We describe a Template as a set of instructions, or as the master blueprint of a process, which outlines exactly how a specific process should be completed. A Checklist, on the other hand, is an individual instance of that Template. Think of it as a parent / child relationship.
For example, if you have an Employee Onboarding Template, you would run a new checklist for each new hire. You could be onboarding 10 new hires at the same time, and having separate checklists allows you to know exactly what progress has been made for each person, or what still needs to be done.
What can you do with checklists?
- Set them live – You can run checklists manually, via automations, and for one-off events
- Set them to repeat – Schedule checklists for recurring weekly, monthly or yearly processes
- Make them dynamic – Affect how that checklist flows, or who is assigned to certain tasks
- Fill them out – Capture data and files in form fields and check off subtasks
- Pass and receive data – Use data to fill out new checklists or to integrate with other apps
- Communicate – Use comments on tasks and trigger email notifications to other users
- Share them – Share checklists with people inside and outside your organization
- Set accountability – Assign users to the tasks or whole checklists they need to work on
- Give them a deadline – Set due dates for tasks or whole checklists
- Send emails – Send emails direct from your checklists
The example below shows us viewing an employee onboarding template, then running a new checklist for our latest employee.
We start to fill out the fields in the checklist, completing tasks as we progress.
Learn more about checklists in our Knowledge Base.