Introduction
Observation checklists are an easy-to-use tool in your learning platform, enabling you as a user to check your own learning progress or the progress of other users (your peers) in the platform and to monitor compliance requirements while doing a specific task.
On the other hand, by using checklists, managers can observe and document the progress of their team members' training and on-the-job activities, and how they perform their activities. If configured by your Administrator, you can also find observation checklists to complete among the training material of a course. This article outlines how to manage and complete observation checklists on your Go.Learn mobile app.
More information about observation checklists on the desktop platform
Filling out observation checklists as a user
In order to manage and complete your checklists on the mobile app, open the main menu of the app, then reach the My Checklists page, where you will see the list of all the checklists assigned to you.
On your My Checklists page, you will see all of the checklists that you have to fill out for yourself (Self Observation checklists) or for your peers (Peer Observation of another user).
In the list, when you see two icons, a bigger icon and a smaller one in its corner, the big icon shows the profile avatar (user image or name initials) of the person who is observed (checked), while the small icon shows your profile avatar (user image or name initials) as the checklist observer who completes the checklist. Of course, in case of a self observation checklist, only one profile avatar is displayed.
In the list, under each checklist’s title, you will see the type of checklist (self, peer or—for managers—manager observation) and then info about the completion or expiration date.
Please note: If you did not fill out a checklist within its due date, your Admin is informed about the delay, but you still have the possibility to complete it anyways.
At the top of the row of each checklist in the list, you can see its status (To Do, In Progress, To Approve or Completed). If you need to approve one or more checklists completed by other users, in the list, under the status, you will also find the name of the user who completed the checklist that you have to approve (the checklist observer). For any further information about the approval process, refer to the corresponding chapter of this article.
In the top right corner of the My Checklists page, you can tap on the filter icon if you want to filter checklists by type (Self Observation or Peer Observation, and also Manager Observation for managers), view or status.
In the View section, the option to show only checklists that currently need your action allows you to quickly identify the checklists you need to work on. The filter is activated by default, so when you enter your My Checklists page you will see only the checklists with To Do, In Progress or To Approve statuses.
Then, you can also decide to show only the checklists that are assigned to a course. Once you make your selection, filters are applied in real-time.
When you need to find a specific checklist, use the free text search area at the top of the page. In order to complete your checklist, simply tap on it from the list and respond to the items that you find inside.
If the checklist has been added by the Administrator to a course as a training material, you will see the name of the course the checklist belongs to under the checklist’s title on the checklist’s page.
If configured by your platform Administrator, you may find an Acceptance Review section at the end of your checklist. Here, you can choose if you accept the checklist responses, or if you don’t accept them. Once finished, tap on Send Checklist. Congratulations, you have completed the checklist!
Please note that if another user—a peer user or your manager, according to how your Administrator configured the checklist—needs to approve your observation checklist, after you tap on Send Checklist, it will then be sent to them for approval.
Uploading files and videos in a checklist
If your administrator has configured a checklist question to accept file or video attachments, you will see an upload field when you respond to that question. Tap the upload field to attach a file directly from your device. You can select a file from your camera, gallery, or file manager.
Please note: You can upload one file or one video per checklist question. Once you add a file, you can preview or remove it before you submit the checklist.
Supported file types include:
- BMP
- CSV
- DOC
- DOCX
- EPUB
- GIF
- ICO
- JPEG
- JPG
- MP3
- OGG
- PNG
- PPSX
- PPT
- PPTX
- SRT
- TXT
- VTT
- XLS
- XLSX
- ZIP
The maximum file size is 40 MB. For video attachments, MP4 and MOV formats are supported. The maximum video size is 250 MB and the maximum duration is 10 minutes.
Tip: If you are offline when you attach a file, your upload will be queued and will complete automatically once you reconnect to the internet.
Managing and filling out observation checklists as a manager
In your platform, your Administrator may assign you or your team members checklists to complete. You as their manager may be assigned a checklist to complete for your team members, your team members may be asked to complete checklists on their own or can be the object of an observation checklist completed by you or another user. In this way, you as a manager are able to monitor your team members’ compliance requirements, learning progress, or job task progress.
In order to manage and complete your checklists on the mobile app, open the main menu of the app, then reach the My Checklists page, where all of your checklists are gathered. On the same page, you will find the checklists that you as a manager need to complete for your team members (manager observations), those that you need to complete for yourself (self observations) and those that you complete for another user in the platform (peer observations).
For any other info on the My Checklists page, refer to the Filling Out Observation Checklists as a User chapter of this article.
In order to complete your checklist, simply tap on it from the list on the My Checklists page and respond to the items that you find inside. If your administrator has configured a checklist question to accept file or video attachments, you will see an upload field for that question. The upload experience is the same as described in the Uploading files and videos in a checklist section of this article.
If the checklist has been added by the Administrator to a course as a training material, you will see the name of the course the checklist belongs to under the checklist’s title on the checklist’s page.
If requested by the Administrator, you may find an Acceptance Review section at the end of your checklist. Here, you can choose if you accept the checklist responses, or if you don’t accept them. Once finished, tap on Send Checklist. Congratulations, you have completed the checklist!
Please note that if another user needs to approve your observation checklist, after you tap on Send Checklist, it will then be sent to them for approval.
Approving or rejecting a checklist as a user or manager
When configuring observation checklists, your Admin may require that the checklist is approved by a specific user or manager. If you happen to be the user or manager in charge of the checklist review, in order to review the checklist from your mobile app, you just need to open the main menu of the app, then reach the My Checklists page, where you will find the checklists that need your approval. Once the checklist is opened, you can go through all of the responses given by the observer who completed it and, according to their accuracy, you will then decide to approve or reject it by using the corresponding button at the bottom of the checklist’s page. If the observer attached files or videos to any checklist questions, you can view them during your review. To open a file, tap the attachment and select the option to open it in the appropriate app on your device, or download it.
If the checklist has been added by the Administrator to a course as training material, you will see the name of the course the checklist belongs to under the checklist’s title on the checklist’s page. Before the confirmation, you can add a note to explain your choice.
If you approve the checklist, the user who completed it can view the responses they gave and the notes that you added during the approval step. If you reject the checklist, it is still available to the user who completed it, so that they can correct their responses and read the notes you added. Once corrected, the user can submit the checklist again for your approval.
Please note: A checklist requiring the approval step will be considered as Completed only after the approval has been done.