Checklist history lists every checklist run, in progress or finished. Each row shows the checklist, its status, how many steps were done, how many issues were flagged, the event session it was for, who ran it, and the timing. A run's details page shows what happened on every step. Managers can approve or reject completed runs.
Getting started
Navigate to Checklist history from the sidebar.
How it works
A run is created the moment a checklist is started and appears here right away with an In progress badge. When the run is completed it becomes Completed, or Awaiting approval when the checklist has Requires approval switched on in its editor. A manager can then mark it Approved or Rejected with a note, or send an awaiting run back to the runner.
Every step of a run is recorded: whether it was done, who did it and when, any note, a flagged issue with its description, photos, and the answer for Dropdown, Multi-select, Text, or Number steps. The details page lists them in order.
The Event column shows the session the run was actually performed for, even if the checklist's linked event was changed later.
Step-by-step guide
Browse the history
Applied filters show as chips at the top, a live result count updates as they change, and a per-page selector controls page size.
| Filter | Filters by |
|---|---|
| Checklist | The checklist that was run. Archived checklists are listed with an "(archived)" suffix |
| Status | In progress, Completed, Awaiting approval, Approved, or Rejected |
| Completion time | "Within the last [N] days" or "From [date] to [date]" |
| Event | The event the run was performed for |
| Event host | Staff member assigned to the event session |
| Completed by | The person who started the run |
| Tags | One or more tags from the tag library. A run matches when the tag is on the run or on any of its steps |
Views saves a filter combination for later. Clear filters removes every chip.
Read a row
| Column | What it shows |
|---|---|
| Checklist | The checklist name, which opens the run's details. Under it, a status badge, steps done out of total, an issue count when issues were flagged, and every tag on the run or its steps |
| Event | Event badge, session date and time (opens the event details in a new tab), and the event host when the run is linked to a session |
| Completed by | The person who started the run |
| Started at | Start timestamp |
| Completed at | Completion timestamp, or a dash while in progress |
| Completion time | Duration in minutes, or a dash while in progress |
| Actions | Three-dot menu |
Open a run's details
Click the checklist name on a row, or choose View details from the three-dot menu. The details page opens.
| Element | What it shows |
|---|---|
| Header | Checklist name, status badge, event badge, session link, who started it and when, and the run's tags with an Add tag control |
| Progress | Steps done out of total, the total time for finished runs, and the issue count |
| Review note | For approved or rejected runs, who reviewed it, when, and the note |
| Step list | Every step in order with a tick, who did it, the time and minutes since the start, and badges for issues, notes, photos, and optional steps |
| Step panel | Click a step to see its formatted instructions, reference images, tags, response, note, issue description, photos, and any linked ticket on the right, or in a drawer on a phone |
Resume an in-progress run
For a run with the In progress badge, choose Resume run from the row menu, or click Resume on the details page. The run page opens where it was left.
Approve or reject a run
Open a completed run's details page. Users with the Approve checklist runs permission see Approve and Reject in the header. The person who ran the checklist does not see them on their own run unless they are an admin or manager.
| Step | Action |
|---|---|
| 1 | Click Approve or Reject |
| 2 | Add a note in the drawer if needed |
| 3 | Confirm |
The run's status changes and the review appears under the header with the reviewer's name, the time, and the note. A rejected run can be approved later, and an approved run can be rejected.
Send a run back
A run of a checklist with Requires approval on arrives as Awaiting approval. Its details page shows Approve and Send back instead of Reject.
| Step | Action |
|---|---|
| 1 | Click Send back |
| 2 | Write what needs fixing in the note |
| 3 | Click Send back in the drawer |
The run goes back to In progress. The runner sees the note at the top of the run page, fixes the steps, and completes the run again, which puts it back in Awaiting approval with the earlier note cleared. Approve on an awaiting run works the same as on a completed one.
Turn a step into a project ticket
Any step on a run's details page can become a ticket in project management, so a repair or restock recorded on a checklist lands where the team plans work.
| Step | Action |
|---|---|
| 1 | Open the run's details page and select the step |
| 2 | Click Create ticket under the step's details (requires the Project ticket update permission) |
| 3 | Pick the Project. The status, type, and assignee options load from that project |
| 4 | Adjust the prefilled Title and Description if needed. The description carries the checklist, the step, the flagged issue, the note, photo links, and a link back to the run |
| 5 | Set Status, Priority, Type, and an optional Assignee, then click Create ticket |
The step then shows the ticket key, such as PROJ-22, as a link that opens the ticket in a new tab, and the Create ticket button is gone for that step. A step links to one ticket. Deleting the ticket clears the link.
Adjust a run's times or event session
On a finished run, choose Adjust times from the row menu (requires Checklist history update). The Adjust run times drawer has two sections.
| Section | Field | Notes |
|---|---|---|
| Event | Linked event session | Clear to unlink the run from its session, or pick another session of the same event. If the checklist's event was changed after the run, a warning says so |
| Timing | Start date, Start time, Completion date, Completion time | Date and time pickers |
Click Save. The duration recalculates from the new times.
