Running Checklists

Checklists are single-use instances of templates. If you have a template for employee onboarding, you’d run a checklist for each employee, work through the process and then run another checklist for the next employee.


Watch the video below for more clarification.

Running a checklist creates a unique version with its own title that you can assign to your team.

There are numerous ways to run a checklist:

  • From your home dashboard
  • When viewing a template
  • On a recurring daily, weekly or monthly schedule
  • Run multiple checklists from a CSV file
  • From anywhere (inside or outside the app) using a run link
  • Automatically, by integrating with other apps

Run checklists from your home dashboard

To run a checklist from your home dashboard, first find the template you want to run a checklist from.

Click the cog next to the template’s name to open up the right hand menu. Next, click the green “Run checklist” button at the top. Name your checklist and then hit “Run checklist” to start.

If you already have checklists running from a template, click on the “Run another checklist” button that you’ll see next to your active checklists (below).

Run a checklist when viewing a template

To run a checklist when you are viewing a template, click on the name of the template and then click the green “Run checklist” button in the right-hand menu.

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.

Learn more about scheduled checklists.

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.

Learn how to 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 open the checklist. You can do this by clicking the cog next to a template’s name in your home dashboard, then choose a checklist from the blue cards at the bottom of the right-hand menu.

Once open, click the “Assign members” button, then search the name or email address of the person you want to assign and click on their entry to assign them.

Note: You can also add a user to your organization as a guest and assign them straight away by typing their full email address.

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 on the day the deadline comes around, so that processes don’t fall through the cracks. This also gives a due date to the checklists in your Inbox to help manage your day to day tasks and checklists.

Checklist states

A checklist can be in one of three states:

  • Active (blue card – currently being worked on)
  • Archived (yellow card – unfinished, but not being worked on)
  • Complete (green card – finished, whether all tasks are filled in or not)

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 made active again.

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


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