Form Recipes

This page gives step-by-step setups for common evaluations. Each recipe combines a form with a recurring task. Some run at several stores at once.

Find your case in the table, then follow that recipe:

Your case	Recipe
The crew scores each other — peer reviews, sales observations between co-workers	Peer observation
A manager or mystery shopper scores each cashier or associate	Manager observation round
Inspect many units — fire extinguishers, ladders, forklifts, propane cages	Equipment inspection round
Run the same walk or audit at every store	Multi-store audit
Log a reading every day — freezer temperature, gauge pressure	Daily readings log

Every recipe follows the same pattern. You create one form in the library, attach it to one recurring task, and a schedule creates a fresh copy on your cadence. All the fills, across every copy, collect into one series on the Forms page — a reviewer surface: reading it takes the forms:review permission (admins always have it). And on every form, each person sees only their own fills on the task — the full answer set is for reviewers.

Peer Observation

Use this recipe when associates evaluate each other. Example: each sales associate observes one co-worker every week — did they greet the customer, did they offer an add-on. The observed co-worker must not read the observation about them; forms work that way by default — each associate sees only the fills they wrote, and reviewers see everything. That keeps honest answers and avoids conflict in the crew.

The setup has two owners. Whoever runs the program — an executive or an admin — owns the form and its schedule: one recurring task that lands at every store. Each store manager owns the people: a line in every associate’s personal weekly task reminds them to do their observation. Neither side maintains the other’s setup.

What you set up: one form in the library; one weekly recurring task carrying it, rolled out one task per store and left unassigned; one checklist line in each associate’s personal weekly task; the forms:review permission for whoever reads the results.

Steps for the program owner:

1. On the Forms page, create the form. Name it after the evaluation, for example “Sales observation”. Make the first question the identifying one — “Who did you observe?”, as a Person question, so the observer picks the co-worker from the roster instead of typing a name — then keep it short: a few pass/fail lines, a rating, and a text question work well.
2. In the web app, create a task named after the evaluation and pick the form in its Form section.
3. Pick every store that runs the program (see One Task per Store). Leave the assignees empty — the crew fills through store access, and everyone active at a store gets a heads-up when its copy appears.
4. Set the due date. For a Monday-to-Sunday week, set it to the coming Sunday.
5. Open the Schedule section and set the repeat: weekly, Monday morning. Save the task.
6. In Roles and Permissions, grant forms:review at each store to its reviewing manager. Admins can already review everything.

Steps for each store manager:

Add one line to every associate’s personal weekly task: “Peer observation — open the Sales observation task and submit one fill about a co-worker.” A new hire picks the line up automatically when their weekly task is cloned from a teammate’s. That is all — the form task needs no assignment and no roster.

Or ask the AI: “Create a sales observation form, then set up a weekly task carrying it, one task per store at every store, created Monday morning and due Sunday.”

Keep the form off the personal weekly tasks. The store task is the form’s one home each week, so every fill from every store lands in one series. The same form attached to personal tasks still feeds one series — but per-person copies belong to the single-store variant below, not on top of the weekly-task reminder lines.

How it runs:

• Every Monday each store gets its own “Sales observation” task, unassigned. Everyone active at the store gets a “New task available” heads-up.
• Each associate’s personal weekly task carries the reminder line. They open the store task, start a submission, answer — the co-worker’s name goes in the first question — submit, and check their line off.
• All the store tasks feed one series. Each associate sees only their own answers; the fill counts stay visible.
• The reviewing manager reads every fill on the Forms page; the facility column shows each fill’s store. To find who skipped a week, compare the names on that week’s fills against the crew.
• A store task nobody filled goes Missed when next Monday’s copy appears. That record is per store; per-person skips show up as missing names on the results grid and unchecked lines on the personal tasks.

Good to know:

• No roster lives on the form schedule. Hiring and offboarding touch only the personal weekly tasks at the store.
• Reviewer-only is not anonymous. Reviewers see who wrote each fill. Tell the crew this up front.
• The AI answers with what you can see: reviewers and admins get the actual answers, everyone else gets the fill count only.
• The store’s weekly report shows counts only. The full submissions ride the executive summary, so set up an executive channel if leadership should see them.

At a Single Store: One Copy per Person

Running the program at one store only? You can point the schedule at people instead of stores, so it hands each associate their own copy of the observation task. Each person then gets a personal reminder and a personal Missed record, with no separate weekly-task line needed.

