Who sets this up: Super Users or anyone who has permission to edit checklist templates.
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 want everyone to be able to complete a checklist (for example, an induction form), but limit who can view it after submission — for example, only the staff member’s line manager.
This can be done using People Restrictions in your checklist template.
Step 1: Open the Checklist Template Settings
Go to Checklist Manager → Checklist Templates.
Locate the template you want to edit (e.g. Induction Form).
On the right-hand side, click the menu icon, then select Settings.
Step 2: Enable People Selection
Scroll to the People section.
Tick Use People in Checklist Template.
Select which staff details should appear (e.g. first name, last name, email, mobile).
In this example, the form is only for staff, so restrict the checklist to staff and remove child fields.
There’s no need to make people selection mandatory if staff are completing the checklist for themselves.
If this checklist should only be linked to a specific Person Types, select them here. E.g. Staff
Step 3: Restrict Access Automatically
Specify default user link — Select the user(s) who should automatically gain access when this form is submitted.
For example, select the Centre Managers (group contact).
Automatically restrict access to selected users — Enable this so that:
The user (e.g. teachers, educators, staff) completing the form (i.e. the creator) and
Their Centre Managers (group contact) or any other selected user in the above.
are the only people who can view the submitted form.
Scroll down and click Save.
Step 4: How it works for teachers, educators, staff
Once this setup is complete:
Staff can go to Create Checklist, choose their centre, and select the Induction Form.
They complete and submit the form — no need to manually tag themselves or restrict access.
Step 5: How it works for managers
The Centre Manager (or selected user) is automatically tagged and can view the submitted form.
Other staff, even those at the same centre, cannot search for or open someone else’s induction form.
This protects staff privacy while still allowing managers to review submissions.
Key Points to Remember
This method works for any checklist template where you want to restrict access after submission — not just induction forms.
Super Users can always view all submitted checklists, even if access is restricted to others.