, their results, setting up checklists, and administration. If you run audits, the Getting started, Audits and Results parts are all you need. Administrators should read everything.

• Labels in grey frames, such as Send code, are the exact text of buttons and fields on screen when the interface is in English.
• Website page addresses are set in a monospace font, for example /account.
• Screen pictures are schematic. The order of elements and the labels match the real screen; the data is made up. Numbers in black circles are explained under the picture.
• Some features depend on your company's server, for example signing in by SMS or with Telegram. These places say "if enabled for your company".

You can sign in only if your email or phone number is on an employee card in your company. An administrator creates the card (see chapter 21, Employees; invitations are in chapter 03). If you created the company workspace yourself, your card was created during sign-up. The ways to sign in are:

• One-time code. This is the main way. A four-digit code arrives by email or SMS.
• Password. Use this once you have received a password through Forgot password?. Your login can be your email, phone or the login from your card.
• Telegram. Available if enabled for your company and your card has a Telegram login.

Open your company's ProAudits address. If you aren't signed in, the system's pages send you to the sign-in page /auth/signin. After you sign in, the Checklists page opens.

How to sign in with a code

1. Enter your email and click Sign in with email. To use your phone instead, click Sign in with phone number, enter the number and click the same button again.
2. The Verify code window opens. Look for the email "ProAudits verification code" or the SMS with the code.
3. Enter the four digits. The code is checked as soon as you type the fourth digit; you can also click Verify.
4. If the code is right, the Checklists page opens.

Phone numbers go in international format: "+", the country code and the number, with no spaces, brackets or hyphens. The website looks the number up exactly as typed, so it has to match the number on your employee card character for character, otherwise you get Account not found.

Wrong or expired code. On the website this opens a system page that says Authorization error... with a Retry button. The button takes you back to the sign-in page, where you can request a new code.

Click Sign in with password under the form. The Email, phone or username field accepts any of the three: your email (letter case doesn't matter), your phone exactly as it is on your card, or your login. The login is the Telegram username from the Username field on your card. Enter your Password (the eye icon shows it) and click Sign in. The button becomes active once both fields are filled. To go back to codes, use Sign in with a code.

The Forgot password? link appears only in the password form. It opens /auth/forgotPassword with the hint "Enter your email, phone or login — we'll send you a new password". Whatever you typed as your login in the form is carried over. Click Send new password.

• The system creates a new 8-character password and sends it right away. It avoids look-alike characters such as 0/O and 1/l. Your previous password stops working at the same moment, with no confirmation step.
• If you typed a phone number and SMS is available on your server, the password arrives by SMS. Otherwise it goes to the email on your card.
• The screen shows A new password was sent to and a masked address such as "a***a@g***m". Click Sign in to go back to sign-in.

If enabled for your company, the sign-in form has an or block with a Telegram button. For it to work, two things are needed:

• your Telegram account has a public username;
• the same username, without "@", is in the Username field of your employee card.

On the website the button is drawn by Telegram itself and appears under every version of the form. If the username isn't on any card, a system page opens that says User is not exists... with a Retry button. In the app the "Sign in with Telegram" button appears only on the first step of code sign-in. It opens Telegram's sign-in page inside the app; to close it, tap Close. If the username isn't found, the Account not found card appears with your @username.

When you aren't signed in, the app opens on a cover screen that reads Audits and checklists, always at hand and Checks, action plans and tasks in one place. The Sign in button at the bottom raises the sign-in form; you can swipe it back down. The button in the top-right corner shows the language code, for example "EN" or "AR". It opens the Language list, and the language changes immediately.

How to sign in to the app

1. Enter your email or phone and tap Send code. Type phone numbers with "+" and the country code.
2. The code step shows where the code went (We sent a code to). If the contact is wrong, tap Edit.
3. Enter the four digits; the code is checked automatically. A wrong code shows Invalid code and clears the boxes so you can try again.
4. The timer counts down two minutes and stays correct even if you switch to your mail app and come back. When time runs out, The code has expired and a Send code button for a new code appear.

If no card has your contact, an Account not found card appears instead of the code step. It has the links Try another contact, I have a company code (if your server allows connecting company servers) and Create a workspace for your company (if registration is open). Password sign-in and password recovery work in the app as they do on the website. On the recovery screen the field is called Username.

ProAudits runs on several servers. On the website there is nothing to choose: each server has its own address, so open the one your company gave you. In the app you choose the server on the sign-in screen, and only there.

• The website keeps you signed in in this browser. If an administrator changes your role, the change shows up within about five minutes, or straight away after you sign in again.
• The app keeps you signed in between launches. If the server can't be reached, you stay in the app and see the last data it loaded, with the banner "No connection to the server — showing the last data" under the tab headers.
• After your first sign-in on a phone, the system asks for permission to send notifications. Allow it to receive push notifications (see chapter 14).
• Signing out on the website: avatar in the top-right corner → Sign out. In the app: More → the gear icon → Sign out. You are signed out immediately, with no confirmation.

There are two ways to get access:

• An invitation. If your company already uses ProAudits, an administrator adds you in Employees and you receive an invitation. You don't need to sign up yourself.
• A new company workspace. If your company isn't on ProAudits yet, someone creates a workspace in the mobile app. That person becomes the administrator and invites everyone else.

An invitation is an email or SMS with a sign-in link. It is sent automatically when an employee card is saved with a new or changed contact and that employee has never signed in. An administrator can also send it by hand with Send invitation or Resend invitation on the card, or with Invite everyone who hasn't signed in for everyone at once. The bulk send skips anyone invited in the last 24 hours. See the Employees chapter for details.

• Channel. If the card has an email, the invitation goes by email. If there's no email but there is a phone number and SMS works on the server, it goes by SMS. With no contact at all, the system answers Add an email or phone number first.
• The email is titled You've been invited to ProAudits. It says who added you and which contact to sign in with. If this is set up for your server, the email has a sign-in button.
• The link doesn't expire. It leads to the invitation page and contains no code, so you can still use it a week later.

The button in the email opens the /join page on your company's website, even if the app is installed on your phone. The page lets you choose where to sign in.

What an invited employee does

1. Open the invitation and choose Sign in in the browser or Open in the app. You can also just open the website or the app and type your contact.
2. Request a code for the contact named in the invitation and enter it (see chapter 02).
3. That's it: the status on your card changes to Active.
4. If you like, get a password through Forgot password? so you can sign in without a code.

If someone else is already signed in to the app, it asks whether to sign them out (Sign out and continue or Stay signed in). If the link is broken, you'll see "Couldn't open this invitation link. Sign in manually."

A company workspace can be created only in the mobile app. On the sign-in screen, tap Create a workspace for your company under New to ProAudits?. The link is there if registration is open on the selected server, so choose the right region first. The wizard has four steps: Start → Contacts → Plan → Review. The top shows "Step 2 of 4", and the bottom has Back and Next. If you close the wizard after typing something, the app asks Stop creating the workspace?, because what you entered won't be saved.

The workspace exists straight away. The Workspace created screen asks you to sign in with the email you gave, and its Sign in button opens the sign-in form with that address filled in. No sign-up email is sent: tap Send code and enter the code from the email.

• You are the workspace's administrator, and every section is open to you.
• The workspace already has four roles: "Admin" (yours), "Employee", "Shift Manager" and "Store Manager". Their names are always in English; you can rename them in Roles (see chapter 23).
• The plan you chose is in effect. When a limit is reached, the add buttons become inactive (see chapter 24).

The usual next steps are to create your units (Structure), add employees (Employees), who will receive invitations, and prepare checklists (Processes and checklists).

Company servers never offer self-registration, and other servers can have it switched off by their owner. In that case the sign-in screen has no Create a workspace for your company link, and the wizard shows Registration is closed on this server instead of its steps: "Accounts here are created by your company administrator. Ask them to add you as an employee, then sign in with the email or phone from your employee card." The Sign in button takes you back to the sign-in form.

