Checklists are reusable task lists for daily procedures: opening duties, event resets, cleaning routines, closing checks, anything the team should follow the same way every time. Each checklist is a template with steps. Running a checklist creates a run that saves every step as it is ticked, can be paused and resumed, and lands in the history with per-step details.
Getting started
Navigate to Checklists from the sidebar. The page lists every checklist with a Create checklist button at the top right and a Start button on each row.
How it works
A checklist template has a name, an optional description, an optional event link, and an ordered list of steps. Each step has a name, instructions, a response type, a required or optional setting, and an optional reference image.
Starting a checklist creates a run. The run is saved from that moment, so leaving the page never loses progress. As a team member ticks steps, adds notes, flags issues, or takes photos, each change saves on its own. Completing the run checks that every required step is done, then records the completion time.
Every run appears in Checklist history with its status, how many steps were done, how many issues were flagged, and a details page listing what happened on each step.
Step-by-step guide
Create a checklist template
Click Create checklist at the top right of the Checklists page. The editor opens with a Details column on the left and a Steps column on the right.
| Field | Notes |
|---|---|
| Name | The checklist's display name. Required |
| Event (optional) | Dropdown of events. Linking lets a team member pick a specific event session when starting the checklist, and lets history show which session each run was for |
| Description | What the checklist is for. Shown on the Checklists page under the name |
| Requires approval | Off by default. When on, a completed run waits for a reviewer with the Approve checklist runs permission, who approves it or sends it back with a note. See Checklist history |
Click Create checklist at the bottom right to save. The page stays on the editor so steps can keep being added. Cancel returns to the Checklists page.
Add steps
In the Steps column, click Add step. A drawer opens with the step's settings.
| Section | Field | Notes |
|---|---|---|
| Step basics | Response type | Basic, Dropdown, Multi-select, Text, or Number. See the response types table below |
| Step basics | Name | What the runner has to do. Required |
| Step basics | Instructions | Details, tips, or where to find things. Shown to the runner on the step. The toolbar offers bold, italic, underline, numbered and bulleted lists, and links |
| Dropdown options or Multi-select options | Option 1, Option 2, and so on | One field per choice. Click Add option for another. Shown only for the Dropdown and Multi-select types. At least one option is required |
| Behavior | Optional step | Off by default. Required steps must be done before a run can be completed |
| Reference images | Add an image | Up to 10 images shown to the runner on the step. Each thumbnail has a remove control in its corner. Add appears next to the thumbnails until the limit is reached |
Click Add step in the drawer footer to add it, or Save changes when editing an existing step. Cancel closes without saving.
Response types
| Type | What the runner does |
|---|---|
| Basic (done or not done) | Ticks the step. No other response is recorded |
| Dropdown | Picks one of the preset options |
| Multi-select | Picks one or more of the preset options |
| Text | Types a short answer |
| Number | Enters a number |
For every type other than Basic, a required step also needs a response before the run can be completed.
Manage steps
Each step row shows an icon for its response type, the name, the type, an option count for list types, an image count, and a Required badge when the step is required. The start of the instructions shows under the name as plain text.
| Action | How |
|---|---|
| Edit a step | Click the row, or choose Edit step from the row's three-dot menu |
| Duplicate a step | Three-dot menu, Duplicate. The copy appears directly under the original |
| Remove a step | Three-dot menu, Remove step |
| Reorder steps | Drag the handle on the left of a row. The order in the editor is the order runners see |
Click Save changes at the bottom right when done. Saving keeps the editor open.
Edit, duplicate, or archive a template
On the Checklists page, click the three-dot menu on a checklist row.
| Action | Permission | Effect |
|---|---|---|
| Edit checklist | Checklists update | Opens the editor prefilled |
| Duplicate | Checklists update | Creates a copy, including steps, that can be changed independently |
| Archive checklist | Checklists delete | After a confirmation, the checklist moves to the Archived view and can no longer be started. Past runs in the history are kept |
Archive and restore
The Active and Archived tabs under the page title switch between the two lists. Archived rows have no Start button or session picker. Choose Restore from an archived row's three-dot menu (Checklists update permission) to move it back to Active. Nothing is ever deleted permanently.
