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Checklist templates

What it is used for​

A checklist template is the reusable design. The template defines the name, colour, group, custom fields, automation, permissions, sections and tasks. Live runs are created from the template.

Who can access it​

Managers and admins commonly create and manage templates. Other users may view or work with templates when they have checklist access. The exact actions available depend on the checklist permission level.

Create a checklist template​

  1. Open Checklists.
  2. Select New checklist.
  3. Enter the checklist name.
  4. Choose a colour for quick recognition on the dashboard.
  5. Select the group that owns or uses the checklist.
  6. Add any custom fields the run needs. See Custom fields.
  7. Choose whether more than one instance can run in parallel.
  8. Choose who can close the checklist: Anyone or Manager.
  9. Turn on Allow task assignment if you want tasks on this checklist to be assigned to specific users. This unlocks the Bulk assign action on active runs. See Active checklists.
  10. Configure automation in Automations:
    • Automatically Run for recurring runs (set frequency, start date, day-of-month or day-of-year).
    • Manually Run Only for runs started by a user.
    • Close type: automatic at a set time, automatic before the next run, or manual.
  11. Set visibility (public or private) and add user, group or role permissions.
  12. Save the checklist.

See Scheduling and automation for the full schedule rules.

Add and edit tasks​

  1. Open a template.
  2. Use the task editor to add tasks and sections.
  3. For each task, add description, tags, time allocation, deadline, schedule (if it differs from the checklist schedule), rollover behaviour and any attached learning materials.
  4. Reorder sections or tasks using Sort. See Sort and columns.
  5. Save your changes.

Push template changes to active runs​

Editing a template normally only affects future runs. If you want a change to also apply to the live run that is already open, use Push changes to active:

  1. Open the template.
  2. Make your edits.
  3. Use Push changes to active from the template actions.
  4. Review the diff: which tasks will be added, edited or removed from the active run.
  5. Confirm. The active run is updated in place.

Important notes​

  • Editing a template affects future checklist runs by default. Use Edit this Instance on the active run for one-off changes. See Editing checklist instances.
  • Custom fields can be marked required and visible on checklist.
  • Automatic checklists rely on a clean schedule. If your next-run date looks wrong, see the troubleshooting in Scheduling.
  • Templates can be deleted (soft-delete), and existing run history is preserved against the original template.

:::info Screenshot placeholder Add screenshot: New checklist modal showing Checklist Details, Other Settings, Automations and Permissions. :::