After you sign in, the website opens the Checklists page. The sidebar is on the left, a bar with the page title and shared buttons runs along the top, and the content sits in the middle. On the audit screen (/audit), the checklist editor and the items library, the sidebar is hidden and a Back arrow replaces the menu button in the top-left corner.

The menu has two groups and one item at the bottom, with the logo at the top. You can collapse the menu to icons with the button in the top bar; the logo then shrinks to a small mark. On narrow screens the menu opens over the page from the menu button in the top-left corner.

From left to right:

• Menu button: collapses and expands the sidebar.
• Page title and controls. They differ by page. Checklists has Processes, a count and a search. Tasks has a My tasks / Assigned by me switch. Calendar has a month or week choice. Dashboard and Action plan show only the title here; their filters, period and export are on the page itself. There is no search across the whole system, only search inside individual pages. On narrow screens the page title may be hidden to leave room for the buttons.
• Theme: three icons, System, Light and Dark. Shown on screens about tablet width and wider.
• Outbox (tray icon) opens /outbox. A spinning badge means data is still being sent; a red number shows how many records failed to send. See chapter 09.
• Notifications (bell) shows a red unread count (above 99 it reads "99+"). It opens a panel with Mark all as read, the tabs All, Unread and Archive, and Archive read at the bottom. An empty list says No notifications. See chapter 14.
• Avatar with your initials (tooltip Account). The menu shows your name, your role name (or your email if you have no role) and two items: Account opens /account, and Sign out ends the session immediately.

A floating bar of five tabs sits at the bottom of the screen. The tabs show icons only, with no labels, and the active tab is highlighted. The header of each main tab has Outbox and Notifications buttons on the right with counts (above 9 they read "9+"). If the app loses contact with the server, the banner "No connection to the server — showing the last data" appears under the header.

On the website Tasks and Action plan are two separate menu items; in the app they share one tab with a switch. The outbox and notification buttons sit in the top bar on the website, and in the header of each main tab in the app.

• On the website, User manual at the bottom of the sidebar opens the manual in a new tab, in your account's language. The manual also opens without signing in, at /user-manual on your company's website.
• In the app, More → User manual opens the manual inside the app in the app's language; close it with the cross in the header.
• The manual is stored on the same server as your company's ProAudits, so it always matches the version you are using.
• App updates. When a new version is out, a red "!" appears on the More tab and the More screen gets an Update to version button that opens the app store. If the app on your phone is too old for the server, it shows an Update required screen with an Open store button, and you can carry on only after updating.

On the website, open the page from the avatar in the top-right corner → Account (address /account). Anyone who is signed in can open it.

Two more blocks may follow. Plan and billing is for account holders only: the subscription, the holders and the payments (chapter 24). AI features appears when the company runs AI features: Monthly limits for each feature and Warn when credits drop below. Only an administrator can change these settings; everyone else sees them read-only.

Empty values show as "—". You can't change these details on this page because they come from your employee card. If something is wrong, such as your name, email or role, ask your administrator (see the Employees chapter). The page has no password, theme, sign-out or account deletion: sign-out is in the avatar menu, the theme is in the top bar, and passwords are issued through "Forgot password?".

Choose one of the nine languages (English, Русский, Español, Português, Deutsch, Français, 日本語, العربية, עברית) in the Language field. The page redraws in the new language straight away; there is no Save button. If saving fails, the field goes back to the old value; just try again.

• The language is stored on your account and applies on the website in any browser.
• Your notifications, including push notifications in the app, come in the same language.
• Until you pick a language, the sign-in page and the mobile app open in your device's language. If the app is not available in it, the language of your region is used, and English otherwise. The language you first sign in with is saved on your account.
• A language you pick in the mobile app's settings is saved on your account too.
• Arabic and Hebrew are written right to left: the website mirrors its layout at once, and the mobile app asks you to close and reopen it once so that its screens mirror too.

This card appears if the company runs AI features, for example importing a checklist from a photo (see chapter 20). Administrators and account holders don't see it here: they follow the credits, the forecast and the history on the Usage page (chapter 24). Credits are the company's shared balance, not money; they don't expire at the end of a month.

In the mobile app, open the More tab and tap the gear next to your name (Edit profile). The profile screen opens.

• At the top are your avatar, name and role chip. Below is the User profile block: Name, Email, Role, Level.
• Sign out signs you out immediately, with no confirmation. The app stops receiving push notifications on this device and returns to the sign-in screen.
• Language and theme aren't set here but on the More screen, in the Settings block (see chapter 04). AI credits are on the More screen too. The app has no password change.
• An account holder has the Account holder chip next to the role, and the Plan and billing section below the profile (chapter 24).

You can delete your own account only in the mobile app:

1. Open your profile (More → the gear).
2. Press and hold the red Delete account button until the bar fills up.
3. In the Are you sure? dialog (This action cannot be undone.), tap Delete account or Cancel.
4. Once the account is deleted, the app signs you out. If the server refuses, a message titled Delete account appears.

Only your own user account in this company is deleted. The company workspace and its data stay: checklists, audits and the action plan. You can no longer sign in with that email or phone; you'll get Account not found. The contact itself is freed up and can be used on a new card.

A checklist is a check template: groups of items that the auditor marks on site. Checklists are grouped into processes, which work like topic folders such as "Kitchen" or "Service". Processes and checklists are created by people with access to the editor (see the editor chapter); on the home page you only pick them.

Every checklist has one of three types, shown under its name:

• Detailed audit — a large check where you fill one group of items at a time;
• One-page checklist — all groups on a single page;
• Certification — looks like a checklist, but has no responsibles for deviations and creates no action plan cards (see chapter 10).

In the browser the home page is at / and is the first item of the sidebar, Checklists. Every role has it.

On a wide screen (1024 px and up) the page has two columns: the list of processes on the left and the checklists of the selected process on the right.

The selected process is remembered in this browser, so next time its checklists open straight away. If a filter change leaves the process with no matching checklists, the selection is cleared automatically.

You can resize the left column by dragging the divider between the columns (220 to 480 px); the width is remembered too. From the keyboard, the arrow keys move the divider, and Home and End snap it to the limits.

On screens narrower than 1024 px only one column is shown: first the processes; tapping a process opens its checklists, and the arrow in the header takes you back.

In the web app, checklist names in the list are always shown with every word capitalised, regardless of how they were saved in the editor. The mobile app shows names exactly as saved.

The search field, with the hint "Search checklists…", is always in the top bar of the home page. As soon as you click into it, a list of all checklists available to you opens below — even before you type anything. The list narrows as you type.

• It matches part of the checklist name, ignoring case. Process names are not searched.
• Each result shows the icon, name and type of the checklist, followed by a dot in the process colour and the process name.
• If nothing matches, you see No audits found.
• Close the list with Esc or by clicking anywhere outside it.

Each person sees their own set of checklists. It depends on your role and on which subdivisions you and the checklist are attached to. The rule:

• A checklist is shown at all only if it sits in a process and is not archived.
• Users whose role level is Admin or Read only see all such checklists.
• Everyone else (including Editor, Area manager, Store manager, Shift manager and Employee) sees a checklist only when both conditions hold:
  1. your role is in the checklist's list of roles;
  2. if the checklist is attached to subdivisions, at least one of them is within your scope. A checklist with no subdivisions has no such restriction.

Your scope is the subdivisions you are attached to (main and additional), everything below them, and everything above them. For example, a regional director sees checklists attached to the region's restaurants, and restaurant staff see checklists attached to their restaurant or to its region.

The process list itself is not limited by role: everyone sees all of the company's processes in the same order. Only the checklists inside are limited. That is why, in the browser, a process with nothing available to you stays in the list but greyed out, while the mobile app hides it.

Users with a Read only role level see checklists but cannot start checks in the web app: checklist rows in the list and in search are inactive.

A draft is your latest unfinished check for a checklist. It belongs to you and the checklist, not to a store: if you started checking one store and did not finish, the next click on that checklist opens that same check. You never see other people's drafts.