Delete a run
Choose Delete run from the row menu (requires Checklist history delete), or click the trash icon on the details page. A confirmation appears. The run and everything recorded on its steps are removed permanently.
Export to CSV
Users with the Download data permission see a download icon next to the result count. It exports every row matching the current filters, including status, steps done, steps total, issues, and tags.
Reference
Row menu
| Action | Shown for | Permission |
|---|---|---|
| Resume run | In-progress runs | Any user with checklist access |
| View details | Finished runs | Any user with history access |
| Adjust times | Finished runs | Checklist history update |
| Delete run | All runs | Checklist history delete |
Status badges
| Status | Meaning |
|---|---|
| In progress | Started and not yet completed, or sent back by a reviewer |
| Completed | Finished by the runner |
| Awaiting approval | Finished by the runner on a checklist that requires approval, waiting for a reviewer |
| Approved | Reviewed and accepted by a manager |
| Rejected | Reviewed and sent back by a manager |
Details page actions
| Action | Shown for | Permission |
|---|---|---|
| Resume | In-progress runs | Any user with checklist access |
| Approve | Completed, awaiting approval, or rejected runs | Approve checklist runs |
| Reject | Completed or approved runs | Approve checklist runs |
| Send back | Awaiting approval runs | Approve checklist runs |
| Trash icon | All runs | Checklist history delete |
Permissions
| Permission | Used for |
|---|---|
| Checklist history view | Open the history page and details pages. When granted as "own only", the list and details show only runs the user started, plus any in-progress run |
| Checklist history update | Adjust times and relink the event session |
| Approve checklist runs | Approve, reject, and send back. Also shows the awaiting approval count on the Checklists page. Off on custom roles until an admin switches it on |
| Checklist history delete | Delete runs |
| Download data | CSV export |
| Project ticket update | Create a ticket from a step |
Good to know
- In-progress runs are part of the history. Filter by Status to see only finished ones.
- Completion time is calculated from the two timestamps. Adjusting either one recalculates it.
- Runs keep their own copy of the steps. Editing the checklist afterwards does not change what a past run shows.
- Approval does not lock a run. Times can still be adjusted after approval.
- Send back is only offered on awaiting runs. Rejecting a Completed run ends it with a note, as before. Start a new run if the work has to be redone.
- Awaiting approval counts as finished. It appears in the Completed at and Completion time columns and in usage counts.
- Deleting is permanent. There is no restore.
- Runs from before per-step recording show their timing only, with 0 of 0 steps.
- Tags on history rows combine run tags and step tags. A tag applied to one step shows on the row and matches the Tags filter, the same as a tag on the run itself.
- Filter selections persist in the URL, so a filtered view can be bookmarked.
- For exports beyond this page's CSV, use Reports. The Checklist runs report type gives one row per run with percent complete, issues, review status, and tags, and Checklist steps gives one row per step. Both take a date range, filters on every field, summary mode, and CSV download. See Reports.
FAQ
Q: Can I see which steps were completed on a past run?
A: Yes. Click the checklist name on the row. The details page lists every step with a tick, who did it, when, and any note, issue, response, or photo.
Q: A step says a prop is broken. How do I get it fixed?
A: Open the run's details page, select the step, and click Create ticket. Pick the project, check the prefilled title and description, and confirm. The ticket appears on that project's board with a link back to the run, and the step shows the ticket key.
Q: Someone started a checklist and never finished it. What do I do?
A: Filter by Status: In progress. Resume it from the row menu to finish it, or delete it from the row menu.
Q: What does rejecting a run do?
A: It marks the run Rejected and records the note. It does not reopen the run. Start a new run of the checklist if the work has to be redone. To have the runner fix the same run, use a checklist with Requires approval on and Send back the awaiting run.
Q: A run was sent back. What does the runner see?
A: The run reappears under Resume on the Checklists page and in history as In progress. The run page shows "Sent back by" with the reviewer's name, time, and note above the steps. Completing the run again clears the note and puts it back in Awaiting approval.
Q: A host started the timer late. Can I fix the start time?
A: Yes. Row menu, Adjust times, change Start date and Start time, Save.
Q: A run was recorded against the wrong event session. Can I fix it?
A: Yes. Row menu, Adjust times, pick the right session under Linked event session, Save. Only sessions from the same event are offered.
Q: Why does the details page show a warning about a different event?
A: The checklist's linked event was changed after this run. The run keeps its original session. The session picker in the drawer offers sessions from the checklist's current event.
Q: My role does not see Approve or Adjust times. Why?
A: Adjust times needs Checklist history update. Approve, Reject, and Send back need Approve checklist runs, which is off on custom roles until an admin switches it on. Runners also never see the review buttons on a run they started themselves, unless they are an admin or manager.