Reorder checklists
Drag the handle on the left of a checklist row and drop it in the new position. The order saves automatically.
Run a checklist
On the Checklists page, find the checklist.
| Step | Action |
|---|---|
| 1 | If the checklist is linked to an event and that event has recent sessions, pick the Event session from the dropdown on the row. The dropdown only appears when there is a session to choose |
| 2 | Click Start |
| 3 | The run page opens with the steps on the left and the selected step's details on the right |
The header shows the checklist name, the event, who started the run and when, a progress bar with the number of steps done and a count of flagged issues, and an Add tag control for tagging the run as a whole.
| Element | What it does |
|---|---|
| Checkbox on a row | Ticks the step done, or unticks it |
| Clicking a row | Selects the step and shows its details on the right. On a phone the details open in a drawer |
| Response | For Dropdown, Multi-select, Text, or Number steps, the control for the answer. Number steps have plus and minus controls |
| Note | Free text recorded on the step |
| Flag an issue | A switch. When on, a description field appears for what went wrong |
| Photos | Camera button to add photos of the step. Thumbnails open full size |
| Tags | Add tag picks a tag from the group's tag library for the step. Applied tags show as chips with a remove control |
| Mark done / Mark not done | Ticks or unticks the selected step from the panel |
| Save and exit | Returns to the Checklists page. The run stays in progress |
| Complete checklist | Checks the required steps and finishes the run |
| Trash icon | Discards the run after a confirmation. Nothing is kept |
Every tick, note, issue, photo, and response saves as it happens. If a save fails, a warning appears under the header until the next save goes through.
Pause and resume a run
Click Save and exit at any point. On the Checklists page the checklist row shows a Resume button with who started the run and when. Click it to continue. In-progress runs also appear in Checklist history with an In progress badge and a Resume run action in the row menu.
A run stays open until someone completes or discards it. There is no time limit.
Share a run
Any team member with checklist access can open an in-progress run and tick steps. Each step records who completed it and when, so a run can be handed between staff.
Tag a run or a step
Tags come from the group's tag library, the same tags used on bookings and customers, managed under Settings > Custom fields and tags. A run can carry tags of its own, and each step can carry tags too.
| Where | How |
|---|---|
| Run | Click Add tag in the run page header and pick a tag. Click the x on a chip to remove it |
| Step | Select the step and use Add tag under Tags in the step panel |
Tags save immediately. History shows every tag on a run, including its step tags, and can filter by them.
Tip: Create tags such as Repair needed, Order backups, or Extra cleaning so a manager can spot follow-up work from the history without opening each run.
Complete a run
Click Complete checklist. If any required step is not done, or a required Dropdown, Multi-select, Text, or Number step has no response, the run is not completed. A message at the top says how many required steps are left, and those rows are outlined in red. Tick or answer them and click Complete checklist again.
On success a confirmation toast appears and the page returns to the Checklists page. When the checklist has Requires approval on, the toast says the checklist was sent for approval and the run waits in history as Awaiting approval.