In the browser

• Clicking a checklist row marked "Draft" opens that draft.
• Clicking a row without a draft creates a new check and opens it straight away (address /audit, chapter 07).
• A new check can only be created while you are online.
• If the check cannot be created — for example, there is no connection or your company's plan has run out of checks (chapter 24) — you are simply returned to the home page, with no message.

In the mobile app

• Tapping a checklist without a draft starts a new check; a spinner turns in the row while it is created.
• Tapping a checklist with a draft resumes the draft if it was started no more than 7 days ago.
• A draft older than 7 days — the app asks first: the Old draft dialog says "This checklist was started on date and never finished. Continue it, or delete it and start a new one?" with the buttons Cancel, Delete and start new and Continue draft. This keeps today's check from being recorded into an old forgotten draft.
• A long press on a checklist opens a menu: Start new (inactive while a draft exists), Continue draft and Delete draft (both inactive when there is no draft). Deleting asks for confirmation, with the buttons Cancel and Delete; the action cannot be undone.
• The start time of the check is the phone's time at the moment of the tap.

In the app you can start a new check even offline, as long as this checklist has already been opened on the device while online (the app keeps a copy). If there is no copy and the server does not respond, you see No connection to the server — "The server can't be reached and this checklist isn't on the device yet. It will open as soon as the connection is back." Any other failure, including a used-up plan limit, shows Error and "Could not start the checklist. Please try again".

In the mobile app, home is the first tab of the bottom bar (the house icon; the tabs have no captions). The screen is called Processes. The Outbox and notification icons sit on the right of the header.

• Each process lists its checklists under its name, with their number on the right. Processes with nothing available to you are not shown in the app at all.
• The magnifier button next to the filter opens a separate Checklists search screen with a "Search checklists…" field. Its rows work exactly like the list: with the "Draft" mark and the same actions.
• Pull the list down to refresh processes, checklists and draft marks.
• If there are no available processes, the screen shows No processes found and an Add process button. It is active only for the Admin and Editor role levels; others see it but cannot press it.

• A process is greyed out (hidden in the app). It has no checklists available to your role and subdivisions. Contact an administrator (see the visibility rule).
• Clicking a checklist does nothing (browser). Your role level is "Read only" — such users view results but do not run checks.
• After the click you are back on the home page. The new check was not created: check your connection; if you are online, your company's plan may have run out of checks (chapter 24).
• "No connection to the server" in the app. This checklist has never been opened on the device while online. Wait for a connection and try again.
• You started a check and it turned out to be an old one. There is one draft per checklist. If you do not need the old check, delete it (in the app — long press, Delete draft; in the browser — the Delete button inside the check) and start again.

A check opens at /audit — from the checklists list, the Outbox, Tasks and the Calendar, or from a direct link. You must be signed in. The sidebar is hidden on the check page. The top bar shows a back arrow (it returns to the Checklists home page), the icon, name and type of the checklist, a magnifier button for searching items, and the usual Outbox, notification and account icons.

There is nothing to save. Every mark, photo and choice of store or auditee is written in the browser immediately and then sent to the server (chapter 09). Comments are saved when you leave the field.

If the check cannot be loaded, you see Audit unavailable. Offline, the explanation is "You're offline and this audit isn't cached on this device. Reconnect to load it."; otherwise "We couldn't load this audit. Please try again later." The buttons are Try again and Back.

Below the header are the items of the checklist, split into groups. The layout depends on the checklist type:

• Detailed audit — one group on screen at a time. Pick the group in the Select a group list (searchable); each group shows its result on the right. The first group opens first.
• One-page checklist and Certification — all groups on one page as collapsible sections. Only the first is expanded at first; several can be open at once.

A group header shows the group name, the group result and, if the group has a description, an (i) button that shows it. The group result is a score (a percentage or an average, depending on the group's setting), not progress: there are no "answered of" counters in a check.

To mark an item, click its row — the text or the square on the right. Each click moves the mark one step round the cycle. There is no "Save" button: the mark is recorded immediately.

If an item has a description, an (i) button appears next to its text to show and hide it. Some descriptions are always shown by the checklist. Reference photos attached to the item in the editor are shown above it — they cannot be deleted.

Besides ordinary items, a checklist can contain three special kinds:

Item photos

• The camera button opens the camera on a phone and a file picker on a computer. You can pick several pictures at once. Dragging files onto the page is not supported.
• The gallery button exists only on items for which the checklist has Photo gallery allowed turned on.
• A red camera means the checklist has Photo required on for the item and there is no photo yet.
• Before uploading, the browser shrinks the picture (to about 1024 px on the long side), so uploads are quick. While a photo uploads, a grey placeholder stands in its place.
• Click a thumbnail to open the photo large; the window closes with its cross.
• The red cross in the corner of a thumbnail deletes the photo immediately, without confirmation.

Item comment

• The comment button opens the field. It also appears by itself if a comment already exists, if the checklist has Comment required even if “Yes” on, or if the item is marked "No" and Comment required is on.
• If the checklist sets a minimum length, the field hint reads "Min. comment length: N". Only a comment longer than the minimum counts: with a minimum of 10 you need at least 11 characters.
• The comment icon turns red while a required comment is shorter than 10 characters.
• The comment is saved when you leave the field. Click outside the field before closing the tab.

Overall comment and photos for the whole check

At the very bottom of the form is the Comments card: free text about the whole check (also saved when you leave the field) and a camera button for photos that do not belong to a specific item. There is no gallery button here.

An item marked No gets a Assignees row — who must fix the deviation. After the check is finished, every responsible is assigned an action on that item's card in the action plan (chapter 10). Checklists of the Certification type have no responsibles.

• The round "+" button opens the store team with a search field, Add assignee…. You can add anyone attached to the store, regardless of role. The button is absent when there is nobody left to add.
• The cross on a chip removes the person.
• If the checklist sets Responsible roles for the item, marking it "No" adds the store's employees with those roles automatically — once, and only if you have not changed the list yet. Any manual change turns auto-fill off for that item; a list you cleared stays empty.
• If nobody can be added, a hint appears instead of the button: Choose a store to assign someone (no store chosen yet) or No employees are attached to this store.
• Changing the store resets the responsibles on items.
• If you left the list of a "No" item untouched, the role-based responsibles are filled in automatically when the check is finished.

The magnifier in the top bar replaces the checklist name with a search field. It matches part of the item text (ignoring case); group names and comments are not searched. Results form one list of items, each with its group name above it. You mark items in the results as usual.

• The Show only unchecked switch keeps only items that are not marked yet, with the number of listed items next to it. An item you have just marked stays in the list for 10 more seconds so you can correct a slip.
• If nothing matches, only a magnifier icon is shown.
• While search is open, the check header (store, auditee, "Finalise") is hidden. To finish the check, close search with the cross next to the field.

Result = the sum of weights of items marked "Yes" (plus partial points of sub-items and sliders) ÷ the sum of weights of the counted items.

• Counted are the required items and the optional items you have already marked. An optional item (in the checklist: Optional) left unmarked is not counted.
• An unmarked required item counts in the denominator with zero — that is why the result grows as you fill the check.
• If more critical items are marked "No" than the checklist's Max. critical items allows, the result becomes 0.
• A slider earns points only in the upper part of its scale, in proportion to its value.

The header shows the result with one decimal place; the group list shows each group's result.

The Finish button in the header can always be clicked and opens the Ready to finish window. It lists six conditions, each with a green tick or a red cross. The window's Finish button stays inactive until all six are met: there is no "finish with a warning". Close takes you back to filling in.

If the checklist sets no minimum length, "longer than the minimum" simply means "not empty". The server re-checks the same conditions when it receives the finish.

The finish time is your device's time at the moment you confirm in the window (if the device clock runs fast, the server records no later than its own current time). After finishing you stay on the page: the check becomes read-only, the header shows the start and end times and the Print and Export buttons. What happens next is in chapter 10.

