Overview
Validation confirms that completed Checklists meet your standards — a second set of eyes on the outcome. A reviewer approves or disapproves each Result that requires validation, from the mobile app or the Backend.
A decision isn't final: an approved Result can be disapproved, and a disapproved one approved. Invalidating is different — it takes the Result out of your reporting.
At a glance |
|
Who can do this | Super Users, or a Role with Results › Validate plus being a reviewer on the Schedule or Ad Hoc Slot |
Where | Results in the Backend, or the mobile app |
Works on | Backend (web), Mobile app |
Availability | All organizations |
💡 Why this matters: For safety- and compliance-critical checks, "marked complete" isn't the same as "verified correct". Validation routes those Results to a qualified reviewer, so sign-off is deliberate and auditable rather than assumed.
Set up validation
Two things must be in place: the Schedule has to require validation, and reviewers need permission to approve or disapprove.
1. Turn on validation for the Schedule
Open the Schedule in Schedules and go to its Compliance section. Tick Mark all results as requiring validation, or one of the other deviation options so only some Results need review, then click Save.
2. Create a reviewer Role
Go to Roles and click Create. Name the Role (for example, Reviewer). In the Results section, tick Validate — and Validate Missing if reviewers will also handle missed Results — then click Save. For RideOps opening and closing Results, Validate RideOps lets a User validate all of them without being a reviewer.
3. Add reviewers to the Schedule
In the Schedule, add the Users or User Groups to Reviewers (Users/User Groups) and save. For an Ad Hoc Slot created by a trigger, the reviewers come from the Reviewers field on the Ad Hoc Slot Trigger.
ℹ️ Note: Add reviewers before the Schedule goes live. If a Schedule has no reviewers, only Super Users can validate its Results.
Validate in the mobile app
The mobile app is best for approvals on the go, and for reviewer-only questions that the reviewer completes during validation.
Open the Checklist tile.
Tap the double check-mark with the red indicator (the number awaiting review).
Select the Checklist, review it, and tap Done.
Choose Approve or Disapprove, add an optional comment and attachments, then confirm.
Validate in the Backend
The Backend is best for bulk validation and detailed Result information (map view, timestamps, answer history). In Results, each Result shows its status:
Icon | Status |
 | Preapproved |
 | Approved |
 | Awaiting validation |
 | Disapproved |
Go to Results.
Select the Result — or up to 100 Results at once.
Click Approve or Disapprove, add an optional Comment, and confirm.
Change a decision
To reverse an approval, select the Result and click Disapprove. To reverse a disapproval, click Approve. The new decision replaces the old one, and both stay in the Result's history.
⚠️ Heads-up: Invalidate isn't an undo. It either deletes the Result from reporting or reopens it as resumable so it can be completed again. Use it only for Results that shouldn't count. See Invalidating Results.
Best practices
Add User Groups as reviewers rather than individuals, so validation keeps working when people change shifts or roles.
Use deviation options, such as Require maximum score, instead of marking every Result for validation, so reviewers focus on the Results that need attention.
Always add a comment when you disapprove, so the team knows what to fix.
Frequently asked questions
Someone has the Validate permission but can't approve a Result. Why?
They must also be a reviewer on that Result's Schedule or Ad Hoc Slot. For Ad Hoc Slots created by a trigger, reviewers are set on the trigger, not the original Schedule. Super Users can validate any Result.
What happens when I disapprove a Result?
The Result is marked Disapproved with your comment and no longer waits for validation. Its answers don't change and it stays in Results. You can approve it later if needed.
Can I undo an approval?
Yes. Select the Result and click Disapprove — the disapproval replaces the approval. Don't use Invalidate for this: it removes the Result from reporting or reopens it for completion.
Can a Result need two approvals?
No. Each Result has one approval or disapproval. For a second person's check, build it into the Checklist — see Designing Checklists for the four-eyes principle.
How do I stop a checklist needing validation?
Open the Schedule's Compliance section and untick Mark all results as requiring validation and any deviation options you don't want, then save.