Creating a Checklist
Updated over a week ago

Checklists allow you to create and assign a list of tasks to your staff. Staff members can complete within the employee app and a report of each checklist will be viewable for managers within Workforce.

This feature is available for users who have enabled Workforce HR.

How to create a checklist

To get started, open the Manage Checklists tab through Operations > Checklists. Then, click the + Add Checklist button.

Next, add the following details to your checklist:

  • Name - staff will be able to see this when completing a checklist

  • Location & Teams - only staff part of the specified location/team will be able to see the checklist

  • Due Time - specify when the checklist should be completed by (checklists will be marked as Overdue if not completed by this time)

  • Active box - if you want staff to be able to complete the checklist, make sure this is ticked

Once all details have been entered, click the Create button.


Add Sections

Once you've added checklist details, group similar tasks together by creating sections. Use the + Add Section button to create one.

Add a Name for the section and click the Create button.

Editing/deleting a section

To edit the name of a section of a checklist or delete the entire section, click the 3 dot icon:


Add Items

To add items to a checklist, click the + Add Item button within the section. If you do not see the + Add Item button, simply click on the section and it should appear.

When creating an item, you'll need to include the following details:

  • Name - a short name or description of the item

  • Type - specify how staff will mark this item as complete

  • Occurrence - specify what days this item should be completed

Reference files (such as PDF manuals) and longer descriptions can also be included for each item. Once finalised, click the Create button.

Item types

When creating items, they can be marked as one of either a Task, Photo, Temperature Record, or Scale Record.

Tasks

Staff complete a Task item by ticking the checkbox. They'll also have the opportunity to leave a comment.

Photo

Staff complete a Photo item by uploading an image. They'll also have the opportunity to leave a comment.

Temperature Record

When creating a Temperature Record item, you'll be prompted to enter minimum and maximum temperatures. Staff complete a Temperature Record item by entering a number. If this number falls outside the minimum and maximum range, it will be flagged.

Scale Record

When creating a Scale Record item, you'll be prompted to enter minimum and maximum values. Staff complete a Scale Record item by entering a number.

Editing/deleting an item

To edit the details of a checklist item or delete the entire item, click the 3 dot icon:

Rearranging the order of items

You may rearrange the order of checklist items by clicking the 3 line icons, holding and dragging:


Example of a Checklist

Below is an example of a daily checklist. A checklist could be for a location or a specific team. In the example below, you see the section Housekeeping which includes 5 tasks. Each task has set the days of the week that it needs to be completed the type of task.

For more information on how to add and edit items, see here.


What do staff see and how do they complete a Checklist?

Staff have the ability to see and complete the day's checklist within the employee app.

To do so, they simply need to go to Overview tab > Checklists from the Overview tab and click on the checklist. From there, they can complete each checklist item either my tapping the check mark for tasks or filling out the information for other checklist item types.

Staff can complete some items on a checklist and return later to complete the rest of the checklist. They will be able to see:

  • the time the checklist is to due to be completed

  • if the checklist is overdue

  • the completion rate of the checklist within the app

FAQs

Why don't staff see a checklist item?

There are several reasons staff might not see a checklist item:

  • The checklist item is not set to appear on that day of the week

  • You've added a checklist item to a checklist that has already been sent to staff for that day

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