Checklists are reusable task lists for daily procedures: opening duties, event resets, cleaning routines, closing checks, anything you want your team to follow consistently. Each checklist is a template with steps; running a checklist creates a tracked instance that's saved to the history with timestamps and the person who completed it.
Getting started
Navigate to Checklists from the sidebar. The page lists every checklist template plus a Create new checklist button at the top right.
How it works
A checklist template has a name, an optional description, an optional event link, and a list of steps. Each step has a name, description, optional flag, and optional image.
When a team member starts a checklist, an instance is created with a start timestamp. They work through the steps (in List view as a wizard or Card view as a single-page checkbox list) and click Complete checklist when done. The instance is saved to the Checklist history with start time, complete time, duration, and the person who completed it.
Step-by-step guide
Create a checklist template
Click Create new checklist at the top right of the Checklists page. The template editor opens with breadcrumbs Checklists > Create new checklist.
| Field | Notes |
|---|---|
| Name | The template's display name. Placeholder: "Checklist name" |
| Description | Free-text description. 5-row textarea. Placeholder: "Checklist description" |
| Link to game (optional) | Dropdown of events. Linking lets a team member pick a specific event instance when starting the checklist |
Click Create at the bottom right of the details card to save the template, or Cancel to discard.
Add steps to the template
Below the details card, the Checklist steps card has a table of steps and an Add step button at the bottom right.
Each step has the following fields, all editable inline.
| Field | Notes |
|---|---|
| Name | Step title (textarea, placeholder "Name") |
| Description | Detailed instructions (textarea, placeholder "Description") |
| Optional | Checkbox. When ticked, the step can be skipped during execution |
| Image | Visual reference. Click the camera icon ("Add photo" tooltip) to upload. Renders as a 50×50 thumbnail; - if no image |
| Actions | Trash icon ("Delete step" tooltip) and the camera icon |
Click Add step to append a new row. Drag steps to reorder them — the order in the editor matches the order in the running checklist.
Edit, duplicate, or delete a template
Click the three-dot menu on the Checklists list page row.
| Action | Permission | Effect |
|---|---|---|
| Edit checklist | Checklists update | Opens the template editor prefilled |
| Duplicate checklist | Checklists update | Creates a copy you can modify independently |
| Delete checklist | Checklists delete | Permanent. Past completions in the history are unaffected |
Reorder checklists
Grab the drag handle on the left side of any checklist row and drop it in the desired position. The new order saves automatically.
Run a checklist
On the Checklists list page, find the template you want to run.
| Step | Action |
|---|---|
| 1 | If the checklist is linked to an event, pick the Game instance from the dropdown next to the row |
| 2 | Click Start |
| 3 | The active checklist page opens with breadcrumbs Checklists > [checklist name] |
The active checklist defaults to Card view. Use the icon toggle at the top right of the card to switch between Card view and List view.
List view (one step at a time)
Each step renders one at a time as a wizard. A progress bar at the top shows your position.
| Element | What it does |
|---|---|
| Step name | Title with a red asterisk (*) when the step is required |
| Step description | Detailed instructions |
| Step image | Reference image, when configured |
| Previous | Goes back a step. Visible after the first step |
| Next | Advances a step. Visible until the last step |
| Complete checklist | Submits the run. Visible only on the last step |
Card view (all steps at once)
Every step renders in a table with a checkbox column.
| Element | What it does |
|---|---|
| Checkbox | Tick when the step is done |
| Step name | Title with a red asterisk for required steps |
| Step description | Detailed instructions |
| Complete checklist | Submits the run |
Required steps must all be completed (in either view) before Complete checklist can submit.
Completion confirmation
After clicking Complete checklist, a success alert reads Good job! Your reset has been recorded! The page redirects to Checklist history where the instance appears at the top.
Browse the history
Navigate to Checklist history from the sidebar (or via the post-completion redirect). The page lists every completed checklist with filter buttons across the top and a table of instances.
| Filter | Filters by |
|---|---|
| Checklist | The template that was run |
| Checklist completion time | "Within the last [N] days" or "From [date] to [date]" |
| Game | Linked event |
| Game master | Staff member assigned to the event |
| Completed by | The person who ran the checklist |
Each filter has Reset and Update buttons inside the popover. The refresh icon next to the toolbar is Reset all filters.
The toolbar also surfaces Total results: N and a Per page selector (5/10/25/50).
History columns
| Column | What it shows |
|---|---|
| Checklist | Checklist name |
| Game | Game name badge, booking date, time, and game master |
| Completed by | First and last name of the person who ran it |
| Started at | Start timestamp |
| Completed at | Completion timestamp |
| Completion time | Duration in minutes |
| Actions | Three-dot dropdown |
Edit or delete a history entry
Click the three-dot menu on a history row.
