Do you find yourself submitting your checklist over and over again, but it still stays in your Overdue list?
Or maybe while reviewing your team’s records, you noticed a checklist that has been sitting in the Overdue section and can’t be submitted.
Don’t worry — this can happen for a few common reasons, and it’s usually quick to fix.
Try the troubleshooting guide below:
Have you/your team members completed answering the entire checklist?
Make sure that all questions in the checklist have been answered before submitting.Have you/your team members answered all the tracked questions in the checklist?
Some questions are tracked questions (questions with pink vertical line on the side) and must be answered for the checklist to be marked as complete.Are there any questions that require an attachment or comment?
Some checklist items may require an attachment or comment before the checklist can be submitted successfully.Was my device connected to the internet when I submitted the checklist?
If your device was offline or had an unstable connection, the checklist may not have synced yet.
If you have followed all the troubleshooting steps above and the checklist still remains in the Overdue section, it may be due to a duplicate checklist.
This article explains why this happens, how to prevent it, and how to fix it.
What Does a “Duplicate Checklist” Mean?
A duplicate checklist occurs when two checklist entries exist for the same scheduled checklist date, usually showing:
One checklist fully completed
One checklist partially completed or left as draft
Both checklists created for the same schedule period
Even though one is completed, the second entry may still appear as Overdue because the system detects that a checklist for that schedule is still incomplete.
Signs you may have a Duplicate Checklist
You likely have a duplicate checklist if:
The checklist is completed but still shows under Overdue
Clicking “Edit” opens a completed checklist, but it still appears in Overdue after submitting
There are two checklist records with the same scheduled date. One version is completed and one is partially completed. The system averages results to incomplete and flags it as overdue. Even if you click “Edit” and it opens the completed version, the incomplete version is still affecting the checklist status.
How to Fix Duplicate Checklists
➡️ Step 1: Go to the Checklist Register
Navigate to:
Checklist Register → Search the checklist name
Look for two checklist entries with:
The same scheduled date
Similar checklist titles
Different completion statuses
You may use the search filter to easily locate it.
➡️ Step 2: Identify Which One is Incomplete
Usually, the duplicate will show as:
Partially Completed
Draft
Missing sections
Tip: Compare both entries and check which one has unanswered questions.
➡️ Step 3: Delete one of the Checklist entry (usually the Partially Completed one)
To delete the checklist, just press on the "Delete" button beside the checklist then Confirm.
Once one of the checklist is deleted, the overdue/to-do status will clear correctly.
✅ Recommended action: Delete the partially completed checklist entry and keep the fully completed submission.
📌For more information on how to prevent this issue, please review the Causes and Preventive Actions section below 👇
Common Reasons Duplicate Checklists Occur
1. Two Users Started the Same Checklist at the Same Time
This is the most common cause.
Example:
Educator A opens the scheduled checklist and starts answering it.
Educator B opens the same checklist from another device (or even the same device).
Both end up saving/submitting separate versions.
Result:
One checklist is completed
One remains partially completed
The checklist stays showing as Overdue or still appears in To-Do
2. A Checklist was Started as a Draft, Then Restarted
Sometimes a checklist is started, saved as a draft, and later someone starts a new version.
Example:
A staff member opens a checklist and saves a draft.
Later, another staff member completes and submits a new checklist.
The original draft is later reopened and submitted.
Result:
Two checklists are submitted for the same scheduled date.
3. Checklist was Completed via Both Scheduled AND Ad Hoc
Some checklists are available through:
Scheduled Checklists
Ad Hoc Checklists
If the same checklist is completed through both, the system may treat it as two separate submissions.
Result:
One checklist appears completed
Another remains partially completed
The system averages results to incomplete and flags it as overdue
4. Checklist was Started on One Device, then Opened on Another
This often happens when staff switch devices mid-checklist.
Example:
Checklist is started on an iPad.
Later, it’s opened again on another iPad or phone or desktop.
A second draft is created unintentionally.
If both versions are later submitted, duplication occurs.
5. The Checklist Is actually not Fully Completed
Sometimes the checklist looks completed but still has unanswered sections.
Example:
A checklist may show as submitted, but one section (e.g. “List 2”) is incomplete.
The system will still classify it as partially completed.
This can keep it appearing under Overdue Checklists.
How to Prevent Duplicate Checklists (Best Practices)
Here are some practical recommendations that you may apply immediately:
1. Assign One Responsible Staff Member Per Checklist
To avoid multiple people answering the same checklist:
✅ Assign a specific educator to complete each scheduled checklist (e.g. “Kitchen staff completes Food Safety”).
This reduces confusion and prevents staff from opening the same checklist at the same time.
2. Avoid Starting the Same Checklist on Multiple Devices
If a checklist is started on an iPad, it should be finished on the same device where possible.
If staff need to change devices, they should ensure:
The checklist is properly submitted
No second version is started accidentally
3. Avoid Using Ad Hoc for Scheduled Checklists
If the checklist already exists as a scheduled checklist, it’s best to complete the scheduled version instead of starting an ad hoc copy. You may also tick this option in Checklist setting to ensure that the checklist won't be accessible adhoc.
This prevents duplicate checklist records being created for the same day/week.
4. Do Not Restart a Checklist if One is Already in Progress
If a checklist is already being worked on:
🚫 Do not create a new draft version
🚫 Do not “start again” unless necessary
Instead:
✅ Before starting a new checklist, check the Drafts section first to see if you or another user has already started it (this applies only on the same device). If a draft exists, continue and complete the original checklist instead of creating a new one.
5. Submit Drafts Promptly
Draft checklists should not stay unfinished for long periods, as another staff member may assume the checklist hasn’t been started yet.
Recommendation:
Complete and submit drafts before the end of shift/day.
6. Monitor the Overdue List Regularly
If a checklist remains overdue even though it looks completed, it may indicate:
A duplicate partially completed checklist exists
Some sections were left unanswered
A quick check in the Checklist Register can prevent end-of-month reporting issues.
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