# EMS Checksheet User Guide This guide is for crews using the QR-based EMS Checksheet system to complete daily unit checks. The system is meant to be simple: scan a QR code on the unit, confirm you are on the correct unit or section, check the compartments and assigned kits, and document what is actually on the truck. ## Daily Checkoff Workflow ### 1. Scan a QR Code Start the check by scanning a QR code on the unit. The code opens a compartment or assigned kit. Before entering anything, make sure the page is for the correct unit and section. This matters most when moving between several trucks. ### 2. Check the Scanned Compartment or Kit You can begin by checking the compartment or kit that opened from the QR code. For each compartment or assigned kit: - review each item - count the actual quantity on the unit - check boxes only when the item is actually present or the task is actually done - update quantity fields if the count is different - submit or save the section before moving on Some fields may already be filled in from a recent previous check. Treat those as a starting point, not proof that the item is still there. ### 3. Review Restock Items Items that are below par or missing may appear on the restock list. The restock list helps crews and supervisors see what needs to be replaced, corrected, or followed up on. Enter the actual count found on the unit. Do not change a count just to remove an item from the restock list. Restock list checkboxes sync between users. If multiple people have the unit page open, an addressed checkbox marked by one user should be reflected for the others when the list updates. Use the checkbox to show that a restock item has been addressed. If the item still needs follow-up, leave it unchecked. ### 4. Enter Crew Names / Signatures Enter the crew members assigned to the unit for the shift. Crew names/signatures can be entered after the first scanned compartment or kit is submitted. They can also be entered at any time before the unit check is finished. The lock control is for the crew names/signature area. Use it to save or lock the crew information when it is correct. ### 5. Add Comments When Needed Use the comment area for information that is not obvious from the item counts. Good comments include: - equipment damaged or not working - supply issue that needs follow-up - reason an item is below par - issue found during the check - anything that should carry forward to a supervisor review Keep comments factual and short. ### 6. Check Monthly Reminders Some units may show monthly check reminders. Monthly reminders are used for checks that are not part of the normal daily compartment or kit workflow. If a reminder is due, complete the check according to department policy and document any issue that needs follow-up. ### 7. Finish at 100% The unit is complete when the checkoff reaches 100%. There is no separate final lock action required for the unit after it reaches 100%. The lock is for the crew names/signature area, not the final unit completion status. ## Accessing a Unit Standard crew checkoffs do not require an admin login. The normal way to start a check is by scanning a QR code on the unit. You can use: - your phone camera - a QR scanner app - the scanner built into the checkoff software QR codes open: - a specific compartment - an assigned kit Scanning a QR code starts or resumes the check for that unit and section. Use the QR code closest to the area you are checking when possible. It is faster and helps make sure the check is tied to the right physical location. If needed, you can still open the units page and choose the unit manually. ## What You Will See Each unit page may include: - crew name/signature area - compartments - assigned kits - completion status - exception summary - restock list - monthly check reminders - previous-shift values - comments - QR location reminders Compartments are unit-specific areas. Kits are shared layouts assigned to units. A kit may appear on more than one unit, but the checkoff record is still saved for the unit you are checking. ## Main Unit Page Colors The main unit page uses colors to help show check progress quickly. Common meanings: - Green usually means a section has been submitted or completed. - Yellow usually means a section is in progress or needs attention. - Red usually means a section needs attention. - Gray usually means a section has not been started or is not required, depending on the label shown. Always read the text label with the color. The label is the final status. ## QR Location Reminders Some unit pages include a small expand icon for compartments or assigned kits. When available, use the expand icon to show the QR location reminder. This text tells you where the physical QR code or NFC tag is located on the unit. Example: ```text QR Location: Inside rear passenger cabinet door ``` This is only a location reminder. It does not change the checkoff status. ## Restock List The restock list shows items that may need replacement or follow-up because they were missing, below par, or otherwise flagged during the check. Important points: - Enter actual counts in the checkoff section. - Do not change counts just to clear the restock list. - Use comments when a shortage needs explanation. - Mark a restock item addressed only when it has been handled or intentionally acknowledged. - Restock checkbox states sync between users, so addressed/unaddressed status is shared. ## Monthly Check Reminders Monthly check reminders help show when a unit has a monthly item or check due. If a reminder appears: - review what is due - complete the check according to department policy - add a comment if something is wrong or needs follow-up - notify a supervisor if the monthly check cannot be completed Monthly reminders are separate from the normal daily check completion percentage unless the page specifically says otherwise. ## Previous-Shift Values The system may populate item values from a recent previous check. This saves time, but it does not replace the actual check. If a value is carried forward, verify it before moving on. If a carried-forward value is below par or missing, the system may highlight it so it is not overlooked. ## QR Codes QR codes are the primary way to start and move through the check. Use your phone camera, a QR scanner app, or the scanner built into the checkoff software. Use QR codes to jump directly to the compartment or kit you are checking. If a QR code is missing, damaged, hard to find, or points to the wrong place, report it to a supervisor or admin. ## Do's and Don'ts ### Do - Start by scanning a QR code on the unit. - Complete the check early in the shift when possible. - Count what is actually on the unit. - Check every required compartment and assigned kit. - Review and address restock list items when appropriate. - Enter crew names accurately before the unit is finished. - Check monthly reminders when they appear. - Add comments for issues that need follow-up. - Continue until the unit reaches 100%. ### Don't - Mark items checked without verifying them. - Change a count just to clear an exception or restock item. - Skip a compartment because it is usually fine. - Complete another crew's check unless you actually performed it. - Ignore damaged equipment. - Treat the crew-name/signature lock as the final unit completion step. ## Common Questions ### Do I need an admin login to complete a unit check? No. Standard crew checkoffs are public so they can be completed quickly from QR codes or the unit page. ### What scanner should I use? Use any QR scanner that works for you. Your phone camera, a QR scanner app, or the scanner built into the checkoff software are all acceptable. ### Do I have to enter crew names before checking the first kit or compartment? No. You can submit the first scanned kit or compartment first. Enter crew names/signatures when prompted or any time before the unit check is finished. ### What if I start a check and cannot finish it right away? Your progress may be saved. Come back and continue until the unit reaches 100%. ### What does the lock do? The lock is for the crew names/signature area. It saves or locks the crew information. ### What if yesterday's count is already filled in? Verify it. Previous values are a shortcut, not a substitute for checking the truck. ### What if an item is below par? Enter the actual count. The system will flag it as an exception and may add it to the restock list for review. ### What if the restock item has already been handled? Mark the restock item addressed. The checkbox state syncs between users, so others viewing the same list can see that it has been addressed. ### What if something is broken but still present? Count only usable equipment as available. Add a comment explaining the issue. ### What if a monthly check reminder appears? Complete the monthly check according to department policy. Add a comment or notify a supervisor if it cannot be completed. ### What if an item or compartment is wrong in the system? Use the comment field or tell a supervisor/admin. The configuration can be updated from the admin side. --- **Document Version:** 1.7 **Last Updated:** June 2026 **For Support:** Contact your supervisor or system administrator.