• The "Store" list is empty. You are not attached to any subdivision, or there are no stores in your scope. Contact an administrator.
• The "Employee" field is inactive. Choose a store first and wait for the team to load.
• The person is not in the team list. They are not attached to this store. Type the name (grey chain) or ask an administrator to attach the employee.
• "Finalise" in the readiness window is inactive. Look for the crosses. To find unmarked items quickly, open search and turn on "Show only unchecked".
• A comment disappeared. It is saved when you leave the field — click outside it before leaving the page.
• The connection dropped. Keep filling in without closing or reloading the tab: changes are kept in the browser and reach the server once the connection is back. Without a connection the page will not load again.

The rules of a check are the same in the app as in the browser: the same marks, the same result calculation, the same six readiness conditions and the same responsibles (chapter 07). What differs is the screen, photo handling, and the fact that the app is built to work without a connection. How to start a check and what an "old draft" is are covered in chapter 06.

• Groups. In a Detailed audit the group is picked in the Select a group list with the group result; if the group has a description, a Description button sits next to it. Other checklist types show all groups at once, all expanded.
• Special items. A slider shows "scored / weight" and a slider bar; on an item with sub-items you tap each sub-item; on a list item you pick an option in Select from list. The colour of the points chip: green — full weight scored, red — less than half, yellow — in between.
• Item toolbar: comment, camera (red while a required photo is missing) and gallery — only if the checklist has Photo gallery allowed on. The comment field is flagged as an error while a required comment is shorter than the minimum length (10 characters by default).
• Responsibles — on "No" items (except certifications): chips with a cross and an Add assignee… button. It opens the store team, where you can tick several people at once; the choice is applied when you close the list. If the team is unknown (no store chosen) or the check is finished, the button is inactive.
• Bottom of the form: Overall comments and Photos for the whole check; here both the camera and the gallery are always available.
• Item search is tucked above the form: pull the list down and a Search bar appears. From there it works as in the browser, including Show only unchecked. The "Finalise" button is hidden while you search.
• Finishing. Finish opens the Ready to finish panel from the bottom with the same six conditions; its finish button is active only when all are met. After a successful finish the app takes you back to the previous screen.
• A finished check opens read-only; instead of "Finalise" there is a Share button with Export to PDF and Export to Excel (the file goes to the system share menu).
• There is no delete button inside a check. Drafts are deleted with a long press on the checklist (chapter 06) or in the Outbox (chapter 09).

• The camera opens directly; in the gallery you can pick several pictures. If the app is not allowed to use the camera or photos, the button does nothing — allow access in the phone's settings.
• Each picture is stored inside the app, converted to JPEG (including HEIC from an iPhone) and reduced to 2000 px on the long side. The copy on the phone is kept until the server confirms it has the photo.
• A thumbnail whose upload failed carries a refresh icon — tap it to send again. The red cross on a thumbnail deletes the photo.
• Tapping a thumbnail opens a full-screen viewer: pinch to zoom up to 4×, drag a zoomed photo with your finger, double-tap to switch between 1× and 2×.
• Photos upload mostly while the app is open — which is why the strip asks you to keep it open.

Every action is written to the phone first and then sent to the server through the Outbox (chapter 09). That is why you can fill in a check without a connection. Comments, the typed auditee name and the overall comment are saved when you leave the field, a slider when you release it, responsibles when you close the list.

The finish time is the phone's time at the moment of the tap, even if the finish reaches the server later. The server never records a time later than its own current time, so a fast clock cannot create a finish "in the future". The start time is recorded the same way.

The finish waits for its photos. If photos of this check are still uploading, the finish waits for them for up to 2 hours so the report goes out with its photos. After 2 hours the finish is sent anyway.

If a finish was not confirmed, the app sends it again on the next launch. If the server's copy of the check turns out incomplete, the app sends its full copy from the phone by itself — you do not need to do anything.

When the app cannot get an answer from the server (no network, the server is unavailable or answers with an error), the header of the "Processes", "Tasks", "Calendar" and "Dashboard" tabs shows the line No connection to the server — showing the last data. Lists do not go empty: you see what was loaded before and can keep working.

• The app checks the connection by itself — first after 10 seconds, then less often, but at least once a minute — and removes the line as soon as the server answers.
• If you simply switch off the internet, the line does not appear at once, only when the app next tries to load something.
• If you open a check that is not on the phone yet while the server cannot be reached, the screen shows No connection to the server with Try again and Back. Otherwise it shows Audit unavailable and Back.

Everything you do in a check is saved on your side first — in the browser or on the phone — and then sent to the server. Until a change arrives, colleagues, reports and notifications do not see it. The Outbox is the list of your filled checklists with the sending status of each. From here you can also continue a draft, or open, export or delete a finished check.

• Browser: the tray icon in the top bar on every page; the address is /outbox. There is no sidebar item.
• App: the Outbox icon in the header of the "Processes", "Tasks", "Calendar" and "Dashboard" tabs. The last tab (the "…" icon) has a separate sending-status block (below).

The Checklist (with the store under the name), Auditee, Date (the day the audit was finished, or the start day for a draft, with the start and end times below) and Status columns can be sorted; by default the newest come first. Row status:

• Uploading — this check still has unsent changes;
• Sync error — at least one change was not accepted;
• Synced — everything is on the server.

An unfinished check is also marked Draft. Rows load 20 at a time as you scroll. An empty list shows No completed checklists ("Checklists you fill in will appear here with their upload status."); a search with no matches shows Nothing found.

The list holds your finished checks of all time, plus checks and drafts saved in this browser. A draft started on another computer or in the app does not appear here. View opens a finished check in full in a read-only window.

• A checklist row: name, "store • auditee", the date (always in short English format, for example "Oct 8, 2026"), a Draft chip and a status icon: a spinner — uploading, a green tick — sent, a red icon — error.
• Tap: a finished check opens for viewing, a draft opens for continuing.
• Long press: on a finished check — View, Export to PDF, Export to Excel, Delete (only for the "Admin" role level); on a draft — Continue draft and Delete draft.
• If the app is connected to several workspaces, changes for another workspace are sent only once you sign in to it; the list gives them a single line, "N more in another workspace. They will send once you sign in to it".
• On the last tab (the "…" icon) the status block appears only while something is unsent: a Syncing changes (N) line with a spinner, or the Some changes didn't sync (N) button, plus a Queued for another workspace (N) line.

Sync Diagnostics

The Status block shows App version, Server, Network (Online / Offline), Sending (In progress / Idle), Waiting, Failed, the state of Push notifications and when they were registered. Send now starts sending immediately; Share report produces a text report for support. Below is the Queue: every change with its kind (Checklist, Feedback, Checklist editor, Processes), status, technical action name, creation time, number of attempts, next retry time and the last error text. An empty queue shows The queue is empty — everything is sent.

• Automatically. Every 30 seconds while the page or app is open; as soon as the connection is back; when you return to the tab or app; at start-up; and with the retry and "Send now" buttons.
• In order. Changes of one check go strictly in the order you made them. Photos travel separately so a slow upload does not hold up the rest.
• Retries. After a temporary error (no network, the server busy or unavailable) a change is retried after 5 seconds, then less and less often, with pauses of up to 5 minutes. After 20 failed attempts the change gets the "Sync error" status. If the server rejected the change (for example, the data did not pass its checks), the error is set at once.
• No duplicates. Sending the same change again never creates copies on the server.
• Sign-in. In the app, sending waits until you are signed in and online. If you signed out, unsent changes are kept and go out after you sign in again.
• Retry clears the error on all changes, resets their attempt counters and starts sending right away.

1. Make sure you are online and keep the tab or app open — sending resumes by itself.
2. If the badge is red or a row shows Sync error, press Retry (browser) or Some changes didn't sync (app).
3. In the app, open Sync Diagnostics: read the last error text, press Send now, and if that does not help — Share report and send the report to support or your administrator.
4. An unfinished check can be continued straight from the Outbox — with its button or by tapping the row.

If, on finishing, the server reports that its copy of the check is incomplete (no store, auditee, marks or required photos), the app sends its full copy from the phone by itself — you will not notice anything special.

