Guide to Building and Managing Checklists in Checkit

Getting Started: Setting the Foundation

Starting with the essentials ensures that your checklist-building process is efficient and effective. Before diving in, make sure you have the right permissions and are familiar with the Control Center layout.

• Access Requirements: To create and manage checklists, you need safety manager rights within the Control Center and a basic checklist outline.
• Navigating the System: Log into the Control Center and go to Configuration > Work Management. Familiarize yourself with these core tabs:
  • Where – Manages locations, essential for targeting checklists to the right sites.
  • Who – Controls teams and users, enabling you to specify who should complete each task.
  • What – Houses checklists, where you'll build and store each list.
  • When – Sets scheduling options to automate timing and consistency.
  • Work – Combines elements to assign checklists to teams and locations, allowing all parts to work together seamlessly.

Understanding this structure will make the checklist creation process more intuitive and help you efficiently build workflows.

Building Your Checklist: Setting Tasks and Structure

Once you’re familiar with the Control Center layout, the next step is to build a checklist tailored to your needs. Focusing on clear, repeatable tasks and smart customization can ensure it’s easy to use and scalable.

• Create a New Checklist: Start in the What tab by clicking “Add New,” then name your checklist appropriately (e.g., “Daily Opening Checks”) and select “Checklist” as the format. A clear name sets expectations and keeps things organized for future reference.
• Add Tasks with Consistent Formatting: If you already have tasks outlined, copy them in, define each task’s name and instructions, and select the check type (such as “Confirm Instruction”). A standardized approach for each task helps users complete the checklist quickly and accurately.
• Streamline Repetitive Tasks with Duplication: For tasks that recur, duplicating an existing task saves time and ensures consistency across the checklist.
• Enable Comments and Alerts for Flexibility: Adding optional comment fields (select “Free Text” and set validation to “Text”) gives team members space to provide feedback, while enabling alerts notifies supervisors when specific actions occur, ensuring no critical tasks are missed.
• Arrange Tasks Logically: Place tasks in a sensible order for the workflow by dragging them within the list. Use the trash icon to delete any unnecessary tasks or temporarily disable them to keep options open for future use.

Building checklists with flexibility in mind makes it easy to adapt and scale processes as needs evolve.

Scheduling: Ensuring Timeliness and Accountability

The When tab is where you turn your checklist into a regularly occurring task, ensuring that the team completes it consistently and within specific timeframes.

• Define Clear Schedules: Create a new schedule (e.g., “Monday to Friday 0600–0800”) and set the Date Frequency to daily, weekly, or another interval as needed. Selecting specific days of the week creates reliability for time-sensitive tasks.
• Set Completion and Overdue Windows: Define a completion timeframe to allow sufficient time for checklist tasks, with overdue alerts to remind users when tasks are unfinished. An overdue checklist prompts the supervisor, moving the checklist to an overdue section on the device until resolved, helping keep accountability clear.

This careful scheduling ensures tasks are consistently completed on time while allowing flexibility for handling delays or unanticipated issues.

Assigning Checklists to Teams: Creating the Line of Work

In the Work tab, you bring everything together by linking your checklist to a location, team, and schedule, ensuring the right people are handling the right tasks at the right time.

• Build Lines of Work: Select a location, team, checklist, and schedule, then click “Create New” to assign it to the specified team. This setup pushes the checklist to appear at the chosen time, ready for completion.

Assigning the checklist to the right team and time ensures every task has ownership, helping avoid missed or delayed work.

Completing and Customizing Checklists: Enhancing the User Experience

As your team starts using the checklist, gather their feedback to make improvements that optimize the user experience, removing friction points and empowering them to complete tasks efficiently.

• Add Optional and Repeatable Tasks: Make certain tasks optional and repeatable, which is helpful for tasks like safety checks that need verification throughout the day.
• Enable Photo Attachments for Visual Documentation: Allow team members to attach photos by enabling the paperclip icon, making it easier to document issues visually for clarity.
• Clarify Responses with Input Types: For straightforward answers like “Yes” or “No,” use the List of Options type to make selections intuitive.
• Implement Follow-Up Checks: Follow-up tasks can prompt for additional information after specific responses, such as requesting extra details and a photo when detecting “Pest Activity.”
• Restrict Tasks to Specific Roles: For tasks that require particular oversight (like an “On-Duty Manager” sign-off), assigning tasks by role prevents unauthorized completions, adding a layer of control.

By incorporating these customizations, you improve clarity, efficiency, and accountability, ensuring your checklist is user-friendly and purpose-driven.

Specialized Checklists: Managing Temperature Checks

Temperature checks are a great example of how the checklist can adapt to specific needs, such as ensuring food safety. Follow these steps for a custom experience:

• Set Temperature Ranges and Follow-Ups: Define acceptable temperature ranges and add follow-up actions if readings are out of range. This ensures swift responses to non-compliant readings.
• Specify the Correct Probe Color: Assign the probe color (e.g., red) to ensure accurate readings.
• Make Temperature Checks Repeatable: In cases where retesting is necessary, mark temperature checks as repeatable.
• Set Minimum Required Checks for Flexibility: If only certain items need to be temperature-checked at each interval, make the checklist optional but require at least one item to be completed to ensure checks occur regularly.

This custom setup helps you create an effective, precise approach to temperature management tasks.

Tips and Best Practices: Bringing It All Together

• Test on Devices: Running checklists on devices before full deployment allows you to check for errors, as all work appears on the work report, making it easier to troubleshoot and refine.
• Flexibility for On-Demand Tasks: For tasks that don’t need strict scheduling, like deliveries, use the “Not Scheduled” option to give team members control over timing.

These tips ensure a smooth rollout, providing adaptability for different workflows while maintaining oversight.

By following these steps, you’ll build efficient, reliable checklists that streamline workflows and reduce oversight. With a well-designed checklist system, your team will feel empowered to complete tasks confidently and effectively, supporting productivity and accuracy across the organization.