| Action | Permission | Effect |
|---|---|---|
| Edit checklist | Checklist history update | Opens an Edit checklist modal with Start date, Start time, Completion date, and Completion time fields. Click Save to commit |
| Delete checklist | Checklist history delete | Removes the history entry permanently |
Reference
Checklists list page
| Element | Description |
|---|---|
| Create new checklist | Top-right primary button (Checklists update permission) |
| Drag handle | Reorder templates |
| Checklist column | Name + description |
| Game instance column | Dropdown of event instances when the template is linked to a game |
| Start button | Per-row primary button to launch the active checklist |
| Per-row three-dot menu | Edit checklist, Duplicate checklist, Delete checklist |
| Empty state | "No checklists have been created." |
Template editor — details card
| Field | Notes |
|---|---|
| Name | Required, placeholder "Checklist name" |
| Description | 5-row textarea, placeholder "Checklist description" |
| Link to game (optional) | Dropdown of events |
| Cancel | Discards |
| Create / Update | Commits the template |
Template editor — steps card
| Field | Notes |
|---|---|
| Step name | Textarea, placeholder "Name" |
| Step description | Textarea, placeholder "Description" |
| Optional | Checkbox |
| Image | Camera icon to upload; thumbnail or - |
| Per-row actions | Trash icon to delete, camera icon to add photo |
| Add step | Bottom-right button |
Active checklist
| Element | Description |
|---|---|
| Breadcrumbs | Checklists > [checklist name] |
| Card title | Checklist name with linked-event badge |
| View toggle | Card view / List view icon button |
| List view | One step at a time with Previous, Next, Complete checklist buttons; progress bar; required asterisk |
| Card view | Table with checkbox per step plus Complete checklist button |
Checklist history page
| Element | Description |
|---|---|
| Filters | Checklist, Checklist completion time, Game, Game master, Completed by |
| Reset all filters | Refresh icon |
| Total results | Count of matching rows |
| Per page | 5 / 10 / 25 / 50 |
| Empty state | "No resets have been completed yet." (desktop) / "No data available." (mobile) |
History columns
| Column | What it shows |
|---|---|
| Checklist | Template name |
| Game | Game name + booking date/time + game master |
| Completed by | Runner's name |
| Started at | Start timestamp |
| Completed at | Completion timestamp |
| Completion time | Duration in minutes |
| Actions | Three-dot dropdown |
History per-row actions
| Action | Permission |
|---|---|
| Edit checklist | Checklist history update |
| Delete checklist | Checklist history delete |
Edit history modal
| Field | Notes |
|---|---|
| Start date | Date picker |
| Start time | Time picker |
| Completion date | Date picker |
| Completion time | Time picker |
| Cancel | Discards |
| Save | Commits the edit |
Good to know
- Required steps must be completed before the checklist can be finished. Optional steps can be skipped without blocking.
- Completion time is automatic. The system records the gap between Start and Complete. Edit the timestamps in the history if needed for accuracy.
- Linked events let you tie a run to a specific game instance. Useful for pre/post-event procedures that should be auditable per session.
- List view is great for training new staff. It walks through each step with the description and image. Card view is faster for experienced staff who just need checkboxes.
- Duplicate is the fastest way to create variations. A weekday opening checklist with a couple of extras for the weekend? Duplicate the weekday version, add the extra steps.
- Editing a template doesn't affect past completions. History entries keep the steps that existed when they were completed; only future runs use the updated steps.
- Multiple people can run the same checklist simultaneously. Each starts their own instance; both completions land in the history as separate rows.
- The completion alert reads "Good job! Your reset has been recorded!" — the term "reset" is interchangeable with checklist run in the underlying naming.
- The Game instance dropdown appears only on linked checklists. Unlinked checklists run without picking a specific event — useful for general procedures (opening, closing).
- Reordering steps drags-to-reorder. Drop a step in a new position and the order saves automatically. The order in the editor matches the order during execution.
FAQ
Q: Can multiple people complete the same checklist at the same time?
A: Yes. Each person starts their own instance. Both completions are recorded separately in the history.
Q: Can I add steps to a checklist without affecting past completions?
A: Yes. Editing a template only affects future runs. Historical records keep the steps as they were when completed.
Q: What's the difference between list view and card view?
A: List view shows one step at a time as a wizard with Previous/Next navigation. Card view shows all steps at once with checkboxes. Use list view for training and detailed procedures; card view for quick routines.
Q: Can I require checklists to be completed before an event starts?
A: Checklists aren't enforced at the event-start time. Linking a checklist to an event lets you audit completion in the history; you can review whether pre-event procedures were followed but the system doesn't gate the event on it.
Q: I don't see the Checklists menu item. Why?
A: The feature may not be enabled. The page surfaces a message This feature is not enabled. with an Enable feature button. If you don't have permission to enable it, the message reads Please contact a site administrator to activate. instead.
Q: How do I correct a wrong start or completion time?
A: Open Checklist history, find the entry, click the three-dot menu, and pick Edit checklist. Adjust Start date, Start time, Completion date, Completion time, and click Save.
Q: Can I export the history to CSV?
A: There's no built-in CSV export on the history page. Use the filters to narrow results and screenshot, or build a custom report from Reports if your subscription includes that feature.
Q: My checklist's image isn't uploading. What should I check?
A: Confirm the file is an image (the upload accepts image/* only). Try a smaller file size if it's very large. The camera icon ("Add photo" tooltip) is the upload trigger.
Q: Can I link a checklist to multiple events?
A: A template can be linked to one event at a time. To run a similar checklist for a different event, Duplicate checklist and link the copy to the other event.