When the finish reaches the server, the check is recorded with your finish time and its final result, and then the effects described below are triggered. If you finished offline, all of this happens later — when the finish is sent from the Outbox (chapter 09). If one of the effects fails (for example, an email is not sent), the finish itself is not undone.

• The Outbox — all your finished checks of all time (chapter 09).
• The check history in Dashboard (chapter 15).
• Links from Tasks and the Action plan (chapter 12, chapter 11).

In the browser, View opens the check in a read-only window; right after finishing you stay on the check page, which also becomes read-only. In the app, tapping a finished check opens a view screen.

A finished check is frozen: marks, comments, photos, store, auditee and responsibles cannot be changed in the browser or in the app. There is no button to "reopen" a check.

• Correcting marks is possible only for users with the Admin role level — with the Edit action in the check history of the Dashboard section (chapter 15). Only marks set by tapping can be changed; slider values and marks of items derived from sub-items cannot be corrected this way. The dates of the check are kept, and responsibles are not reassigned. Correcting needs a connection to the server. This action is not offered in the Outbox.
• Deleting a finished check is possible only for the "Admin" role level — from the check header, the Outbox or the history. Any auditor can delete their own draft; a draft is deleted permanently.

For every item marked "No", the action plan gets a card for that item — one per store and month (chapter 11):

• One action per responsible of that item — all of them go onto the item's single card. If you left the list of responsibles untouched, it is filled automatically at finish with the store's employees whose roles are set in the item's Responsible roles. A list you cleared yourself stays empty, and that item gets no card.
• The action text is the item's comment; the card title is the item text.
• The deadline is the finish date plus the item's Days to respond (7 days if not set), until 23:59:59. If the number of days is set in the checklist, the deadline is locked and cannot be changed.
• If no store was chosen in the check, no cards are created. Checklists of the Certification type have no cards and no responsibles at all.
• Each new responsible gets one summary notification, New action assigned, for the check — how many actions, for which checklist and store. The auditor gets no notification about assignments they made themselves.
• Processing the same finish again never creates duplicate cards or notifications.

The Audit completed notification does not go to a fixed list of people: recipients and the delivery method are set in the checklist's notification settings (chapter 19). Possible recipients:

For each recipient the checklist sets the method: a push notification in the app, an email with the report as a PDF, or both. Push arrives only on phones where the app is registered for notifications; emails — if email sending is enabled for your company. More on notifications in chapter 14.

Resend (in the Share menu of the Outbox and the check history in the browser) repeats the mailing to the same recipients with a fresh PDF. It is available to users with the "Admin" role level and to the auditor, and needs a connection. The button does not report a sending error.

If the checklist asks for it, the auditee gets a task to respond to the check results. The task is created only when all of these hold:

• the checklist has Feedback required turned on;
• a store was chosen in the check;
• the auditee was chosen from the team (not typed in).

The deadline is the finish date plus Days to provide feedback. The auditee receives a Feedback requested notification. There is one task per check. The feedback form — marking the correction of every item and adding comments and photos — is filled in the mobile app, on the tasks tab (chapter 12).

On the web, open Action plan in the Tools group of the sidebar (address /actionPlan). In the mobile app it is the second tab of the bottom bar (the clipboard-with-tick icon): the screen is called Tasks, and the board opens with the Action plan switch at the top.

The board always shows one store for one month. Each card is one issue: a checklist item marked No, or a free-form task you added yourself. A card holds a list of actions: what to do, who is responsible, by when, and how to check the result.

Cards appear in three ways.

1. Automatically when a check is finished. For every item marked No that has at least one responsible person, the system creates a card for the check’s store in the month the check was finished, and adds one action per responsible person:
   • the action text is the auditor’s comment on that item;
   • the deadline is the finish date plus the number of days in the item setting Days to respond (7 days if it is not set), until 23:59 of that day;
   • the responsible people are those the auditor picked. If the auditor never touched the list and it is empty, the system fills in store employees whose roles are listed in the item setting Responsible roles (see the checklist editor).
   These actions are locked: they cannot be deleted and their responsible person cannot be changed. Checklists of type Certification do not assign responsible people, so they create no automatic actions. Processing the finish of the same check again creates no duplicates.
2. Manually from the month’s issue list — with Select issues (see below). Such a card lands in In progress empty: you add the actions yourself.
3. A generic card — for a task that did not come from a check: the Add custom card button (the “+” in the In progress column header). Enter a Card name and choose a Process; the card is visible whenever that process is among the selected ones.

Select issues opens a window titled with the month name and the word “issues” (for example, “October issues”) and a counter. It lists every item marked No in finished checks of the selected store for the selected processes that were started in the selected month. Only the month number of the start date counts, not the year: items from checks of the same month in earlier years are listed too. A card created when a check is finished belongs to the month of finishing, so for a check started at the end of one month and finished in the next, the card may not show on the board. Items already on the plan stay in the list with the status Selected.

• The switch at the top: All, Available, Selected — each with a count.
• The Process button filters by process; it appears only when the list spans more than one process. Search looks in the item text, the checklist and the process.
• Columns: Issue, Checklist, Process, Total (how many times the item was marked “No” this month), Status and a Select / Remove button. The most frequent issues are on top by default; any column can be sorted.
• Tick several rows — a bar appears at the bottom with the number selected and the buttons Select (N), Remove (N) and Clear selection.

If a change was not saved, an Error message appears: The change was not saved. Check your connection and try again. A bulk action stops at the first failure and tells you how many rows were saved. An empty list shows No issues found for the selected month, or with filters on, No issues match the current filters.

Click a card to open it full screen. The header shows the process tag, a Custom card badge (if it is one), the issue text, the checklist name, a counter of completed actions and a Photo badge if the item requires a proof photo. Generic cards also have a red Delete card button on the right; it asks Are you sure you want to delete this card? and works in any column.

Add action under the table adds a row. Save stays disabled until every row has action text and a responsible person. After you press it the window closes at once and saving finishes in the background. Cancel closes without saving.

When a save makes all actions of a card in In progress done, you are asked All actions are done — Move the card to the “Done” column?. Move moves the card; Not now leaves it where it is — you will not be asked again for that card, and you can still drag it. If you clear an action’s mark on a card in “Done”, it does not move back by itself.

When you make an employee responsible for a new action, or change the responsible person, that employee gets a New action assigned notification (unless you assigned yourself). Changing the text, deadline or done mark sends nothing — see Notifications.

Move a card between columns by dragging it with the mouse (in the app: long-press, then drag). The new position is saved immediately; if the server rejects the change, the card snaps back.

• In progress ↔ Done — any user.
• Into Approved — only employees whose role level is Area manager or Admin (the level is set in roles). For everyone else the card silently snaps back, with no message.
• Anyone can move a card out of Approved.

The board has no separate read-only mode: the Read only level works with it like the other levels, except for approval.

Export offers Export to Excel and Export to PDF. It exports the current board: the selected store, month and processes. The file is named after the action plan, the store and the month and year; the PDF is landscape. The top of the file shows the store, the processes, the date and two figures:

• Selected — the share of the month’s issues that are on the plan;
• Done — the share of completed actions among all actions on the cards.

Then, for each card: process tag, column, issue text and the table of actions. In the app the finished file goes to the system Share menu.

• Icons to the right of the switch: the Processes filter (with an All processes / Reset button), Export and Select issues. The month is shown with the year.
• The board scrolls sideways. A tap opens a card; a long press lets you drag it.
• A card in “In work” shows the nearest unfinished deadline (red if overdue) and the badges Overdue: {count}, Needs details: {count} and Proof photo required.
• Actions are edited in a bottom sheet: What needs to be done?, Target (KPI), Due date with quick choices (Today, Tomorrow, In a week, End of month, Next month), Assign, Proof photo (Camera or Library) and the Mark as done button.
• Restrictions are explained by hints: Assigned during the audit and can’t be changed, Set by the checklist’s response time and can’t be changed, Actions created from an audit can’t be deleted, Unmark as done to edit this action.
• If the store has exactly one employee, they are filled in as the responsible person of a new action. If it has none — No employees in this store.
• Closing with unsaved changes asks whether to save them (Keep editing, Discard, Save).
• The issue list has no checkbox bulk selection and no process filter — only search, the status switch and the row buttons.

