Product guide – Checklists for Movers
Learn how to create, complete, and review operational checklists in XF Track so you always know which truck is missing what, where errors happen, and how to keep movers on standard without extra paperwork.
Create structured checklists, let movers complete them with or without logging in, and use the results to see errors, missing items, and re-stocking needs per truck.
Checklists for movers – overview
XF Track lets moving companies standardize the way trucks are checked, stocked, and audited. Every checklist completion is stored, so you can see patterns like:
- Which truck regularly has missing or wrong items
- Which items need to be re-stocked and how often
- Where errors happen, so you can coach the right crew
Checklists can be completed either by users who log into the app or via a QR code, so movers can use any phone or tablet without needing an account.
Dispatch or warehouse staff create and assign checklists for each truck, so crews have a clear list of what to check and confirm.
Movers open the checklist in the browser (or via QR) and record counts, missing items, damages and photos directly from the truck.
Create and edit checklists
All checklist setup happens under Menu > Checklists. From here you can create, edit, and reuse checklists for different trucks, locations, and use-cases.
Access the checklist manager
- Go to Menu > Checklists in XF Track.
- Use the list to open an existing checklist or start a new one.
Create new checklists
You can create checklists in three ways:
- From scratch – build a new checklist line by line.
- From XF Track templates – start from templates provided by XF Track and adjust them to your operation.
- From your own templates – use an existing checklist as a template to create a new one with similar structure.
Customize checklist questions
When you edit a checklist (Checklist > Edit), you can control how each question behaves and how responses are evaluated.
- Question type – determines the response options: multiple choice, number input, photo upload, etc.
- Response options – define the choices your movers can pick (e.g. “OK”, “Missing”, “Damaged”), and add an “Other” option where needed.
- Default response – appears as the suggested value before the user makes a choice, speeding up common responses.
- Expected response – define what the “right” response is. Deviations from this are counted as errors in reporting.
- Question order – use the up/down arrows to change the sequence of questions on the checklist.
Speed up setup with “Save and Copy”
When you need a batch of similar questions (for example, multiple items with the same response logic), use Save and Copy instead of creating each one from scratch.
This duplicates the question with all settings, so you only need to adjust the label or item name.
Complete checklists (with login or QR code)
There are two ways movers and staff can complete checklists in XF Track, depending on whether they have a login.
Users with an XF Track login can open the checklist directly inside the app, complete it, and see any additional context or history that their role allows.
- Best for supervisors, dispatchers and crew leads.
- Access through the XF Track menu once logged in.
Each checklist can be made available via a QR code. Print the QR and mount it inside the moving truck.
- Movers scan the code with any phone or tablet.
- No login is required to complete the checklist.
- Ideal for quick, frictionless truck checks on the road.
Typical truck workflow
- Mover scans the QR code or opens the checklist in the app.
- They work through the questions, confirming counts and conditions.
- They attach photos where needed (for example, damage or missing items).
- They submit the checklist when finished.
As soon as the checklist is submitted, XF Track records the completion, calculates errors based on expected responses, and triggers any notifications you configured.
Checklist results & reporting
Every completed checklist is stored in XF Track unless it is explicitly deleted. You can review individual submissions and use dashboard reporting to see patterns across trucks and time.
Email notifications
Each time a checklist is submitted, XF Track can send an email with the key results so the right people see issues quickly.
- Critical items are highlighted in red.
- Attached photos are included in the email where available.
- Recipients can be configured under your Profile settings, so supervisors, warehouse or operations get notified automatically.
Dashboard & history
The dashboard shows all checklist completions, with filters and charts that help you understand where things go wrong and where inventory needs attention.
- Review each checklist completion at any time.
- See which truck most frequently has the wrong number of items or recurring missing items.
- Identify stock levels and re-stocking needs per truck or route.
Next steps for your team
Once your first checklists are in place, roll XF Track out to your movers in small steps. A simple rollout plan:
- Pick 1–2 trucks and create a standard pre-departure checklist.
- Print the QR codes and place them in those trucks.
- Train one crew on how to open and submit the checklist.
- Review the first week of results and tweak questions or expected values.
- Scale to more trucks once the flow feels natural.
Over time, your dashboard becomes a history of how disciplined each truck and crew is about equipment, making coaching and stocking decisions much easier.