Scheduled Checklists

Process Street‘s scheduling tool allows you to schedule checklists to run automatically for you, to guide and track upcoming, one-off or recurring events.

For example, an employee onboarding checklist could be scheduled to run on the date you’re onboarding your next new employee, whilst an office cleaning checklist could be set to run every day of the week.

Users: To be able to schedule a checklist you must be an Admin or a Member with either “Can edit and run”, “Can view and run” or “Can view own and run” permissions.  

How to schedule a checklist

There are two ways you can schedule a checklist, from your template dashboard or from a template’s menu.

From your template dashboard

Click “Templates” at the top of your screen to access your template dashboard, and then click “Scheduled” on the left side of your screen.

If you’ve not scheduled any checklists before, you’ll be prompted to do this by clicking the blue link in the center of your screen.

If you already have some checklists scheduled, you can click any of the grey cards you see, to “Schedule another checklist”, as shown below.

Note: to manage scheduled checklists once they have been set up, this is where you can do that. Learn more about how to do this below.

From a template’s menu

You can also schedule checklists on a template by template basis, by opening up the template menu.

Head to the template you want to schedule a checklist from, and click on the three dots next to its name. This open up the right-hand menu, from where you can click the “More options” button.

Finally, click “Schedule checklist” to open the schedule manager.

Scheduled checklist options

Once you have opened the schedule manager, you can set all the options for your scheduled or recurring checklist.

Here are the options you are presented with, in order from top to bottom:

Template

You can choose any template in your organization to run scheduled checklists from. Click on the dropdown to search through them.

Templates will appear in alphabetical order which you can scroll through, or you can type a template name in the search box to narrow down your choice.

This is a required field, so you must select a template to be able to run a scheduled checklist.

Checklist name

The checklist name field lets you set the name for your scheduled checklist.

You can use custom fields such as “{{ checklist.date }}” and “{{ checklist.time }}” to include the date and time the checklist was run in the title, respectively. Keep or delete these fields as required.

Note: These are the only variables you can use for the checklist name in the scheduler. If you would like to have the checklist name created automatically with different variables, consider using a Zapier or Integromat automation to achieve this.

Assignees

You can assign whomever you need (yourself, other users or groups) to be automatically assigned to a scheduled checklist once it has run.

Note: Only paid members of your organization can be assigned to a scheduled checklist. Guests cannot be assigned to scheduled checklists.

Click on the “Assign members” button and pick the user or group you would like to assign from the dropdown menu. You can also type their name in the search box to narrow down your search.

Anyone assigned to a scheduled checklist (including yourself) will receive an email notification when the checklist is run. Learn more about using email notifications.

Repeats

The “Repeats” dropdown menu will let you select how often your checklist will be run.

  • Nope” means that your checklist will not be repeated – it will only run a checklist once, at the date and time you select, for example at the date and time of an upcoming meeting
  • Yearly” runs a new checklist every set number of years, which you can select in the “Repeats every” field
  • Monthly” will schedule a checklist to run every set number of months, which you can set in the “Repeat every” field. You can also choose to repeat on either the same day of the month as the first, or the same day of the week. You can also set checklists to run quarterly or bi-yearly
  • Weekly” lets you select one or more days of the week the checklist will run, and how many weeks between each set. For example, every 2 weeks on Monday and Friday
  • Daily” runs your checklist every set number of days, for example every 2 days. You can also set the days of the week that the checklists will run on

Time zone

The time zone dropdown field lets you select the timezone your checklist will be based on. For example if one of your team works in a different time zone to you, you can schedule checklists to run for them in their own time zone.

Type the city in the time zone search box shown above, to help narrow down the zone you want to choose.

Start date

The start date is a required field and it’s where you can select the date and time that your first scheduled checklist will be run on.

Remember that this will influence the day or date your checklist recurs, if you use a repeating schedule for your checklists.

Once you have set the date and time, click “Save” to finish.

Note: You can only schedule checklists to run on future dates and times.

Due after

The “Due after / Set offsets” field lets you select when your scheduled checklists will be due to be finished. This effectively gives your checklist a deadline to be completed by.

This due after date is based on when the checklist is created, so for example, a 7-day offset sets the due date to be one week after the checklist is created (shown in the example below).

Save your schedule

Once all your options are chosen, read the summary at the bottom to double-check that your settings are correct.

If you’re happy to save this scheduled checklist, click the green “Schedule” button at the bottom of your screen.

Note: You will only see a checklist run from the scheduler in your Inbox (and any tasks that have been assigned to you within it) once the checklist has been run.

Viewing, editing, copying and deleting scheduled checklists

To manage your scheduled checklists click the “Scheduled” button in the left-hand menu from your template dashboard.

From here you can update or change settings to a scheduled checklist, copy a scheduled checklist or delete a scheduled checklist.

Update an existing schedule

To update or change the settings of an existing scheduled checklist, start by clicking on a blue card to open up the settings.

Make the changes you want to make and when finished, click the “Update” button at the bottom of the page to save your changes.

Note: When you update a recurring checklist, this will update all future checklists set to be run from the same schedule.

Copy an existing schedule

You can run a scheduled checklist at different dates and times (or for different team members) from the same template by copying a scheduled checklist.

Start by clicking on a blue card to open up your scheduled checklist, so that you can see the settings.

Click “Copy” at the bottom of your screen, make your selections and click “Schedule” to save your new scheduled checklist.

Delete a scheduled checklist

If you no longer need the scheduled checklist to run, you can delete it.

Click on a blue card to open the schedule for that checklist, and click the “Delete” button at the bottom of the page.

Note: Deleting a recurring checklist will delete all future checklists set to be run from the scheduler.


 

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