Who sets this up: Super Users or anyone who has permission to edit checklist templates.
(Once it’s set up, teachers, educators, or team members can complete the checklist in the app.)
Note: You’ll need access to the People Manager module to use this feature. If you don’t have access, please contact your Client Services Manager or the 1Place Support Team.
Sometimes you may need to complete a form for a specific child or person—for example, a short/long-term medication form, a child quiz or a child behavior report.
The Checklist Module lets you link a child (or any person) directly to a checklist template, so the right information appears automatically—no extra typing needed.
Step 1: Open the Checklist Template Settings
Go to Checklist Manager → Checklist Templates.
Find the template you want to update (e.g. Short-term Medication Form).
On the right-hand side, click the menu icon, then select Settings.
Step 2: Enable People Selection
In the template settings, scroll down to the People section.
Tick Use People in Checklist Template.
Choose which information fields (Person Custom Fields) you want to appear (e.g. age, date of birth, allergies, emergency contacts).
These fields come from your existing People Custom Fields or your Childcare Management Systems (e.g. Kidsoft, KangarooTime, Xplor, Infocare, Line Leaders, Xap, Civica).
Step 3: Configure Optional Settings
You’ll see three additional options:
Mandatory people field
Tick this if staff must select a child before completing the form.
Insert screenshot showing "Mandatory people field" option
Link checklist only to specific person types
Use this if the form is only for children (not staff or parents).
Leave unticked if it can apply to anyone.
Insert screenshot showing person type selection dropdown
Specify default user / restrict access
Only use this if the checklist should be linked to a particular user (e.g. Centre Manager) or restricted to certain staff.
In most cases—such as medication forms completed by teachers—you can leave these unticked.
Insert screenshot showing default user and restrict access options
When finished, scroll down and click Save.
Step 4: Completing the Form in the App
Once enabled, your team will see a People tab when filling out the checklist in the 1Place mobile app.
Open the checklist (e.g. Short-term Medication Form).
Tap the People tab.
Select the child’s name from the dropdown.
The child’s details (name, gender, date of birth, allergies, etc.) will appear automatically—no manual typing required.
Complete the rest of the checklist and submit.
Step 5: Searching for Completed Forms
Super Users, Managers and supervisors can:
Use the Checklist Register (Admin Portal) page to filter by person.
OR
All users can:
Search by child’s name to find all related forms on the App:
Step 6: Print/Download the PDF version
When click on 'Print' on the Admin portal's Checklist Register page:
or "PDF" icon on the App:
As a default, the attached person's details (the fields selected at Step 2-3) will be listed at the top of the downloaded PDF checklist:
If all the information fields should be hidden on the PDF, you may wish to create a customized PDF layout via Settings > PDF Layouts > Checklist PDF Layouts
Then apply the PDF Layouts to the particular Checklist Template, via menu icon > settings> PDF Report section:
Summary
Using people selection in checklist templates ensures every form is linked to the correct child or person.
This saves time, reduces errors, and makes it easy to locate records later.