Running Checklists

Checklists are single-use, dynamic instances of templates.

A template is the master blueprint of your process, which includes all the usual steps and details involved in a particular workflow. A checklist, on the other hand, is a single instance of that process in which you actually implement the work.

For example, if you have a template for employee onboarding, you’d run checklists for each new hire, or if you’re working from a customer support process, you would run a checklist for each customer support ticket.

Users: In order to run checklists, you must be an Administrator or a Member who has been given ‘can run’ access by your Administrator.


The difference between templates and checklists is an important concept when getting started with Process Street.

There are numerous ways you can run checklists:

  • From any page inside Process Street
  • When viewing a template
  • On a recurring daily, weekly or monthly schedule, or for one-off events
  • From a CSV file, to run multiple checklists at once
  • Automatically, by integration and automation with other apps
  • From anywhere (inside or outside the app) using a checklist run link

Run a checklist from anywhere

Click the “Run” button from the top right of your screen. This button is visible from anywhere you navigate inside the app, allowing you to run new checklists whenever you need.

Select the template you would like to run a checklist from. You can scroll down to find a template, type in the search box or select one from recently run checklists.

Once you’ve selected a template, you’ll be prompted to give your new checklist a name (the default checklist name is your name and today’s date, which you can overtype). Once that’s done, click “Run Checklist” and your new checklist will open up, ready to work on.

Run a checklist when viewing a template

Click the “Templates” tab at the top of your screen and look for the template you’d like to run a checklist from.

Click on the name of the template to open up the template menu on the right of your screen.

Click the “Run checklist” button and enter your checklist name, and then click “Run checklist” to finish.

Schedule checklists to run automatically

You can set up scheduled checklists to run on daily, weekly, monthly or yearly intervals. You can also use the scheduler to run a checklist once, at a given date or time.

Start in your template dashboard and click “Scheduled” from the left hand menu to get started.

Run multiple checklists at once

You can run lots of checklists and assign them to users all in one go, by using a CSV File.

Click on the name of the template to open up the template menu on the right of your screen. Click “More options” and select “Run multiple checklists”

Automatically run checklists using integrations

You can integrate Process Street with over 2000 other apps by using Zapier, letting you automatically run new checklists when a set event occurs.

To learn more, check out our article on Zapier, or our free business process automation ebook.

You can also use Integromat integrations to run new checklists in Process Street.

You can create a checklist run link, which allows a user to click a link to run a new checklist from a specific template. This link can be used anywhere, whether it’s inside another template, in your email signature, on your blog, or somewhere else entirely.

The person clicking the link doesn’t even need a Process Street account to use this link – the only difference is that their activity will be recorded as an anonymous user.

Learn more about checklist run links.

Assign users to a checklist

You can assign users to a checklist to give them access, track their progress, and ensure that they work on what needs to get done.

To assign a user, first you need to open the checklist you’d like to assign them to. You can search for checklists in your checklist dashboard, or via a link in your template dashboard.

In the example above, we’re starting from the template dashboard, where we click the link to “View 10 checklists”. This opens up the checklist dashboard, where you can choose your checklist.

Click the checklist name to open it up, and then click the “Assign users” button. From here you can search the name or email address of the person you want to assign to the checklist, and click to assign them.

Note: You can also invite a user to your organization as a guest and assign them straight away, by typing their full email address and hitting the enter key.

Set a completion deadline for your checklists

To allow you to keep track of checklists and when they are due, you can set a Checklist Due Date.

This action triggers an email notification to anyone (users or groups) assigned to the checklist, on the day the deadline comes around.

This also helps you manage your day-to-day tasks and checklists in your Process Street Inbox.

Checklist states

A checklist can be in one of three states – Active, Archived or Completed.

Archived and completed checklists both count as being “Inactive”, and so do not count towards the checklist limit on our free plan. Inactive checklists cannot be edited in any way, unless they are first reactivated.

You can easily see the status of your checklists by using the Checklist Dashboard filters.


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