Creating & Assigning Checklists

Alasdair MacNeill
Alasdair MacNeill
  • Updated

Overview

Checklists help organize tasks for things like onboarding and offboarding employees. You can assign tasks to different people, set deadlines, and ensure nothing is overlooked. Templates make it easy to reuse checklists for similar tasks.

Checklist
A Checklist is a list of tasks that can be generated each time a process, such as onboarding a new employee, is required.
Owner
The Owner is the employee who will ensure completion and all tasks are completed correctly.
Subject
The Subject is the employee that this checklist relates to or is about.

Permissions

To create/edit/view/delete checklists, employees will need the permission Manage Checklists set over the needed employees. For more information, click here.

Creating a Checklist

Within a checklist, there are tasks to be completed. Outlined below are some of the features within the checklist and the tasks that you will need to know about before creating a template.

  • Within the Tasks for ad-hoc checklists, you will be able to assign specific employees to the task for completion. Otherwise, assignees will be determined based on the template assignee.

    Ad-hoc Checklist Assignees.jpg

  • The Require Upload feature is used when the checklist item requires an upload for it to be complete. When turned on, you can choose the GDPR data category that the upload relates to and whether the upload should be saved into the employee's documents.

    Ad-hoc Checklist Upload.jpg

  • Sometimes an employee may need a file/document to complete their task. Within the task, you can attach the file/document needed so that when the employee opens the task, they can download the attachment.

    Ad-hoc Checklist Attach.jpg

  • A checklist can have a start date. This means that the checklist can be created in advance and set up with a trigger date (or start date). No email notification will be sent out on the creation of the checklist. The email notifications will be sent out on the Start date set on the checklist.

    With a start date set, there is also an option to allow assignees to see their checklist tasks before the start date. This will allow assignees to start preparing for the task so they can complete it as soon as possible.

    Ad-hoc Checklist Dates.jpg

Checklists can be created based on previously created Checklist Templates or as ad-hoc checklists. Below are the steps to follow in both cases.

  1. From the Checklists section, on the Checklists tab, click on Create Checklist.

    Create Checklist from Template.jpg

  2. From the box that appears, choose the template needed from Load from Template. The preset checklist details from the template will be populated. You can keep the details according to the template or amend the details as shown in the following steps.

    Create Checklist from Template Detail.jpg

  3. You can edit the Start date and Due date according to the checklist needs. You can also allow the tasks to be visible before the checklist Start date. 

    Create Checklist from Template Dates.jpg

  4. From the Checklist and/or the Tasks, amend the assignees as needed.

    Create Checklist from Template Assignees.jpg

  5. Once all the details are added to the checklist, click Create.

    Create Checklist from Template Create.jpg
  1. From the Checklists section, on the Checklists tab, click on Create Checklist.

    Create Checklist from Template.jpg

  2. From the box that appears, add a checklist header to identify this checklist.

    Create Ad-hoc Checklist.jpg

  3. You can edit the Start date and Due date according to the checklist needs. You can also allow the tasks to be visible before the checklist Start date.

    Create Ad-hoc Checklist Dates.jpg

  4. From the Checklist, amend the assignees as needed.

    Create Ad-hoc Checklist Assignees.jpg

  5. Using the + Add a Task button, add all the tasks that need to be included. Once added, you can click on the edit button to complete all the task details.

    Create Ad-hoc Checklist Tasks.jpg

  6. Once all the tasks are completed, click Create.

    Create Ad-hoc Checklist Completed.jpg

When a checklist reaches its start date, an email will be sent to those assigned so they are aware of the tasks assigned to them.

Checklist Mail.jpg

Notifications will also be sent as the checklist approaches the due date and on the day.

Editing & Deleting Checklists

If a checklist needs updating, you can click on the edit icon to update the checklist by adding/removing tasks or editing checklist/task details.

Checklists Edit.jpg

 

If the Checklist needs to be deleted there is a delete icon to remove the checklist completely. 

Checklists Delete.jpg

Deleting a checklist is a permanent action. Once deleted it cannot be retrieved only re-created.

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