Use Job Checklists

A job checklist is a list of steps on one job that your team ticks off as the work gets done. A template is a reusable list you can apply to a job.

Create a template

Templates are built on the Checklist Templates page. Creating one requires full checklist access.

1. Open Checklist Templates.
2. Select New template.
3. Enter a Name of up to 120 characters.
4. Type each item under Checklist items. Press Enter to start the next row, or select Add checklist item to add a row at the end. Each item holds up to 500 characters.
5. Select Save template. It stays off until the name and at least one item are filled in.

The template appears in the list, sorted by name. Blank rows are dropped on save.

Add an item to a job

Anyone with full checklist access can add items to a job.

1. Open the job from the jobs list.
2. Type the item in the field at the bottom of the Checklist card.
3. Press Enter, or select the arrow button that appears once you type.

The item goes to the bottom of the list, unticked, and the count in the card header rises by one.

Apply a template to a job

Anyone with full checklist access can apply a template.

1. Open the job and find the Checklist card.
2. Open the Templates menu in the card header.
3. Select Apply a template.
4. In the Apply a Template dialog, pick a template and whether to add its items after the existing ones or replace the current list.

The dialog closes once the items are added. Applied items are copies, unticked. Replace is offered only once the job has items.

A recurring job schedule has its own checklist. Each job it creates copies those items at creation, unticked.

Save a job's checklist as a template

Anyone with full checklist access can save a template.

1. Open the job and find the Checklist card.
2. Open the Templates menu and select Save as template. It is disabled when the checklist has no items.
3. In the Save as Template dialog, choose to create a new template and enter its name, or choose an existing template to overwrite.
4. Use the save button. It stays off until a name or a chosen template is set.

A new template appears on the Checklist Templates page. An overwrite replaces that template's items and keeps its name.

Tick off items

Anyone with checklist edit access can tick items. If your access covers only assigned jobs, you can tick items only on jobs assigned to you.

1. Open the job and find the Checklist card.
2. Select the checkbox beside an item.
3. To untick an item, select its checkbox again.

A ticked item shows the name of the person who ticked it. The checkbox is disabled when you lack access.

Edit an item on a job

Anyone with full checklist access can change an item's text.

1. Find the item in the Checklist card. If it is ticked, untick it first.
2. Select the pencil icon on the item.
3. Change the text. Press Enter, or leave the field, to save.
4. Press Escape to cancel the edit.

Blank text is not saved, so the item keeps its previous text.

Remove an item from a job

Anyone with full checklist access can remove items, including ticked ones.

1. Find the item in the Checklist card.
2. Select the trash icon on the item.
3. Select Remove in the confirmation.

The item leaves the list along with its tick.

Change a template

Only users with full checklist access can change a template.

1. Open Checklist Templates and select the template's card.
2. Change the Name or the items.
3. To reorder items, drag an item's grip handle, or focus a grip handle and press the up or down arrow key. Grip handles appear once a template has more than one item.
4. Select Save template. Changes and the new order apply only when you save.

Jobs keep their copies when a template changes.

Delete a template

Only users with full checklist access can delete a template.

1. Open Checklist Templates.
2. Select Delete on the template's card.
3. Select Delete template in the confirmation.

The template leaves the list.

Who can do what

• Open the Checklist Templates page: view access.
• Create, edit, or delete templates: full checklist access.
• Add, edit, or remove job items, apply templates, and save a job's checklist as a template: full checklist access.
• Tick items: edit access. Assigned-only access ticks items on assigned jobs only.
• Without full checklist access, the card hides the Templates menu, the add field, and the pencil and trash icons.

Limits

• Template name: up to 120 characters.
• Template items: up to 200 per template, each up to 500 characters.
• Job checklist items: up to 500 characters each.