Set it up as above, with two changes: pick every sales associate as an assignee, and choose a separate copy for each person when asked.

Do not choose one shared task for the whole crew. Any assignee can complete a shared task, and one early tap closes the week’s work for everyone. Separate copies complete one by one.

• Every Monday each associate finds their own copy in My Tasks, due that Sunday. Due-date reminders reach each person on their own task.
• All the copies feed the same series. A copy nobody completed goes Missed — an honest, per-person record of a skipped week.
• When someone joins or leaves the team, edit the schedule’s assignees on the Recurring Tasks screen. The change applies from the next firing.

Or ask the AI: “Set up a weekly sales observation at Hayward with my Sales observation form. Every sales associate gets their own copy each Monday, due Sunday.”

Manager Observation Round

Use this recipe when one evaluator scores every person on the team. Example: a monthly cashier observation, or a mystery-shopper round. One task per month; the manager adds one fill per cashier.

Steps:

1. Create the form on the Forms page, with “Cashier observed” as the first question.
2. Create the task, pick the form, and set the repeat to monthly.
3. Assign the task to the evaluator only.

During the round, the evaluator starts one submission per person and names that person in the first question. Separate fills per person are what build individual score histories — resist bundling three cashiers into one fill.

The crew can’t read each other’s scores: on the task, each person sees only the fills they wrote — and the evaluator always sees theirs. Score histories live on the Forms page, so grant forms:review to the evaluator too, and to anyone else who should read the results, as in the peer recipe.

Or ask the AI: “Create a cashier observation form, and a monthly task at Woodside carrying it, assigned to Maria. One fill per cashier.”

Equipment Inspection Round

Use this recipe when the same checks apply to many physical units. Example: monthly fire extinguisher checks, ladder inspections, or a forklift walk-around.

Steps:

1. Create the form: a text question — “Unit location” — first, pass/fail lines for the checks, a number question for any reading (gauge PSI, hours), and a photo question for proof.
2. Create the task with the form, and set the repeat — monthly for extinguishers, daily for a forklift pre-use check.
3. Assign it to whoever walks the round.

The inspector starts one submission per unit and types the unit into the first question — “Receiving dock unit”, “Paint aisle 8”. Use the same labels every round, so each unit builds its own history in the results. Answer N/A on lines that do not apply; pass rates skip N/A automatically.

Or ask the AI: “Set up a monthly fire extinguisher inspection at Hayward: a unit-location question, pass/fail checks for gauge, pin and seal, and access, a PSI number field, and a photo.”

Multi-Store Audit

Use this recipe when every store runs the same evaluation. Example: a weekly store walk, a merchandising audit, or a seasonal endcap check.

Steps:

1. Create the form, then the task carrying it, as above.
2. Set the schedule, then pick every store, so each firing creates one task per store (see One Task per Store).
3. Leave the copies unassigned — each store’s manager takes theirs, and everyone active at the store gets a heads-up when an unassigned task appears. The schedule can’t assign different owners per store; if you do assign, the same assignees land on every store’s copy.

Every store’s fills land in the same series on the Forms page — the facility column shows which store each row came from, and the grid’s filter can narrow the view to one store, so you can compare stores side by side or ask the AI which store trails on a question. For a walk, no identifying answer is needed; for a section-by-section audit, lead with a text question like “Section” or use section headers inside one fill.

Daily Readings Log

Use this recipe when you record the same measurement on a fixed cadence. Example: freezer temperature, propane cage checks, compressor gauge readings.

Steps:

1. Create a small form: one number question per reading, plus a pass/fail or text line for anything unusual.
2. Create the task with the form and set the repeat to daily (a schedule can fire up to twice a day).
3. Assign it to the openers. Choose one shared task when asked — the reading is taken once a day. Whoever records it completes the task.

Each day’s fill is one row in the series. The trend is the payoff: ask the AI “Chart the walk-in freezer temperature for the last 30 days” instead of eyeballing the grid.

Running an Evaluation Once

No schedule is needed for a one-off — a vendor inspection, an incident review, a trial run of a new scoresheet. Create the form, attach it to a normal task, and fill it. If you run it again later, attach the same form to the new task; the fills join the same series, so the results line up in one table.