Switching from QR-Patrol to CheckTasks: a practical migration guide

What moves across

Most of what you run today has a direct equivalent in CheckTasks:

The checkpoint CSV import takes a checkpoint name and site, plus an optional type (QR, NFC or both), description and code. The task CSV import adds the checks staff complete at each checkpoint. Both show a preview, including any rows with problems, before anything is imported, and the task import only ever adds tasks.

If you run a form at every checkpoint, attach a Smart Form to that checkpoint’s task. When a checkpoint’s only task is a Smart Form, the app opens it straight after the scan and finishes the checkpoint once it is submitted, so staff are not tapping through extra screens at every door.

Your past patrol history does not move across — CheckTasks does not import records from another system — so keep copies of any past reports you need before you switch off your old system.

Keeping your NFC tags

Every NFC tag has a chip serial number. The CheckTasks Android app reads it when a tag is tapped, and when that serial is linked to a checkpoint, the scan counts for that checkpoint — no need to rewrite the tag. Linking the serials is part of the setup we do for you: send us your checkpoint export with each tag’s identifier and we match them up before your team starts.

QR checkpoints are different: plan to replace QR stickers with CheckTasks QR codes, which you can print free from Print & Guides in the web admin.

What to send us

To plan and set up your switch, the most useful things are:

• A checkpoint export with each checkpoint’s name, site and NFC tag identifier (chip serial), as a spreadsheet or CSV.
• Where each checkpoint is — building, floor or area — so names make sense to staff and in reports.
• Your route lists: which checkpoints are on each round, in what order.
• Your schedules: when each round must be done and the time window allowed.
• Your forms: the form names and which checkpoints use them, plus a copy, screenshot or PDF of each so we can build them as Smart Forms.
• Your staff list: who needs a login, and which sites they work on.

Email it to sales@checktasks.app or get in touch through the contact page and we will tell you what we need for your estate.

How the switch usually runs

The time it takes depends on the number of sites, checkpoints and forms, so we agree a plan with you first. A typical switch looks like this:

1. Start a free trial and set up one site, or let us set it up from your export.
2. We import checkpoints and tasks, link your NFC tags and build your Smart Forms.
3. You check the routes and schedules, invite staff and install the Android app on their phones.
4. Walk a round on the first site to confirm every tag scans and every form looks right.
5. Run both systems side by side for a short period if you want extra confidence, then move the next site.

For large estates — hundreds of checkpoints with a form at each — moving one site at a time keeps the risk low and lets staff learn the app on familiar ground.

Offline working

Basements, plant rooms, car parks and stairwells often have no signal. The CheckTasks app records scans, Smart Forms, photos and incidents offline and syncs automatically when the phone is back online.

Pricing

CheckTasks plans are priced in pounds and sized by sites, checkpoints and staff logins, with every software feature included on every plan and unlimited scans. Prices exclude VAT:

• Basic — £15/month: 3 sites, 100 checkpoints, 3 staff logins.
• Standard — £45/month: 10 sites, 500 checkpoints, 10 staff logins.
• Premium — £75/month: unlimited sites, 1,000 checkpoints, 20 staff logins.
• Enterprise — for larger estates; talk to us.

For a side-by-side look at pricing and features, see CheckTasks vs QR-Patrol and our pricing page.

What CheckTasks does not do

We would rather you know before you switch:

• No man-down or fall detection, and no 24/7 alarm-receiving centre. The SOS button escalates to your own supervisors and chosen contacts.
• The staff app is on Android today. An iPhone app is coming soon.
• No import of past patrol history from another system.
• Your NFC tags are linked by us during setup rather than imported by you.
• Schedules repeat daily, weekly or monthly, or run once — there is no quarterly or yearly repeat.