How to Create a Work Form

There is no limit to the number or type of Work Forms you can create. They can be used to digitise almost any type of paperwork your business currently completes manually.

For example, Work Forms could be used for:

• Electrical inspection reports

• Plumbing checklists

• Service reports

• Risk assessments

• Site surveys

• Completion certificates

• Maintenance reports

• Installation records

• Customer sign-off forms

The structure and content of each form is completely customisable, allowing you to build forms around the way your business works.

Creating a New Work Form

To create a new Work Form, go to:

Settings → Work Forms

Then select Add Work Form.

You will then be taken to the Work Form builder, where you can configure both the appearance and content of your report.

Adding the Report Details

Start by entering a Report Title.

This should clearly describe the type of report your technicians will be completing, for example:

• Electrical Installation Report

• Pest Control Treatment Report

• Boiler Service Report

• Site Inspection Form

Choose a title that will make the form easy for your team to identify when selecting it against a job.

Adding a PDF Cover

You can add a designed Cover to your Work Form.

The cover will be used as the front page when the completed report is generated as a PDF.

This allows you to create a professional first page that reflects your company's branding.

A designed cover can be particularly useful for reports that are regularly sent to customers or other organisations.

Adding a Header and Footer

You can also add a custom Header and Footer.

These will appear on the subsequent pages of the generated PDF.

Headers and footers are useful for displaying information such as:

• Your company branding

• Contact information

• Accreditation details

• Report information

• Terms or other standard information

WorkNinja applies sizing requirements to headers and footers to help ensure they display correctly within the finished PDF.

When preparing these files, make sure they meet the recommended dimensions shown within WorkNinja.

Building Your Work Form

Once you have configured the design of the report, you can begin building the actual form.

Work Forms are built using Sections.

Each section groups together a set of related questions or fields.

Importantly, each section starts on a new page when the completed report is generated as a PDF.

This means you should think about how you want your final report to be structured when creating sections.

For example, a service report might contain sections such as:

1. Customer and Site Information

2. Inspection Details

3. Work Completed

4. Recommendations

5. Customer Sign-Off

Adding a Section

Add a new section and enter a Section Header that describes the information it will contain.

You can then add the questions or fields that the technician will complete while carrying out the job.

There is no fixed limit to the type of information you can collect, so sections can be structured around the requirements of your particular industry or process.

Available Field Types

Within each section, you can add different types of fields depending on the information you need to collect.

Available field types include:

• Checkboxes

• Short Answer

• Long Answer

• Dropdown

• Image

• Date

• Number

• Signature

• Table

Selecting the correct field type makes the form easier for technicians to complete and helps keep the resulting reports consistent.

Checkboxes

Use checkboxes where the user needs to select one or more predefined options.

Short Answer

Use a short answer field for brief pieces of information such as reference numbers, names or short notes.

Long Answer

Use a long answer field where a more detailed written response may be required.

Dropdown

Dropdown fields allow you to provide a predefined list of answers for the technician to select from.

Images

Image fields allow photographs to be added to the report.

These can be particularly useful for documenting completed work, site conditions, defects or evidence.

Dates

Date fields allow a specific date to be recorded as part of the report.

Numbers

Number fields are designed for collecting numerical information such as measurements, readings or quantities.

Signatures

Signature fields allow a signature to be captured directly as part of the Work Form.

This can be useful for customer approval, technician sign-off or confirmation that work has been completed.

Tables

Tables can be used where you need to capture multiple pieces of structured information in rows and columns.

One-Off and Repeatable Sections

When creating a section, you can choose whether it is a One-Off Section or a Repeatable Section.

One-Off Sections

A one-off section appears once within the Work Form.

This is suitable for information that only needs to be completed once, such as:

• Customer details

• General job information

• Overall recommendations

• Customer signature

Repeatable Sections

A repeatable section allows the same group of questions to be completed multiple times without you having to manually build duplicate sections into the form.

You only need to design the section once.

When a technician completes the Work Form, they will have the option to select Add New Section.

WorkNinja will then create another copy of that section for them to complete.

For example, you could create a repeatable section for:

• Individual rooms

• Individual assets

• Individual pieces of equipment

• Multiple pest activity locations

• Multiple inspection points

• Multiple electrical circuits

This allows the technician to add as many instances as required while completing the report.

Reordering Questions

Questions within a section can be reordered using the arrow controls on the left-hand side of each field.

Use these controls to arrange questions in the order you want technicians to complete them.

It is worth arranging questions logically so that technicians can move through the form naturally while completing the job.

Changing a Field Type

If you need to change the type of a question, select the three-dot menu on the right-hand side of the field.

From here, you can change the field type where appropriate.

This allows you to adjust the structure of your form without necessarily having to remove and recreate the question.

Using Conditional Questions

Work Forms support conditional logic through the Skip Question If option.

This allows a question to be skipped automatically when a particular condition is met.

For example:

If "Further Work Required?" equals "No", skip the question asking the technician to describe the additional work required.

Or:

If a question equals "Yes", another question can be skipped depending on how your form has been structured.

Conditional questions help keep Work Forms relevant to the situation being recorded and prevent technicians from having to complete unnecessary fields.

They can be particularly useful when building larger or more complex inspection forms.

Saving Your Work Form

Once you have finished building the form, select Save.

Your Work Form will then be available for use within WorkNinja.

Before using a new Work Form with your team, it is recommended that you preview and test it first.

Previewing a Work Form

After creating your Work Form, you can use the Preview option to see how it will appear when being completed within the WorkNinja app.

The preview allows you to check:

• The order of your sections

• The order of your questions

• The field types being used

• Conditional questions

• Repeatable sections

• How easy the form will be for a technician to complete

It is worth completing a test version of the form before rolling it out to your wider team, particularly for larger reports.

Customising Your Report Branding

The branding used across your generated documents can be managed within your WorkNinja Business Profile.

Go to:

Settings → Edit Business Profile

From here, you can configure elements such as:

• Your company logo

• Brand colours

• Document styling

These settings help ensure that reports generated from Work Forms match the branding used across the rest of your WorkNinja documents.

What Happens When a Technician Completes a Work Form?

When a Work Form is assigned to a job, the technician can complete it while carrying out the work.

They can enter the required information, upload images, complete tables, provide signatures and add repeatable sections where required.

Once the Work Form has been completed, WorkNinja can use the information entered to generate a professional PDF report.

The finished report can then be stored against the job and used as part of the record of the work that has been carried out.

Important

When designing a Work Form, keep the final PDF in mind.

Each section starts on a new PDF page, so avoid creating unnecessary sections where several related questions could comfortably sit together.

Repeatable sections are particularly useful where you cannot know in advance how many instances a technician may need to record.

It is also recommended that you preview and test every new Work Form before it is used on live jobs. This allows you to check the layout, conditional logic and overall technician experience before rolling it out to your team.