On the web, open Tasks in the Tools group (address /tasks). In the app it is the second tab of the bottom bar — the Tasks switch is open by default. Tasks are always shown for the person who is signed in.

Badges in a task row:

• In progress — the check was started and not finished;
• a time such as “09:02 – 09:15” — when the check was started and finished; green if it was done by the planned end, red otherwise; a green tick on the right;
• Overdue — the planned end has passed and there is no check;
• From previous days — the task was carried over.

If you have no tasks and no requests at all, the page shows You have no tasks assigned to you.

1. Tap the task row — the checklist of that checklist opens. If you already started that check today, it opens; otherwise a new check begins (see Running a check).
2. Carry out and finish the check. The task counts as done when you finish a check of that checklist today: the check is matched to the nearest time slot.
3. On the web, the store from a calendar event is not filled into the check — choose it while filling in.

A feedback request asks the audited employee to respond to the issues that were found. It is created automatically when a check is finished, if all of these hold:

• the checklist has Feedback required turned on;
• the check has a store;
• the auditee was picked from the employee list, not typed in by hand.

The due date is the finish date plus Days to provide feedback. There is one request per check. It contains the items marked No. The auditee gets a Feedback requested notification.

A request row shows the checklist, the auditor, the date (the due date in red if overdue; the reply date in green once answered), the check result, the result after the reply (if there is one) and the checklist’s goal “≥ N%”. Reply to a request in the mobile app: the form there shows the items with issues, a Comments field and photo buttons (Add photo, and Choose photo if the item allows it). On the web, requests are only listed.

“My tasks” shows up to the 30 latest requests in each state.

Assigned by me lists feedback requests from checks that you carried out. These are not hand-assigned tasks: you cannot reassign them or change the due date here. At the top are four metrics: Completion rate (share completed), In progress, Completed and Overdue (open requests past their due date). Below are the In progress and Completed tabs; each row shows the auditee and the store.

On the web, in-process rows are inactive. View a colleague’s reply in the mobile app. With no requests, the page shows No tasks assigned by me.

• At the top is My tasks: the Overdue, Today's tasks and open Feedback sections. The app has no metrics for “My tasks”.
• At the bottom is a pull-up sheet Assigned by me with the same four metrics as on the web and the In progress / Completed tabs.
• Tapping a task opens the started check, resumes the unfinished draft of that checklist (if the draft is old, the app offers to continue it or start over) or creates a new check.
• Tapping any feedback request opens its form.

Open Calendar in the Tools group (address /calendar) or the third tab of the app’s bottom bar. The calendar always shows one employee: you by default. In the Auditor field you can pick another employee from your part of the structure; new events are also saved for the selected employee.

A planned event appears in that employee’s Today's tasks on the Tasks page on the day of the event.

The metrics cover the whole visible grid, so they include the dimmed days of neighbouring months.

The Week view has seven columns with a 24-hour timeline; clicking a day header selects that day. An event block shows the checklist, the time “start – end” (end = start + the checklist’s duration) and the store. The event colour is the colour of the process the checklist belongs to.

Press Add event or the “+” in the day panel — a panel opens on the right. To edit, click the event itself — Edit event opens. The event is saved for the employee selected in the Auditor field: the panel has no separate “for whom” field.

Cancel and Add event (when editing — Save) become active once the date, time, store and checklist are all set. To delete an event, hover over it and click “✕”, then confirm in the Deleting calendar event window with Delete. Deleting cannot be undone.

Besides events, the calendar shows Routines slots of checklists for your role — by the same day rules as in tasks. Routine slots:

• are read-only — you cannot edit or delete them here; the schedule is changed in the checklist settings;
• always have the same colour and no store;
• count towards Events, Hours and Scheduled days.

Below the calendar, full width, is the Time distribution block (subtitle Processes): a radar chart of hours by process and a legend with the hours and share of each process. Checklists without a process are shown one by one. With no events it shows No scheduled events.

• There is no metrics row and no “Me” button: the employee is chosen in the Auditor list, which is inactive when only you are available.
• In the add panel the date cannot be edited — it is the selected day (when editing, the event’s day). The start time is picked from a list from 06:00 to 22:00 in 30-minute steps. To move an event to another day, delete it and create it again.
• To edit or delete an event, long-press it → Edit event or Delete event (with confirmation). Both are inactive for routine slots.
• The Time distribution block is in the app too — below the calendar.

Notifications arrive three ways: in the notification list (the bell on the web and in the app), as push on a phone with the app installed, and by email. Which channels are used depends on the notification type. Users have no personal notification settings: the recipients of a check report are set by whoever sets up the checklist, and push on a phone can be turned off only in the phone’s system settings.

Recipients are set in the checklist settings, in the Notifications settings section: email and push are switched on separately for each group of recipients.

• The email: subject “Audit completed: <checklist>”, with the auditor, store and result in the text; the PDF report is attached. The email is written in the company’s default language.
• If a person is in several groups, the channels are combined. Someone with only email turned on gets the email but no entry in the notification list; push always comes with a list entry.
• The notification is sent once per check: processing the finish again does not repeat it. To send it again, use Resend in the results history.

New action assigned

• After a check, each responsible person (except the auditor) gets one summary like “2 new actions from the audit “…” · store”. Tapping it opens the card of the first action.
• From the action plan board — one per assignment: “store: action — until deadline”. Not sent if you assigned yourself. Not sent twice for the same action to the same person.

Feedback requested

Title “Feedback requested: <checklist>”; the text gives the store, the auditor and the reply deadline. See Tasks for details.

Checklist reminder

• Arrives 15 minutes before a routine slot starts: “Checklist in 15 minutes”, “<checklist> starts at <time>”. Tapping it opens the tasks.
• Goes to employees whose role is in the routine (taking the checklist’s units into account) and who have ProAudits push enabled on their phone.
• Not sent if you have already done that checklist enough times today, or if the reminder is more than a few minutes late.
• The time follows the phone’s time zone, or the company’s time zone if the phone’s is unknown.
• Reminders work if they are turned on for your ProAudits server.

Push and email texts (except the “Audit completed” email) arrive in the language the recipient chose, or the company language if they did not choose one.

The View link goes to: “Audit completed” — the check; “New action assigned” — the right action plan card (the store and month are filled in for you, if you have access to them and the month is within the last 12); “Feedback requested” and “Checklist reminder” — the /tasks page. The list refreshes every minute and when you return to the browser window.

• The bell is in the header of the tab screens, next to the Outbox icon; it shows the unread count (up to “9+”).
• Tabs: Unread (opens first), All, Archive. The icon at the top right is Mark all as read.
• The row title is the full notification title (for example, “Audit completed: Hygiene audit”).
• Tapping a row marks it read and opens the related screen.
• At the bottom of “Unread” and “All” is Archive read. Pull down to refresh.
• An empty list: No notifications / New notifications will appear here.

Both the web and the app show the 30 most recent notifications.

• The phone is connected to push when you sign in to the app and whenever you return to it. After you sign out, push no longer arrives on that phone.
• Notification permission must be allowed in the phone’s settings.
• Tapping a push marks the notification read and opens a screen: the check (“Audit completed”), the feedback form, the action plan card or the tasks. A push that arrives while the app is open is shown as a banner.

To check the connection: in the app open Outbox → Sync Diagnostics, row Push notifications.

Open Dashboard in the Tools group (address /dashboard) or the fourth tab of the app’s bottom bar. On the web there are three tabs: Overview, Analytics and Ratings.

Reports include only finished, non-deleted checks. The data is limited to your part of the structure: you see the stores and units you are attached to.

The period is chosen in the Period field on the toolbar (a date range; there are no presets). The default is from the first day of the current month to today. A check belongs to the period if it was started or finished in it. The 12-month charts place each check by its start date.

