Step Types: Complete Guide (text, number, multiple choice, photo, etc.)

1. Understand Operations Templates

1. What Is a Step Type?

Every step in a template has a type that determines what kind of response the employee provides when completing the checklist. Choosing the right step type for each question makes your checklist clearer, more accurate, and more useful in reporting. A temperature reading captured as a Number step tells you a number — but a Temperature step tells you a temperature and lets you set range-based automations on it. The type matters. 

2. Add New Step

3. Review Available Step Types

4. Use Procedure Step

Best for: Confirmation-based steps that require the user to acknowledge completion

The Procedure step type in Xenia is a checkbox-style step used when a task needs to be completed and confirmed by the user. It allows users to mark the step as done once the procedure has been followed.

Common Use Cases:

• Opening & closing checklists
• Cleaning tasks
• Daily routines

5. Pass-Fail Step

Best for: Inspections, audits, compliance checks

The Pass/Fail step allows users to indicate whether a condition meets standards. If a step is marked as Fail, users can be prompted to add notes, photos, or corrective actions. 

Common Use Cases:

• Health & safety inspections
• Quality assurance checks
• Equipment audits

6. Take Photo Step

Best for: Visual proof, documentation

This step allows users to capture a photo directly from their device camera.

Common Use Cases:

• Equipment condition
• Merchandising compliance
• Incident documentation

7. Text Answer Step

Best for: Open-ended responses

The Text Answer step allows users to enter free-form text.

Common Use Cases:

• Comments
• Issue descriptions
• Notes and observations

8. Number Step

Best for: Quantitative inputs

This step collects numeric values and can include units.

Common Use Cases:

• Counts
• Measurements
• Inventory quantities

9. Temperature Step

Best for: Temperature-sensitive processes

Allows users to record temperature values in:

• °F
• °C
• Kelvin

Common Use Cases:

• Food safety
• Cold storage monitoring
• Equipment checks

10. Use Cost Step

Best for: Expense tracking

Users enter a monetary value with a currency symbol.

Common Use Cases:

• Maintenance costs
• Supply purchases
• Damage reporting

11. Multiple Choice Step

Best for: Standardised answers

Allows users to select one option from predefined choices. Specific options can be marked as Flagged Answers for reporting.

Common Use Cases:

• Surveys
• Compliance checks
• Status selection

12. Dropdown Step

Best for: Long lists of predefined options

Similar to Multiple Choice but optimised for larger option sets.

Common Use Cases:

• Vendor selection
• Category selection
• Location types

13. Signature Step

Best for: Verification & approval

Requires users to provide a digital signature.

Common Use Cases:

• Manager sign-offs
• Compliance acknowledgement
• Incident approvals

14. Date and Time Step

Best for: Timestamped entries

Allows users to select a specific date and/or time.

Common Use Cases:

• Incident occurrence
• Maintenance scheduling
• Delivery confirmations

15. Long Description Step

Best for: Detailed instructions or explanations

Supports longer formatted text blocks.

Common Use Cases:

• Detailed SOP explanations
• Policy text
• Training content

16. GeoStamp Step

Best for: Location verification

Automatically captures the user’s GPS location at the time of submission.

Common Use Cases:

• Field audits
• Route verification
• Proof of presence

17. Location Step

Best for: Manual location selection

Allows users to select or confirm a location.

Common Use Cases:

• Site identification
• Store selection
• Area tracking

18. Photo Annotate Step

Best for: Visual issue highlighting

Users can capture a photo and draw or mark directly on it.

Common Use Cases:

• Damage reporting
• Maintenance issues
• Safety hazards

19. Calculation Step

Best for: Automated totals & formulas

Performs calculations based on inputs from other steps.

Common Use Cases:

• Score calculations
• Cost totals
• Compliance percentages

20. Take Video Step

Best for: Motion-based documentation

Allows users to record and upload short videos.

Common Use Cases:

• Equipment operation proof
• Incident recording
• Training validation

21. File Upload Step

Best for: External documents

Allows users to upload files such as PDFs, images, or documents.

Common Use Cases:

• Invoices
• Reports
• Certifications

22. Barcode Scanner Step

Best for: Asset & inventory tracking

Uses the device camera to scan barcodes.

Common Use Cases:

• Inventory audits
• Asset verification
• Product tracking

 Quick Reference Table