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Creating a checklist

Updated over a month ago

Checklists turn important processes into repeatable, actionable tasks. By making expectations crystal clear, they:

  • ✅ Standardize training and onboarding

  • ✅ Ensure consistent client check-ins or audits

  • ✅ Monitor equipment inspections and maintenance

  • ✅ Enforce safety or quality procedures

They’re especially useful in environments where precision, compliance, and accountability matter most.

Whether you’re managing onboarding, safety protocols, or routine maintenance, Whale’s Checklist feature helps ensure every step gets done right — every time.


How to Create a Checklist

Step 1: Navigate to the Checklist Tab

  • Click the Training icon in your Whale toolbar

  • Select the Checklists tab

Step 2: Create a New Checklist

  • Click Create Checklist

  • Name your checklist (e.g., Weekly Client Check-in or Warehouse Safety Audit)

Step 3: Add Checks to Your List

For each item:

  • Add a description of the task

  • Use # to link related SOPs or cards, keeping your process steps up-to-date and easily accessible

  • (Optional) Enable comments so users can leave notes per step

💡 Example:

  • “Inspect forklift brakes” → linked to your “Forklift Maintenance” SOP

  • Users can add notes like “Brake pads worn – needs replacement”


Managing Checklists

Once your checklist is created, you can:

  • 👥 Share: Assign it to teammates

  • 📱 Share: Download as a QR code (perfect for inspections on the go!)

  • Run it yourself

  • 🏷️ Edit tags

  • 🗑️ Delete it if no longer needed


Running & Assigning Checklists

Step 1: Start a Checklist Run

When assigning or starting a checklist, give it a specific name:

  • “Q4 Client Review – ABC Corp”

  • “October 2024 Safety Audit”

Step 2: Complete or Save Progress

  • Mark off checks as you complete them

  • Add comments where needed

  • Choose to Save & Close (resume later) or Submit (complete the run)

🔁 You can only have one active run per checklist. Submit the current one before starting a new instance.


Viewing Checklist Analytics

To track how your checklists are being used:

  1. Go to the Analytics section in Whale

  2. Click on the Checklists tab

  3. View:

  • All checklist runs

  • Completion timestamps

  • Team usage insights and gaps

This helps ensure processes are being followed and highlights where improvements might be needed.


Example Use Cases

  • 👷 A warehouse supervisor scans a QR code at the entrance and runs a daily equipment checklist from their phone

  • 👩‍🏫 A trainer uses a checklist to track progress through onboarding

  • 💬 A CSM logs specific feedback for each client during quarterly check-ins

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