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Summary
Checklists let you set custom tasks for your team to complete on a schedule (daily, weekly, monthly) or on demand. Use them for opening and closing routines, temperature checks, equipment maintenance, or any recurring task that needs tracking.
Open Checklists from the left-hand menu. It has three tabs: Scheduled (what's due now), Completed (history), and Templates (the checklists that drive everything). You build and manage checklists from Templates.
Creating a checklist
From the Templates tab, start a new checklist to open the Create checklist form.
1. Details
Checklist name - a short, clear name operators will see on their to-do list (e.g. "Morning Opening").
Assign to sites - the sites this checklist is scheduled for (you can pick several).
Assign to role - who sees it when it's due: All Roles, Employees, Admins, Managers, or a Specific Email (one named user).
Notify users on completion - anyone added here gets an email when a completed checklist needs reviewing.
Active - when on, the checklist is scheduled and appears on assigned users' to-do lists. Leave it off to save as a draft.
⚠️ If you assign a checklist to a specific user, remember to update it if that person leaves.
2. Frequency
Choose how often it needs completing:
Daily - every day.
Weekly - choose the day(s), repeating every 1–4 weeks.
Monthly - choose a date, repeating every 1–4 months.
On demand - set a specific date it's due by
By default a checklist can be completed any time of day. To require a timeframe, choose Specific time window and set a start and end time.
Turn on Allow launching task on-demand to let a recurring checklist also be started outside its schedule.
💡 Example: set a weekly checklist due on Fridays, but allow on-demand launching so staff can work on it through the week and submit it on Friday.
3. Questions
Under Questions, select Add question for each item. For each one:
Question text - be clear and specific.
Response type - Text, Number, Checkbox, or Temperature (°C or °F).
Required - required questions must be answered before the checklist can be marked done.
Allow photo in answers - let the user attach a photo with their answer.
Reference images - add up to 4 images showing what "done correctly" looks like.
4. Follow-up questions (optional)
You can add conditional follow-ups that appear based on an answer. Select Add follow-up on a question and set the trigger:
Checkbox - when ticked, or when not ticked.
Number / Temperature - when above, below, or equal to a value.
Text - when a word or phrase is used.
Then choose what happens:
Display a Message — show information or an instruction (e.g. "Contact the manager immediately").
Request Additional Inputs — ask another question, using any response type.
5. Make it live
Saving with Active switched off sets the checklist up but keeps it as a draft - it won't be scheduled and won't appear for anyone yet. This is useful if you want to build it now and launch it later.
To make it live, turn Active on (either now or by editing it later) and save. Only then does it start appearing on assigned users' to-do lists under Scheduled on its schedule.
Managing checklists
From the Templates tab:
Edit - open a checklist, change anything (details, frequency, questions), and save.
Duplicate - click the Copy symbol (next to 'Edit'), you can then make required edits and create
Change status - select a checklist, click Set status and either activate or deactivate
Delete - select a checklist and click Delete (red bin icon)
Troubleshooting
Checklist not showing under Scheduled? Check:
Timing - weekly and monthly checklists only appear on their scheduled days. A weekly checklist set up on a Wednesday for Wednesday completion won't appear until the following Wednesday.
Role - the user's role must match the checklist's assignment. Employees can't see checklists assigned to Managers.
Active - confirm the checklist is Active, not a draft.