I’m planning to track delivery checks in Busabase. Some checks only need a yes-or-no result, while others need their own assignee, notes, and supporting evidence. When is it better to use checkbox fields on the delivery record, and when should the checks become separate linked records? I’d like the structure to stay manageable when different deliveries require different checks.
Use a checkbox on the Delivery record only for a small, fixed check that needs one yes/no answer and no separate owner or history. Examples might be “address confirmed” and “label printed.” A checkbox cannot by itself tell the team who owns an unresolved check, what evidence supports it, or when it was corrected.
For the checks you described, I would use a Delivery checks Base linked to Deliveries, with one row per required check per delivery. Keep a check name/type, assignee, status (pending / passed / failed / waived), due date, notes, evidence attachment or link, and completion time. Then a delivery can have different checks without adding a new field to the Deliveries Base every time. The team can filter that Base for failed or overdue checks and review each item separately.
If the same checklist is reused, keep the *definition* separately from the *result*: a Check templates Base describes the standard checks for a delivery type; when a new delivery starts, create its own linked Delivery check records from the applicable template. Changing the template later should not silently rewrite checks already performed. Begin with one delivery type and a few real examples; an Agent can help draft the structure and prepare check records for your review. Bases and linked records provide the underlying pieces. Do check owners and evidence vary per delivery, or only by check type?
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