Reference
Checklists page
| Element | Description |
|---|---|
| Create checklist | Top-right button (Checklists update permission). Shows an icon only on phones |
| Header count | Number of checklists and how many runs are in progress. Users with Approve checklist runs also see an awaiting approval count that opens the history filtered on those runs |
| Active / Archived | Tabs between live and archived checklists |
| Filters | Name, Event, Requires approval, and Has runs in progress. A live count of matching checklists and runs in progress sits beside the chips, and Views saves a filter combination |
| Download icon | Exports the filtered list to CSV (Download data permission) |
| Drag handle | Reorder checklists. Hidden while a filter is applied, since the visible order is not the real one |
| Checklist row | Name, event badge, Requires approval badge when set, description, and a Resume button for each in-progress run |
| Event session | Dropdown of recent, unused sessions when the checklist is linked to an event |
| Start | Starts a new run |
| Three-dot menu | Edit checklist, Duplicate, Archive checklist. On the Archived view: Restore only |
| Empty state | "No checklists yet", or "No archived checklists" on the Archived view |
Editor
| Element | Description |
|---|---|
| Details column | Name, Event (optional), Description, Requires approval |
| Steps column | Step rows, Add step button, dashed empty state reading "No steps yet. Use Add step to create the first one." |
| Step drawer | Step basics, options for list types, Behavior, Reference images |
| Cancel | Returns to the Checklists page |
| Create checklist / Save changes | Saves and keeps the editor open |
Run page
| Element | Description |
|---|---|
| Header | Checklist name, event badge, session, started by, progress bar with done count, percent, and issue count |
| Step rows | Checkbox, name, instructions or completed by and time, pills for a typed response, an issue, and optional steps, note and photo markers |
| Step panel | Step number, name, formatted instructions, reference images, response, note, Flag an issue, photos, Mark done |
| Save and exit | Keeps the run in progress |
| Complete checklist | Finishes the run |
| Trash icon | Discards the run |
Good to know
- Progress saves on every change. Reloading the page or switching devices keeps every tick, note, issue, and photo.
- Required steps block completion. Optional steps can be left undone. A required step with a Dropdown, Multi-select, Text, or Number response also needs an answer.
- Runs are recorded from the moment they start. Starting a checklist and walking away leaves an in-progress run in the history. Discard it from the run page, or delete it from the history.
- Editing a template does not change past runs. Each run keeps a copy of its steps as they were when it started.
- Archived tags stay where they were applied. Archiving a tag in the library removes it from the pickers but leaves it on runs and steps that already carry it, shown in the archived style.
- Reference images and run photos are different things. Reference images are set on the step in the editor and shown to every runner. Photos are taken during a run and recorded on that run only.
- Archiving hides, it does not delete. An archived checklist keeps every past run in the history, and the history's Checklist filter lists it with an "(archived)" suffix.
- A sent-back run shows the reviewer's note. When a reviewer sends an awaiting run back, the runner sees the note at the top of the run page until the run is completed again.
- The Event session dropdown only appears when there is something to pick. It lists the linked event's sessions from the last seven days that do not have a run yet.
- Several people can run the same checklist at once. Each Start creates a separate run. To work one run together, use Resume instead of Start.
- Duplicate is the fastest way to create variations. Duplicate a weekday checklist and add the weekend extras to the copy.
Tip: Put the answer a manager will want later into a typed step. "Water temperature" as a Number step or "Prop condition" as a Dropdown step gives the history a real value instead of a tick.
FAQ
Q: What happens if the tablet dies halfway through a checklist?
A: Nothing is lost. Every step saved as it was ticked. Open the Checklists page on any device and click Resume on the row.
Q: Can two people tick steps on the same run?
A: Yes. Both open the same in-progress run with Resume. Each step records who completed it.
Q: Why can't I complete the checklist?
A: A required step is not done, or a required step that asks for a response has no answer. The message at the top says how many are left and the rows are outlined in red.
Q: How do I record that something was broken?
A: On the step, switch on Flag an issue and describe it. The run shows an issue count in the header and in the history, and the description appears on the run's details page.
Q: Can I label a run with something like Repair needed?
A: Yes. Use Add tag on the run or on the step. Tags come from the tag library under Settings > Custom fields and tags, so the same labels are available on bookings and customers.
Q: Where do the photos go?
A: They are saved on the step of that run. They show as thumbnails on the run page and on the run's details page in the history.
Q: Can I change a step from Basic to a dropdown later?
A: Yes. Edit the step and change Response type. Runs that already started keep the old type.
Q: I don't see the Checklists menu item. Why?
A: Checklists are on for every account. If the page shows This feature is unavailable with a Go to billing button, the account is on hold because its trial ended without a card on file. Add a card in Settings > Billing, or ask a site administrator to.
Q: Can I link a checklist to more than one event?
A: One event per checklist. Duplicate the checklist and link the copy to the other event.