This feature is available for users who have enabled Workforce HR.
What's covered in this guide?
Create Checklist
To create a checklist:
Navigate to Operations > Checklists > Manage
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 at 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 in 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.
Edit/delete 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.
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.
3. 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.
1. Tasks
Staff complete a Task item by ticking the checkbox. They'll also have the opportunity to leave a comment.
2. Photo
Staff complete a Photo item by uploading an image. They'll also have the opportunity to leave a comment.
3. 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.
4. 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.
Edit/delete an item
To edit the details of a checklist item or delete the entire item, click the 3 dot icon:
Rearrange the order of items
You may rearrange the order of checklist items by clicking the 3 line icons, holding and dragging:
Manage a Checklist
Edit a checklist
Where necessary, you can make changes to checklist details, sections, and items through the Manage Checklists tab under Operations > Checklists.
To edit the checklist details, click the ⋮ button on the relevant checklist, then Checklist Settings. Here, you can edit the checklist name, locations and teams, and due time.
To edit a section, click the Edit button on the relevant checklist. Next, click the ⋮ button on the section, and then the Edit Section button. Here, you can rename the section.
To edit an item, locate it in the relevant checklist and section, click the ⋮ button, and then the Edit Item button. Here, you can edit the name, type, occurrence, reference files, and description.
Clone a checklist
To duplicate an existing checklist, click ⋮ on the relevant checklist, then Clone. This creates a copy of the checklist with all its sections and items.
Archive a checklist
When a checklist is made inactive, it will no longer appear for employees to complete on the mobile app. Reports can still be accessed for inactive checklists.
To make a checklist inactive, click ⋮ on the relevant checklist, then Checklist Settings. Untick the Active box and click Update.
To reactivate, follow the same steps and tick the Active box again.
Delete a checklist
When a checklist is deleted, it will no longer appear for employees to complete. Reports for that checklist remain accessible.
To delete, click ⋮ on the relevant checklist, then Delete Checklist, and confirm.
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 can access checklists through the Checklists widget, which appears on both the Overview tab and the Tasks tab in the mobile app.
Tap the checklist to open it and complete each item — tap the checkmark for tasks, or fill in the required information for other 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
FAQs and Troubleshooting
Why don't staff see a checklist item?
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