We’re going to walk you through how to build out a simple template and run a checklist from it, in around 10 minutes.
In this example you’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.
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.
Let’s get started!
Click on the “New Template“ Button in the top left corner of your screen, then click “New Blank Template” as shown below.
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 your template.
Click on the words “Blank Template” and change it to “Opening the office”.
Click “Save Changes” over in the top right corner of your screen to finish.
Edit your template
Next you’re going to edit the template so that you can add some tasks. Tasks are the steps in the process which you need each person to follow when they open the office.
Click “Edit 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 typing in the names of your tasks, but you’re going to do something a little different. Find out more below.
To add tasks you have three options:
- Hit the Enter key on your keyboard to create new blank tasks
- Click the +Task button in the task menu at the bottom left of your screen, to create new blank tasks
- 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 type 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, this is what you are going to do next.
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
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 trashcan button in the task menu. This deletes tasks one at a time (you can also hit your backspace key to delete blank tasks)
- 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 (as shown below).
Now you’re going to rearrange some of the tasks you just added.
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.
When you hover over the task number, you’ll see this icon appear: Now you can drag and drop your tasks into place.
You can also multi-select more than one task, to move blocks of tasks up and down (use your Shift, Ctrl or CMD key to do this).
Headings are a simple way to break your process or tasks into sections.
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”. The recording above shows you how to do this.
Now let’s add another heading, and name this one “Inside 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.
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 (in the top right corner of your screen).
Run a checklist
Now you’re ready to run your 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 at a time
- When you start making your own templates, start with 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 so 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
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.
- Build out your templates with visual content like videos, or collect data and information in form fields
- Discover different ways of running checklists or how to schedule checklists
- Add in powerful features like Conditional Logic, Task Permissions, Approvals, Role Assignments, Dynamic Due Dates and Stop Tasks
- Search our template gallery for hundreds of ready to use templates
- You decide! Take a look through our Knowledge Base for guidance