Overview

The Create Checklist quick action allows admins to quickly generate and assign a checklist to one or more sites and users directly from the Dashboard. Checklists are built from pre-existing templates and can be set up as one-time or recurring assignments.

💡 Tip: Your progress is automatically saved at each step. You can close the page at any time and continue editing later.

How to Access

From the Dashboard, locate the Quick Actions section and click Create Checklist (labeled Assign From Template). This will open the multi-step checklist creation form.

Step-by-Step Guide

Step 1: Basic Settings

This step defines the core details of the checklist.

Select Organization (Required) Use the dropdown to choose the organization this checklist belongs to. Once selected, the available templates and sites will be filtered accordingly.

Checklist Templates (Required) Choose a pre-built checklist template from the dropdown. Templates are organization-specific and may include forms such as "Initial Site Visit Form," "School Lunch Program," "Pre-Operational Site Visit Worksheet," and more. Selecting a template will auto-populate the instruction fields below.

Checklist Name (Required) Enter a descriptive name for this checklist. This is how the checklist will be identified in assignments and reports.

Instructions For Completing Checklist (Required) A rich text editor pre-filled with guidance from the selected template. These instructions are displayed to the assigned user when they open the checklist in the app. You can edit, format, or replace the default content as needed.

Submission Instructions (Optional) A second rich text editor for end-of-checklist guidance. This typically includes information about what happens after submission (e.g., approval, feedback, or confirmation). Pre-filled content from the template can be modified.

Due Date (Required) Set the date by which this checklist must be completed.

Attachments (Optional) Upload any reference documents or supporting files (drag and drop or browse). Maximum file size is 10 MB per file.

Click Next Step to continue.

Step 2: Assignment / Recurrence

This step determines who receives the checklist and whether it repeats.

Select Site (Required) Choose one or more sites to assign the checklist to. The dropdown is filtered based on the organization selected in Step 1. Multiple sites can be selected — each will generate a separate user assignment row below.

Select Users (Required) For each site selected, choose one or more users who will be responsible for completing the checklist. Users are scoped to their respective site.

Make Checklist Recurring? Toggle this option on if the checklist should repeat on a schedule. When enabled, additional recurrence settings will appear:

• Recurrence Settings — Choose the frequency: Monthly, Quarterly, or Yearly.
• Day of the Month — Select which day of the month the checklist should be scheduled (1–30).
• Due Days — Enter the number of days after the scheduled date by which the checklist must be completed. For example, entering "5" means the checklist is due 5 days after it is scheduled.
• End Recurrence Date — Optionally set a date when the recurrence should stop. If left blank, the checklist will continue to recur indefinitely.
• Next Schedules — A preview of upcoming scheduled dates based on your settings.

Click Next Step to continue.

Step 3 (Final): Overview

This step displays a full summary of the checklist before it is finalized. All fields are shown with Edit buttons, allowing you to jump back and make changes to any section without losing your other inputs.

The overview includes:

• Organization
• Site(s)
• Checklist Name
• Instructions For Completing Checklist
• Submission Instructions
• Assigned To (user and email)
• Due Date

At the bottom of the overview, you have two options:

• Save as Draft — Saves the checklist without sending it to assigned users. You can return to complete or schedule it later.
• Schedule — Finalizes and sends the checklist assignment to the selected users.

Tips & Notes

• Checklists created here are accessible under Schedule → Checklists tab.
• If you select multiple sites, each site will require its own user assignment.
• Recurring checklists are automatically re-created on the selected schedule until the end recurrence date (if set).
• You can edit any field from the final Overview screen without losing your other saved inputs.
• The "Back to all checklists" button at the top of the page will navigate you to the Checklists list without discarding your progress.