The Filters button (with the number of active filters) opens a panel on the right. Filters apply immediately; Apply only closes the panel, Reset filters clears everything. Filters are kept while you move around the app but reset when the page is reloaded. The Refresh icon button reloads the data.

The panel has no process filter.

On “Overview”, the comparison period is the same dates shifted back one month (for example, October 1–8 is compared with September 1–8).

Columns: Checklist (the store under it), Auditor, Auditee, Result (green when at or above the goal, red otherwise), Goal, Date (the start date and the start and finish times; if the check was finished on another day, a Finished line with the date) and Actions. Columns hides the ones you do not need (at least one always stays). Sort: Newest first, Oldest first, Highest result, Lowest result, Name A → Z, Name Z → A. Search covers the checklist, store, auditor and auditee.

Other users see “Edit” and “Delete” but cannot use them. On a narrow screen all actions are gathered in one Actions menu. An empty table: No audits yet or, with filters, No audits match the current filters.

An admin can correct wrong marks in a check that is already finished, without reopening it.

1. In the check’s row press Edit (the pencil). The check opens with an Editing badge and the hint Tap an item to change its status. The checklist's dates and times stay the same.
2. Tap an item’s mark: it cycles N/A → Yes → No. The result is recalculated at once; the top shows how many items changed and the result “before → after”.
3. Close the window. You are asked Apply the changes? with the buttons Keep editing, Don't apply and Apply.

You can change the marks an auditor sets: items and sub-items. You cannot tap a slider, an item with sub-items (its mark follows from the sub-items) or a list item with nothing selected.

If saving fails — Couldn't apply the changes. Please try again. Changes are applied all together or not at all.

At the top is a 7D / 30D / 90D / 12M / MTM switch (default 30D) with a hint such as vs. previous 30 days. It changes only the comparison period: that many days immediately before the start of the selected period, or for MTM the same period one month earlier (vs. previous month). The period itself is still set on the toolbar.

• Four metrics with a trend and a 12-month mini chart: Total, Unique auditors, Unique auditees, Avg. audit time.
• Results history by process with a Result type switch (average result, hit rate or count).
• Results by process — a radar chart.
• Results by group — up to 12 groups with the lowest results, and their goals.
• Top issues — the 5 items most often marked “No”: Issue, Checklist, Total, Share (of the checks in the period) and Trend. Clicking a row shows the auditors’ comments on that item for the period.

A Team / Stores switch. “Team” means the audited employees (not the auditors); “Stores” shows stores with the same metrics. Both tables have sorting, column choice and search, and show at most 200 rows.

When there is nothing to calculate from, the cell shows “—”. Employees with no checks and no actions in the period are hidden until Show all employees is on.

The Export to Excel menu on the toolbar exports data for the current period and filters:

• Two tabs: Overview and Ratings. “Analytics” opens when you tap any metric at the top of “Overview”.
• The period is chosen on the filters screen (the filter icon) — the first field, Period. The other filters are the same; there is no “Show all employees” switch.
• Tapping a check opens it for viewing. A long press opens a menu: View, Edit (admins only), Export to PDF, Export to Excel (via Share), Delete (admins only). The app has no “Resend”.
• When correcting marks, the confirmation lists the changed items, the result “before → after” and a note about the goal (Meets the {goal} goal / Below the {goal} goal).
• In “Ratings” you can pick the metric: Trend or Action plan.
• Use the web version for the summary Excel exports (overall, by groups, by items).

Every audit in ProAudits runs on a checklist — a checklist template. Checklists are filed under processes: a process is a folder with a name and a colour, such as “Shift opening” or “Sanitation”. Your team sees the same processes in the Checklists catalog (chapter 06); the editor is where they are created and filled in.

A checklist is made of items groups (for example “Dining room”, “Kitchen”, “Storage”), and groups are made of items that the auditor marks during the audit. An item can have sub-items with their own weights, or a set of options to choose from. Checklist settings (type, roles, goal, notifications, routines) are covered in chapter 19; item settings in chapter 17.

• Web. The Editor item sits at the bottom of the sidebar; the address is /editor. It opens for the Admin and Editor levels, together with the checklist editor and the Items library page. Everyone else sees the menu item greyed out, and opening the address directly sends them back to the home page.
• Mobile app. The last tab of the bottom bar (the “…” icon) → the Administration section → the Checklist editor button. It is enabled for the Admin and Editor levels; everyone else sees it greyed out.

The screen is a tree table: process rows expand to show their checklists underneath. Grey placeholders show while data loads; processes start collapsed.

Create. Click Add process. In the dialog, enter a Name (required) and pick a Color, then click Save. The new process goes to the end of the list.

Colour is picked on a colour area with a blue slider, but the result is rounded to the nearest of nine colours: red, sky, orange, yellow, green, lime, cyan, purple, pink. If you leave it untouched, the process is sky blue. The colour tints the process icon in the catalog and the dot in the editor. Checklists have no colour of their own, and a process has no separate icon.

Edit. Process “⋮” menu → Edit opens the same dialog, titled with the process name.

Reorder. Drag a process row above or below another process. Order can only be changed on the web.

Delete. “⋮” → Delete → confirm in Deleting the process.

There are two ways to create a checklist:

• the Checklist button with a “+” on the process row;
• the process “⋮” menu → Add checklist — an empty checklist appears right away.

If AI checklist import is enabled for your company, “+ Checklist” opens a New checklist chooser with two options:

• From a photo, file or text — “Snap your old checklist and it builds itself”; starts an import (chapter 20);
• Empty checklist — “You add the items yourself”.

If AI import is not enabled on the server, “+ Checklist” adds an empty checklist straight away, and the “⋮” menu offers Import checklist from Excel instead of From a photo, file or text.

A new empty checklist is called New checklist (in English whatever your interface language), has the type One-page checklist, a goal of 80 %, a duration of 120 minutes, and no roles, units, routines or notifications. The process expands so you can see it. Then open it via “⋮” → Edit checklist.

The checklist “⋮” menu has four items:

Moving a checklist to another process is done by dragging, on the web only: drop the checklist row onto another process row or between that process's checklists. Dragging within a process reorders its checklists. There is no “Move” menu item.

Changes on this screen are saved immediately; while saving, Saving… shows next to Expand all.

A lock is a manual “I'm editing this checklist” flag. It is never set automatically: you can open a checklist in the editor without it. Use it so colleagues don't change the checklist at the same time as you.

• While a checklist is locked by someone else, Edit checklist, Lock / Unlock and Delete are unavailable to you. Excel export still works.
• Nobody can clear another person's lock, not even an admin. Ask your colleague to click Unlock.
• If the column shows Deleted user, the lock cannot be cleared from the app.

The Checklist editor screen shows the same processes and checklists as a list. Pull the list down to refresh it.

• Process: tapping the row opens the process screen (Name, Color — nine swatches, Close / Save). The Add button in the header creates a new process, not a checklist.
• Long-press a process to open its menu: Add checklist, From a photo, file or text, Continue import (if an import is unfinished — the most recent one is offered), Edit, Delete.
• Checklist: tapping opens the checklist editor. The type icon (magnifier — detailed audit, clipboard with a tick — one-page checklist, circled tick — certification) shows the type name when tapped. The lock icon is yellow if the lock is yours and red if it is someone else's (tap it to see whose).
• Long-press a checklist: Edit checklist, Lock / Unlock, Delete. Deleting asks for confirmation with Close and Delete buttons.

• Web: on the Editor screen, the checklist “⋮” menu → Edit checklist. The page opens without the sidebar; to go back to the list, use the back arrow at the top left.
• App: tap a checklist on the Checklist editor screen, or long-press it → Edit checklist.

All edits first collect in a draft on your device and are written only when you click Save. On the web, saving first uploads any new reference photos and then saves the whole checklist. In the app, saving works offline too: the changes are sent once the device is back online.

On a wide screen the checklist settings panel is on the left (chapter 19) and the tree of groups and items on the right. You can drag the border between them. On a narrow screen the settings come first and the groups below.

