Overview
Checklists in Edify allow you to create custom tasks for your team to complete on a regular schedule (daily, weekly, monthly) or on-demand when needed. Use checklists for opening and closing procedures, temperature checks, equipment maintenance, or any recurring tasks that need tracking.
Creating a New Checklist
Navigate to Checklists > Setup and click Add New Checklist.
Step 1: Initial Setup
Field | Explainer |
Checklist Name | Choose a clear, descriptive name (e.g. "Morning Opening Checklist", "Weekly Deep Clean") |
Status |
|
Assign to Sites | Select which sites should use this checklist (you can select multiple) |
Notify specific users when completed | Set which email addresses should receive an email notification when a user completes this checklist |
Step 2: Set Frequency
Choose when and how often the checklist needs to be completed:
Option | Explainer |
Daily | Muse be completed every day |
Weekly | Completed on selected days of the week. You can set it to repeat every 1, 2, 3, or 4 weeks. |
Monthly | Completed on a specific date each month. You can set it to repeat every 1, 2, 3, or 4 months. |
On-demand |
|
Setting time windows
By default, checklists can be completed any time of day.
To require completion within a specific timeframe, click Between and set your start and end times.
Allow on-demand access
If you want a recurring checklist to also be available outside its scheduled frequency, tick "allow launching task on-demand". This is useful for checklists that team members might need to complete early or reference throughout the week.
💡 Example: Set up a weekly checklist due on Fridays, but enable on-demand access so staff can work on it throughout the week and submit it on Friday.
Step 3: Assign Users
Choose who can see and complete this checklist:
Option | Explainer |
All roles | Any user can complete the checklist |
Specific Role | Only users with certain permission levels (e.g. Manager, Employee) can complete it |
Specific Email | Assign to an individual user by searching for their email |
⚠️ Important: If you assign a checklist to a specific user, remember to update the assignment if that person leaves.
Step 4: Add Tasks
Click the Add + button to create tasks for your checklist.
For each task:
Field | Explainer |
|
Task | Be clear and specific |
|
Mandatory | Mandatory tasks must be completed before the checklist can be marked done. Non-mandatory tasks are optional. |
|
Allow user to attach photo* | Set whether a user needs to upload a photo relating to this question |
|
Select response type |
|
|
Add Photo* | Show what something should look like when completed correctly |
|
* optional field
Click Save & Close or Save & Add to continue adding tasks
Example tasks:
"Record freezer temperature" (Temperature)
"Is the alarm switched on?" (Tick Box)
"Log any issues that occurred today" (Text Answer)
"Count till float" (Number)
Adding follow-up tasks:
You can set up conditional follow-up questions that appear based on how someone answers a task.
Click '+ Add follow-up' on any task
Set the trigger - Choose what response will show this follow-up:
For Tick Box: When ticked or when not ticked
For Number/Temperature: When above, below, or equal to a specific value
For Text Answer: When a word or phrase is used
Choose the follow-up type:
Display a message - Show information or instructions (e.g., "Contact the manager immediately")
Request additional information - Ask a follow-up question using any of the standard response types (Text, Number, Temperature, Tick Box)
If requesting information, fill in the question details the same way you would for a regular task
Click Save
Step 5: Publish
When you're ready to make the checklist available, click Save and Publish at the bottom of the page.
Managing Existing Checklists
Editing a checklist
Navigate to the Setup tab
Find your checklist and click Edit
Make your changes (frequency, tasks, assigned users, etc.)
Click Save & Publish
Duplicating a checklist
Save time by copying an existing checklist and modifying it:
Find the checklist and click Edit
Click Copy Checklist in the top right
A duplicate is created immediately and opens for editing
Update the name and make any other changes needed
Changing checklist status
Select one or more checklists using the tickboxes, then click Change Status to switch between Published and Draft.
Deleting a checklist
Go to the Setup tab
Select the checklist using the tickbox
Click Delete in the top right
Troubleshooting
Checklist not showing in the Complete tab?
Check these common issues:
Frequency timing: Weekly and monthly checklists only appear on their scheduled days. If you set up a weekly checklist on a Wednesday for Wednesday completion, it won't appear until the following Wednesday.
User permissions: Verify the user's role matches the checklist assignment. Employees can't see checklists assigned to Managers.
Status: Confirm the checklist is Published, not Draft.