Scheduled Checklists

You can schedule checklists ahead of time to guide and track upcoming or recurring events.

For example, an employee onboarding checklist could be scheduled for the date you’re onboarding your next new employee, but an office cleaning checklist would be set to run every week or so.

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. Members with “Can view own” and Guests, cannot schedule checklists. 

How to schedule a checklist

There are two ways you can schedule a checklist.

From your Home dashboard

From your home dashboard, 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 the grey cards you see, to “Schedule another checklist.”

From a Template

You can also schedule checklists on a template by template basis.

Head to the template you want to schedule a checklist from, and click the cog next to its name.

This open up the right hand menu, from where you can click the “More options” button, and then click “Schedule checklist.”

Note: to manage scheduled checklists once they have been set up, head back to your home dashboard and click scheduled in the left hand menu.

Scheduled checklist options

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

Template

You can choose any template in your organization to run checklists from. Click on the drop down 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.

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.

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 yourself, other users or groups in your organization to be automatically assigned to your scheduled checklist when it runs.

Click on the “Assign members” button and picking from the dropdown menu.

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

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

Repeats

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

  • 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 a meeting
  • Yearly” runs a new version of the 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

This dropdown 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 run checklists for them in their time zone.

Start date

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

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

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

Due offset

The “Due after / Set offsets” field lets you select when your scheduled checklists will be due to be completed.

This due date is based on when the checklist is created, so for example, a one week offset sets the due date to be one week after the checklist is created.

Save your schedule

Once all your options are set, click the green “Schedule” button at the bottom of your screen, to save the schedule your single or recurring checklists.

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 home dashboard. Then click on a blue card to open one up.

Update an existing schedule

To update or change the settings of a scheduled checklist click the “Update” button at the bottom of the page

Note: Updating a recurring checklist will do the same for all future checklists set to be run from the same schedule.

Copy an existing schedule

You can run scheduled checklist at different dates and times, from the same template by copying an existing schedule.

Click “Copy” then 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.

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


 

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