Short answer
Each routine is created with a form template that defines what data the operative captures when they complete the task. For bin rounds, the Bin Fullness template captures readings at standard increments (25%, 50%, 75%, full); for playground inspections, condition checklists. Captured data is reportable from the web app — councils can download CSVs of every completion, every reading, over any time window.
Detail
Form templates turn a routine task from "tick to confirm done" into structured data capture. The standard library covers the common cases:
| Template | Captures | Typical use |
|---|---|---|
| Simple Checklist | Pass/fail per item | Generic visual check |
| Bin Fullness | Fullness reading (25 / 50 / 75 / 100%) | Daily bin emptying routes |
| Swing Check | Per-component condition (chains, seats, frame, surface) | Weekly playground inspections |
| Spring Rider Check | Spring, seat, surface | Weekly playground inspections |
| Climbing Frame Check | Members, joints, surface | Weekly playground inspections |
| Roundabout / Seesaw Check | Mechanism, surface, balance | Weekly playground inspections |
| Outdoor Gym Check | Per-machine condition | Weekly outdoor-gym inspections |
| Visual Inspection for Outdoor Asset | Generic condition + photo | Lighter-touch generic |
The template is selected at routine creation. Every generated task in that routine inherits the template, so the operative on the phone gets the same set of prompts every cycle.
Reporting:
From the web app, the council can export the completion data — every reading, every condition, every photo, every operative, every timestamp — as a CSV. This matters for:
- Operational dashboards (which bins are filling fastest? which routes need more capacity?)
- AGAR / Assertion 10 audit trails
- Contractor SLA review (what's the actual completion rate, on time?)
- Defect-rate analysis (which asset types fail inspection most often?)
Why record fullness at all? Because over a few months the answers tell you which bins are always half-empty and which overflow — evidence to re-balance the round: visit some bins less often, others more. Smaller councils sometimes skip this field; it earns its keep as soon as you suspect the round doesn't match reality.
Watch-outs
- Pick the form template at routine creation, not after. Changing the template later doesn't migrate already-generated tasks — they keep the original. The cleanest fix is to stop the old routine and start a new one with the right template.
- Custom templates are possible but rare. The standard library covers nearly every council use case; resist the temptation to build a bespoke template per council unless there's something genuinely missing. Custom templates are friction the next time they upgrade or want to share data.
- Photos in templates are powerful for AGAR but can pile up storage if every task captures multiple photos. Standard guidance: one photo per failed inspection, no photos on routine "done" jobs unless the council specifically wants them.
- No template = no structured data. A bare routine with no template asks only for tick-to-complete. That's fine for the simplest jobs (litter pick) but loses the per-completion data trail.