What is the Difference Between Templates and Checklists?

When you’re just getting started in Process Street, the whole Template / Checklist lingo can take some getting used to, but that’s where we can help you!

In simple terms, a template is the master version of the process and a checklist is a single instance of that same process in which you actually implement the work.

For each process in your business, you build a template first, then you run a checklist from it each time you need to work through that process. While each process will have just one template, the number of checklists you run from it can be limitless.

For example, if you have a template for your client onboarding process, you will run checklists for each individual client. This way, even if you are onboarding 20 new clients at the same time, you know exactly what progress has been made for each client and what needs to be done.

You can check the progress of checklists at any time and, once you’ve assigned your teammates to tasks within the checklist, you can keep an eye on who is accountable for certain parts of the process too.

Why running checklists is a game-changer

Checklists are dynamic, whilst templates are static.

The simple act of running a checklist creates natural accountability within your team, gives you the ability to collaborate easily, and provides a track record of exactly who did what and when.

When you build features like Conditional Logic, Stop Tasks, Approvals or Dynamic Due Dates into your checklists you’ll realize how powerful they can become.

On top of that, there are many ways that you can run checklists, which can help you save time and really streamline your business.

Learn more about how to build out your checklists with extra features, forms and content by using the 5 Stages of Process Building (link below).

What if you need templates for reference only?

Some businesses only want to document their processes for reference. However, in our experience companies who use templates for reference-only find that they are not followed consistently, the documentation gets stale and tasks often slip between the cracks.


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