• New group — Add group; a group called “New group” appears, with its result in percent. Rename it in place. While there are no groups, the screen reads You haven’t added any groups of audits or certifications yet. Add and edit groups here.
• Group result — %: the group's result is shown in the audit as a percentage; Avg.: as a number with one decimal — the average score per marked item.
• New item — group “⋮” → Add: an item called “New item” with weight 1 appears. For a library item use Add from library (chapter 18).
• Delete a group — “⋮” → Delete → Deleting the group. Its items and their reference photos go with it. Delete an item — item “⋮” → Delete → Are you sure?
• Drag and drop. Groups can be reordered. An item can be moved within its group or into another group — drop it next to an item of that group or onto the group row. A moved item keeps all its settings and its history: statistics, action plan, library link.
• Sub-items are not shown in the tree — they live only in the item card. Sub-items cannot be reordered.

The card opens when you click an item row or choose Edit. On a computer it slides in from the right; on a phone it fills the screen. The header shows the item text and the group name; a library item also shows Library item · Changes apply to every checklist that uses this item. Edits go into the draft: the Close button at the bottom only closes the card — the page's Save writes them.

The Assignees section automatically assigns the people who will fix a deviation.

• Responsible roles — toggle chips. Only roles at the Shift manager and Store manager levels are listed. If a role was selected and later deleted or moved to another level, it stays visible so you can remove it.
• Days to respond — 0–365.

When the audit is finished, for every item marked “No” that has roles selected, the store's employees with those roles become responsibles, and locked actions appear in the action plan: the responsible cannot be changed and the action cannot be deleted. The deadline is the finish date plus “Days to respond” (7 days if the field is empty), end of day. The deadline is locked only when the field is filled; 0 means “the same day”.

In the app the checklist is one scrolling page: a card with the main settings, collapsible More Settings and Routines blocks, then the groups. If another user has locked the checklist, or your level is not Admin / Editor, everything is read-only and a red lock shows in the header.

• Each group has a name field, a % / Avg. switch and a “⋮” menu: Add, Add from library, Delete.
• Tapping an item opens its settings in a separate window: text, weight, Settings, Comments, Assignees, Description, sub-items and the Save to library / Update in library button.
• The app has no reference photos and cannot reorder groups, items or sub-items.
• A checklist cannot be linked to units in the app — only on the web (chapter 19).

A checklist has no “draft” or “published” state: saved changes apply right away to new audits. Each audit takes a copy of the checklist when it is created, so audits already started or finished do not change. The word Draft in the catalog means your own unfinished audit, not a state of the checklist.

An item such as “Hands washed before the shift” may appear in the morning checklist and in the sanitation audit. If both checklists take it from the library, it is one and the same item, not two similar copies:

• its deviations from different checklists are collected into a single action plan card per store and month;
• its statistics (how many audits it was in and how many times it failed) are counted across all checklists together;
• an edit to the item applies to every checklist that contains it.

A library item stores all item settings: text, weight, slider and step, select-from-list, sub-items with weights, critical flag, photo, gallery, comment rules, description and responsible roles. It does not store reference photos, the group or the position in a checklist — each checklist sets those itself.

The page exists on the web only and is available to the Admin and Editor levels: Editor screen → the Items library button at the top right (/editor/library). Use the arrow at the top left to go back.

The library item card has the same fields as the item card in a checklist (chapter 17), except reference photos. Its header shows the item text (or New item) with Items library underneath. At the bottom are Cancel and Save; saving is unavailable while the text is empty. If the item is already used in at least one checklist, Changes apply to every checklist that uses this item is shown above the buttons.

An empty library shows No items yet — Create reusable items once and add them to any checklist in the editor. If the library fails to load, you see Failed to load the items library and a Refresh button. If an action is not saved, a banner says The library change was not saved. Check your connection and try again.

A library item can be changed in three ways, and all three update it everywhere:

• on the Items library page — with Save in the card;
• in a checklist — with the Update in library menu item (written to the library immediately, without waiting for the checklist to be saved);
• in a checklist — simply by editing the item and clicking the checklist's Save: the edited copy becomes the new version of the item for the library and for every other checklist.

1. In the checklist editor, open the group “⋮” menu → Add from library.
2. Find the item in the panel (Search). Each item shows its text, a Critical tag, how many checklists use it and how many deviations it has had.
3. Pick the item — it is added to the end of the group with all its library settings.

Items already in this checklist are greyed out with Already in this checklist: an item can appear in a checklist only once. If the library is empty, the panel says The library is empty. Create reusable items on the Items library page. If the search finds nothing — Nothing found.

Item “⋮” menu in the checklist editor → Save to library. The item as it is now (including unsaved draft edits) goes into the library, and a Library item bookmark appears on it in the tree. For an item that is already in the library, the same menu item is called Update in library — it updates the item in every checklist.

On the library page, “⋮” → Delete → Deleting the library item: The item will be removed from the library. Checklists that already contain it keep their own copy. The item disappears from the catalog only; it stays in the checklists.

The app has no library page. Users at the Admin and Editor levels can:

• add an item to a group: group “⋮” menu → Add from library — a picker opens with the same labels as on the web;
• publish an item: in the item settings window, the Save to library or Update in library button. It is written immediately and applies to the whole company.

Statistics, the “Top…” block and deleting library items are available on the web only.

On the web, the settings are the left panel of the checklist editor (chapter 17). In the app they are the card at the top of the checklist screen plus the collapsible More Settings and Routines blocks. Like everything in the editor, settings are written with Save and apply to audits started after saving.

Visibility is set by two settings — Roles and Unit names. The same rule applies in the Checklists catalog, in the editor lists and to routines.

• The Admin and Read only levels see every checklist.
• Everyone else needs their role in the checklist's Roles list. A checklist without roles is seen by nobody except those two levels. Units without roles grant no access.
• If the checklist has Unit names set, the user must also work “near” one of them: in that unit, inside it (lower in the structure) or above it. Sibling units at the same level do not see the checklist. A user with no unit sees only checklists without units.

The Notifications settings block: “Pick how each audience hears about a completed audit: an email with the report, a push notification in the app, or both.” Each audience has two switches: Email — an email with the audit PDF report, Push — an in-app notification (delivered to phones as a push). Everything is off on a new checklist.

“The store's employees” are those whose main or additional unit is that store. Store-related audiences need a store to be selected in the audit. If a person falls into several audiences, they are notified once — on every channel switched on for at least one of them. Notifications themselves are covered in chapter 14.

A routine is a schedule for filling in the checklist regularly — for example, the morning checklist every day at 9:00. Routines create slots in tasks and events in the calendar. On the web, set them up with the calendar button next to the Duration field (it turns green once routines exist); it opens Schedule when this checklist should be completed. In the app, use the Routines block on the checklist screen.

A routine creates a slot on a day if any of these holds:

• the week of the month is ticked in Week and the weekday is ticked in Day;
• First is on and it is the 1st;
• Last is on and it is the last day of the month;
• today's date is ticked in Date.

Weeks start on Monday; the week containing the 1st is week 1, even if it is partial. Each slot starts at a time from Event start and lasts the checklist's Duration. Slots are shown to employees with the selected roles (and, if the checklist has units set, only to those “near” them).

Reminder. If reminders are turned on for your ProAudits server, employees with the role get a push notification about the upcoming checklist about 15 minutes before the slot. No reminder is sent if an audit for that slot has already been started, or for carried-over slots. No email is sent.

• Top card: checklist name, Checklist type, Roles (picked in a bottom sheet), Goal, Duration.
• More Settings: Max. critical items, All “Yes” by default, feedback, Notifications settings with the same five audiences and Email / Push switches, Additional emails.
• Routines: the same fields as on the web, right on the page; times are picked with a wheel in 5-minute steps.
• Missing: the Unit names setting.

Both ways create an ordinary checklist in the chosen process: type One-page checklist, goal 80 %, duration 120 minutes, no roles, units or notifications. After importing, open the checklist settings and add at least roles — otherwise your team will not see the checklist.