Operations and facilities work is mostly routine, and routines slip when they live in one person’s head. Equipment gets serviced after it fails, the fire drill is a year overdue, a van goes out with a defect nobody wrote down and the closing shift leaves the back door unlocked. CheckFlow’s operations and facilities templates turn each of those routines into a checklist with an owner, a due date and a record of who did what.
The library covers twenty-five processes in five groups: maintenance and equipment, inspections and fire safety, risk and emergency planning, daily site operations, and store openings, office moves and suppliers. Most of them recur daily, monthly or yearly, and CheckFlow starts each run on schedule. Browse the templates below, or open any one for its full process guide.
Preventive Maintenance Checklist
HVAC Maintenance Checklist
Equipment Servicing Workflow Checklist
Office Maintenance Schedule Checklist
Facility Inspection Checklist
Fire Risk Assessment Checklist
Fire Drill & Evacuation Checklist
Fire Extinguisher Inspection Checklist
Fleet Vehicle Inspection Checklist
Forklift Pre-Use Inspection Checklist
Warehouse Safety Inspection Checklist
Operational Risk Assessment Checklist
Health & Safety Risk Assessment Checklist
COSHH Assessment Checklist
DSE Workstation Assessment Checklist
Job Hazard Analysis (JHA) Checklist
Emergency Action Plan Checklist
Crisis Management Plan Checklist
Workplace Accident Investigation Checklist
Every template comes with a detailed process guide: what each phase involves, who should own it, and where UK and US rules differ. Click any template to read the full guide.
Equipment that is serviced reactively — only after it breaks down — costs significantly more to maintain than equipment on a structured preventive schedule, and produces the unplanned downtime that disrupts operations and upsets occupants. CheckFlow triggers every service task at the right interval, assigns it to the appropriate person, and creates a dated service record automatically.
Health and safety legislation, building regulations, and lease obligations all require documented evidence that facilities are maintained and inspected to the required standard. CheckFlow creates a dated, attributed inspection record for every facility check — with every identified issue logged and tracked to corrective action — building the compliance evidence trail automatically.
A vendor who begins supplying goods or services without a completed due diligence check, an executed contract, or a performance monitoring arrangement is a vendor relationship with undocumented risk. CheckFlow's vendor onboarding workflow requires every step to be completed and confirmed before the vendor is registered as approved — regardless of the urgency of the first order.
Describe the process in a sentence and the AI checklist generator drafts the phases and tasks for you.
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A comprehensive facility inspection checklist covers five areas: structural and general safety (building fabric condition, floors, walls, ceilings, lighting, signage, and any evidence of water ingress or structural deterioration), fire safety (fire exits clear and unobstructed, fire doors closing correctly, fire extinguishers in date and accessible, fire alarm and suppression systems tested and logged, evacuation routes and assembly points clearly marked), mechanical and electrical systems (HVAC systems serviced and functional, electrical panels inspected, emergency lighting tested, lifts and escalators within service date), accessibility and compliance (DDA/ADA compliance, accessible routes, signage, and facilities), and corrective actions (every identified deficiency assigned a corrective action with a named owner, a priority level, a deadline, and tracked to verified completion before the next inspection cycle).
Preventive maintenance is the scheduled servicing of equipment and facilities before failure occurs. It matters for three reasons: cost (the cost of reactive repair after failure is typically three to five times the cost of planned preventive maintenance when lost productivity, emergency labour rates, and collateral damage are included), reliability (a preventive programme dramatically reduces the frequency of unplanned failures — the HVAC system that fails on the hottest day of the year, the server room cooling that goes down overnight), and compliance (many leases, insurance policies, and regulatory frameworks require evidence of regular maintenance — a maintenance log showing scheduled service completion is the evidence that defends against claims arising from equipment failure). A structured preventive maintenance schedule with documented completion is the foundation of effective facilities management.
A structured vendor onboarding process covers five phases: vendor qualification (confirming the vendor has the capability, capacity, and certifications to meet the requirement — references checked, financial stability assessed for strategic suppliers), due diligence and risk assessment (insurance certificates, health and safety policy, data protection arrangements, and regulatory compliance checked — the depth proportionate to the risk and value of the relationship), contractual documentation (a formal contract or service agreement executed before any supply begins — including scope, pricing, payment terms, performance standards, and termination rights), system setup (the vendor registered in the ERP or procurement system, bank details verified through a documented process, and appropriate access or site permissions granted), and performance monitoring arrangement (the KPIs and review frequency agreed at onboarding — not negotiated retroactively when a performance issue arises).
Every CheckFlow template is fully customisable for different facility types. Office environments can focus on mechanical and electrical systems, accessibility compliance, and daily cleaning and maintenance standards. Industrial and manufacturing facilities can add specialist equipment servicing requirements, hazardous materials storage compliance, and heavy plant safety inspections. Healthcare facilities can add infection control checks, medical gas systems, and the specific regulatory requirements of the healthcare environment. Retail environments can include customer-facing area standards, signage compliance, and loss prevention checks. Templates can be differentiated by facility or building, so each location runs the inspection appropriate to its specific systems and compliance requirements.
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