Checklists: Configure Conditional Logic

8 August 29, 2025

Introduction

The Checklist Logic feature in FacilityBot allows Facility Managers to display or hide specific checks in a checklist depending on responses to other checks. This makes checklists more dynamic, reducing clutter and ensuring responders only see relevant questions.

To use this feature, log in to the FacilityBot Manager Portal.

  • Navigate to Settings, then Checklists.
  • To create a new checklist, click + New, then select the option to start with a blank template
  • In this example, we’ll create an Air Conditioning Maintenance Checklist using conditional logic. Start by naming the checklist, assigning responders and managers, and setting the recurrence period
  • Scroll down and click + Add New Check Row to add a new row to your checklist
  • Enter a description for the item, then click + Add Check to add a field. Add all the checks your form requires, including those that should appear conditionally. Supported response types for triggers include: Single Choice, Multiple Choice, Dropdown, and Toggle. Dependent checks—those that should appear only in certain cases—can be any type, such as Free Text, Image Upload, Date, and more.
  • Hide the checks that should appear conditionally by clicking the eye icon for each dependent check. Tip: Use clear labels (e.g., “Upload a photo of the leak”) so they’re easy to find when wiring logic.
  • Click Manage Logic to configure the checklist logic.
  • Click + New Logic Statement to create a new logic rule for your checklist.
  • Select a Trigger Question (the check whose response controls visibility) — supported types include Single Choice, Multiple Choice, Dropdown, or Toggle. 
  • Define the Response Condition by choosing which response(s) should reveal the hidden check. 
  • Finally, select the Dependent Check(s) to be displayed when the condition is met, then click Create to save.
  • This logic will display the next check, ‘What type of issue is observed?’, when the response to ‘Is the unit functioning properly?’ is ‘No.’ Click Create to save.
  • Add all the necessary logic rules. Once complete, click Save to apply your changes.
  • Finally, click Submit to save your checklist.

Sample Conditional Logic Checklist: Air Conditioning Maintenance

Checklist Name: Air Conditioning Maintenance

Checks & Logic

  1. Is the unit functioning properly?
    • Response Type: Single Choice (Yes / No)
    • Logic:
      • If Yes → Skip to next general maintenance checks.
      • If No → Reveal follow-up questions below.
  1. (Hidden Check)What type of issue is observed?
    • Response Type: Multiple Choice
    • Options:
      • Unusual noise
      • Leaking water
      • Weak airflow
      • No cooling
    • Logic:
      • Selecting “Leaking water” reveals: Upload a photo of the leak.
      • Selecting “Unusual noise” reveals: Record a short description of the noise.
  1. (Hidden Check)Upload a photo of the leak.
    • Response Type: Image Upload
    • Triggered when “Leaking water” is selected.
  1. (Hidden Check)Record a short description of the noise.
    • Response Type: Free Text
    • Triggered when “Unusual noise” is selected.
  1. Has the air filter been inspected?
    • Response Type: Single Choice (Yes / No)
    • Logic:
      • If No → Reveal: Replace the air filter and log date of replacement.
  1. (Hidden Check)Replace the air filter and log date of replacement.
    • Response Type: Date
  1. Final Notes / Additional Observations
    • Response Type: Free Text

Using Checklist Logic, responders only see follow-up checks when specific conditions are met (such as reporting damage, leaks, or a skipped filter inspection), keeping the checklist clean, efficient, and context-specific. This feature streamlines completion for responders, prevents irrelevant checks from appearing, and ensures richer, more accurate information is captured only when needed—ultimately improving the accuracy and efficiency of preventive maintenance and inspections.