Build a Template & Run a Checklist in 10 Minutes

Users: In order to create or edit templates, you must be an administrator or a member that has been given can edit access by your administrator.


 

We’re going to walk you through how to build out a really simple template and run a checklist from it, in around 10 minutes.

In this example we’re going to work on a simple process for opening the office. You can follow along, or start working on a different process that is more important to you.

Let’s get started!

Login to your Process Street account and you’ll arrive at your Home dashboard. 

Click on the +New Button in the top left corner of your screen, then select New Blank Template.

Don’t change the name just yet, now hit the OK button. 

The template editor opens up and you will see this view below. 

We’ve pointed out the key parts that you need to focus on right now, since we will show you how to add extra features and functionality later on.

Change the Template name

Now let’s change the name of our template.

Click on the words “Blank Template” and change it to “Opening the office”. 

Click “Save Changes” to finish. 

Edit your Template

Next we’re going to edit the template so that we can add some tasks. Tasks are the steps in the process which we need each person to follow when they open the office.

Click “Edit this template” in the right hand menu. This takes you back inside the template editor. 

Now you can see that you already have three blank tasks in your template. You could start writing the names of your tasks, but we’re going to do something a little different. Find out more below. 

Add more Tasks

To add more tasks you have three options:

  1. Hit the Enter key on your keyboard
  2. Click the +Task button in the task menu at the bottom left of your screen
  3. Copy & paste a list of tasks from another place e.g. an existing process, or a list in google sheets

Options 1 & 2 require you to write the name of the tasks in manually, one at a time, whilst option 3 allows you to add a list of pre-written tasks in one go. 

Copy the list below and paste it into Task 1.  These become your tasks: 

Unlock the office
Turn on the lights
Turn on your computer
Login to all your programs
Check the answerphone
Forward phone messages to colleagues
Respond to customer voicemails
Check the postbox
Distribute mail
Check your email
Feed the fish

In the example below, we’re copying the same list, but this time from a Google Sheet. Now you can see how easy it is to start building a template when you already have some of the steps documented elsewhere.

Delete blank Tasks

If you find you have some empty or blank tasks that you don’t need, you can delete these easily. 

  • Click on the task you’d like to delete, and click the delete button in the task menu. This deletes tasks one at a time (or you can choose to hit the backspace key which also deletes it)
  • Or, you can multi-select tasks to delete in bulk, using the Shift, Ctrl or CMD key. Then hit the delete button in the center of your screen.

Rearrange Tasks & add Headings

Now let’s rearrange some of the tasks, and add some headings. Headings are a simple way to break your workflow or tasks into sections.

Select the tasks you want to move and either use the up/down arrows in the task menu (bottom left corner) or you can drag and drop them into place, by placing your cursor over the Task Number, which is located to the left of each Task Name, and then you’ll see this icon appear:  Now you can drag and drop your tasks into place. 

Add a heading by clicking on the Heading button in the task menu at the bottom left of your screen, and then give it a name “Outside the office”.

Pro tip: If you add a colon : to the end of a task, it turns it into a heading. Remove the : and it turns back into a task.

Now let’s add another heading, and name this one “Inside the office”.

Drag and drop the two headings into place, or use the up/down arrows in the task menu to move them.

Save edits to your template by clicking on the green Save changes button (top left). 

Run a Checklist

Now we’re ready to run our first checklist from this template! (Learn about the difference between templates and checklists). 

Once you save changes to your template, you will see the green button on the right hand side “Run checklist…” Go ahead and click it. 

Now you need to give your checklist a name. Write in “Open the office + Today’s day” (e.g. Open the office Monday) and click the green button underneath to create the checklist. 

Once the checklist is open, you can start to work your way through, checking off all the tasks, until the checklist is complete. You’ll know it’s complete when you see a shower of confetti. 

That’s it! Well done, you’ve built a simple template and run a checklist from it 🙂

Now you can run more checklists for different days of the week, from the same template, or build another template and run checklists from that one as well.

Tips for success

  • Keep it simple and work on building one process or workflow at a time
  • When you start making your own templates, start with just one priority process – think of one you do all time, that’s most important for you to build, one that you can document easily
  • Think about how you would explain everything involved in this workflow to a colleague who has never done this before, so that they don’t miss anything out and it’s easy to follow
  • Remember that your template is the master copy or blueprint of your workflow. Checklists are effectively copies of that document, that you run each time you need to work through that process
  • Run checklists regularly to test any changes you might make in your templates

What’s next?

Process Street’s capabilities extend far beyond simple templates and checklists like the one you just created.

It will also depend on which plan you’re on and which features you’d like to use. Trial users will have access to all features and can choose a plan upon purchase.


 

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