GPS-verified checklists and field audits

Create smart checklists that require GPS presence and live photo proof — eliminating false completions and ensuring standards are met every shift.

Supa checklists solve a problem that paper forms and basic digital checklists cannot: pencil-whipping — where staff mark tasks as done without actually doing them. By combining GPS geofencing with live camera capture, every submission is tied to a real location, a real moment in time, and a real photo. You get proof, not promises.

How GPS-locked checklists work

Supa enforces completion at the point of execution. When a staff member opens a checklist, Supa checks their device’s GPS coordinates against the configured geofence for that location. If they are not physically on-site, the checklist remains locked. Once they enter the geofenced area, the checklist unlocks and every subsequent submission is stamped with their coordinates and the exact time.

GPS geofencing

Staff must be physically within the geofence boundary you set for each location. Attempting to complete the checklist from another location blocks submission entirely.

Live camera only

Photo capture items require the device’s live camera. Gallery uploads are blocked, so staff cannot submit a photo taken at a different time or place.

Timestamps and location stamps

Every submission records the exact time and GPS coordinates. This data is visible in the dashboard alongside the photo proof.

100% compliance enforcement

There is no manual override. Either the checklist is completed correctly — on-site, with live photos — or it is not marked complete.

Create a checklist

1. Open Templates

   In Supa, navigate to Templates in the left sidebar, then click New Checklist.

2. Add checklist items

   Click Add item to insert each step. For each item, choose the item type (see below) and write clear, actionable instructions.

3. Configure the geofence

   In the checklist settings, set the Geofence radius for each assigned location. A radius of 50–100 metres works well for most retail stores or restaurant sites. Adjust for large sites such as warehouses or campuses.

4. Attach SOP videos or images

   On any item, click Attach media to upload a reference image or SOP video. Staff see this before completing the item — useful for visual standards like display alignment or portion sizing.

5. Publish to locations

   Click Publish, then select the locations and roles that should see this checklist. Supa immediately makes it available to assigned staff on mobile.

Checklist item types

Supa supports four item types. Mix and match them within a single checklist to capture exactly the information you need.

Item type	When to use
Text confirmation	Open-ended observations, notes, or sign-off statements (“Confirm fire exits are clear”)
Numeric entry	Measurements, temperatures, counts, or any value you want to track over time
Photo capture (required)	Visual proof of a completed task — blocks submission until a live photo is taken
Dropdown selection	Standardised responses from a fixed list (e.g., Pass / Fail / N/A)

Generate a checklist with Supa AI

Instead of building a checklist item by item, describe what you need in plain language and let Supa AI generate it for you.

In Templates > New Checklist, click Generate with AI, type a description such as “daily opening checklist for a coffee shop — hygiene, equipment, display, and cash”, and Supa AI will produce a full checklist with item types pre-configured. You can edit, reorder, or delete any item before publishing.

Use Supa AI to generate a complete checklist in seconds. Describe your process in one or two sentences — the more specific you are (“food safety opening check for a kitchen with a fryer, grill, and cold storage”), the more relevant the output.

How submissions appear in the dashboard

When a staff member submits a checklist, Supa displays the full record in your dashboard under Submissions. Each record shows:

• Photo proof — the live photo attached to each required item, viewable full-size
• GPS map — a map pin showing exactly where the submission was made
• Timestamp — the date and time of each item completion
• Compliance score — the percentage of required items completed correctly
• Staff member — who completed it and which location it was for

You can filter submissions by location, template, date range, or compliance status. Flag any submission for follow-up or link it directly to an issue report.