What are checklists?

Checklists are a really useful tool that can be used to check off operations, tasks, understanding etc. anything that requires action that needs to be logged and tracked for maximum compliance. Any checks which are not completed will automatically raise an issue. They are great for audits, or daily operations such as opening a shop floor. They are also good for checking users understanding of certain policies or procedures and allows head office to see where any major knowledge gaps are.

How do I create a checklist?

  1. Click ‘Checklists’ in the left side bar

  2. In the sub-category click ‘Add New’

  3. Select ‘Add new” at the top of the page 

  4. Enter title of your checklist e.g. Store Closing Checklist 

  5. Now you need to add checklist items, which can be done in the checklist box under the tab named ‘items’ 

  6. Title - this is the title of the check e.g. Clean coffee machine ☕️

  7. Description - this is the extra description of the check which will show when the user clicks on the arrow to expand the check title. E.g Wipe down the machine and at the cleaning tablet

  8. ‘Yes’ message - This will appear when the user slides to the right to record that they have completed the check e.g. Well done 

  9. ‘No’ message -  This will appear when the user slides to the left to record that they have not completed the check e.g. Report to your manager to explain why the coffee machine can't be cleaned 

  10. Required - tick the box if the check list item it mandatory 

  11. Supporting article - select an article from the drop down menu which supports the check which they made need to reference for example 'How to clean the coffee machine'. This will show up to the right side of the check labelled ‘Tell me More’. When clicked the article will display a pop up window  so the user isn't taken out of the checklist.

  12. You'll see another tab called 'Options'. Here you can tick the box if you require a comment for why a check has not been done. For example, I was unable to clean the machine correctly as more cleaning tablets need to be ordered

  13. To add another check list item just click the ‘Add Another item’ button. 

  14. For each check list item you need to state how often it should be repeated. You can set this in the 'How Often' tab next to the 'Items' tab. You can select from the drop down menu either once a day, once per week, once per month, or ad-hoc which has no fixed period of time when it needs to be completed. This could be useful for uniform checks, to see if everyone is wearing suitable attire. 

  15. you can also select which days the check item is available on. This might be on every day or only certain days of the week. Check ‘Toggle All’ to select every day of the week or select specific days

  16. Due time - is the time the check must be done by, there will be a countdown which will display on the front page of all checklists

  17. Locations- The locations option can be used if you would like the checklist to only be available for certain locations. Decide who can see the checklist by ticking the location boxes. A list of your locations should be displayed 

  18. Click the publish button on the top right side once you’re ready to share!

  19. You can save a draft if you would like to come back to it, click the button on the top of the screen. 

  20. You can choose a date that you want to publish, in the top box that says ‘publish’ select ‘edit’ where it says ‘publish immediately’ choose your date. This is good for seasonal checklists e.g. Easter window display 🐥

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