The procedure builder lets you turn tribal knowledge into structured, repeatable checklists. This page covers building a procedure from scratch, starting from a template, and duplicating an existing procedure. To generate a draft automatically, see the AI Procedure Generator.

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Build a procedure

1

Create the procedure

Go to Procedures and click New Procedure. Give it a clear, task-oriented name such as “AHU Quarterly Filter Change”.
2

Add sections

Sections group related steps and give the checklist structure. A typical procedure might have sections like Preparation, Inspection, Service, and Close-out. Add a section, name it, then add steps inside it.
Procedure builder showing named sections with steps listed under each

The procedure builder with sections and steps being added

3

Add structured steps

Within each section, add steps of the type that fits the task:
  • Checkbox — a task to confirm, such as “Lock out and tag out the unit”.
  • Value — a reading or measurement to record, such as “Record filter differential pressure”.
  • Note — free text for observations, such as “Describe any unusual noise or vibration”.
Step editor with the step type selector showing checkbox, value, and note options

Choosing a step type while adding a step

4

Enrich steps with text, images, and files

Any step can carry rich text formatting, images, and attached files. Add a photo of the correct belt routing, a wiring diagram, or a link to the relevant page of the manual — visual references reduce mistakes for less experienced technicians.
Step editor showing formatted instructions with an embedded reference photo

A step with rich text instructions and an attached reference image

5

Save the procedure

Save when finished. The procedure can now be attached to work orders and PM schedules, where technicians execute it step by step on web or mobile.
Write steps as single actions in imperative voice: “Close the isolation valve”, not “The isolation valve should be closed and the pressure checked”. One action per step makes the checklist unambiguous and the completion record precise.

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Start from a template

Procedure templates give you a proven starting structure for common maintenance tasks. When creating a procedure, choose a template instead of starting blank, then edit the sections and steps to match your equipment.

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Duplicate a procedure

If a new procedure is similar to an existing one — for example, filter changes on two different air handler models — duplicate rather than rebuild:
1

Open the source procedure

Go to Procedures and open the procedure you want to copy.
2

Duplicate it

Use the Duplicate action. A copy is created with all sections, steps, and attachments.
Procedure page with the actions menu open and Duplicate highlighted

Duplicating an existing procedure from its actions menu

3

Edit the copy

Rename the copy and adjust any steps that differ, then save.
When equipment or regulations change, update the procedure promptly. Work orders execute the checklist as written — an outdated step gets followed just as reliably as a correct one.
Attach the finished procedure to a PM schedule so every generated preventive work order includes it automatically.