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Checklist Templates

Required Permission
Company Setup - You must have the Company Setup permission to access this setting.

Create reusable checklist templates that can be applied to activities.

Overview​

Checklist Templates are pre-defined sets of checklist items that can be quickly applied to activities. Instead of manually creating the same checklist items over and over, templates let you:

  • Standardize processes - Ensure consistent steps across similar activities
  • Save time - Apply complete checklists with one click
  • Assign responsibility - Pre-define which roles are responsible for each item
  • Automate with activity templates - Link checklists to activity templates for automatic creation

Accessing Checklist Templates​

  1. Go to Settings > Checklist Templates
  2. View the list of existing templates
  3. Click Add Template to create a new one

Creating a Checklist Template​

Template Details​

FieldDescription
NameTemplate name shown when selecting checklists
DescriptionOptional explanation of when to use this template
EnabledToggle to make the template available for use

Checklist Items​

Add the individual items that make up the checklist:

  1. Click Add Item
  2. Enter the item text (the task to be completed)
  3. Optionally assign a role responsible for this item
  4. Repeat for each item in the checklist
  5. Drag items to reorder them
Item FieldDescription
TextThe task description shown in the checklist
Assignee RoleOptional role responsible for completing this item

Scope Configuration​

Limit which project or opportunity types can use this template:

FieldDescription
Opportunity TypesWhich opportunity types this template applies to
Project TypesWhich project types this template applies to

Leave these blank to make the template available for all types.

Using Checklist Templates​

From an Activity​

When viewing an activity:

  1. Click Add Checklist or the checklist icon
  2. Select From Template
  3. Choose the template from the dropdown
  4. The checklist is created with all the template's items

Through Activity Templates​

Checklist templates can be linked to Activity Templates. When an activity is created using an activity template with linked checklists, the checklists are created automatically.

  1. Edit an activity template
  2. In the Checklist Templates section, select the checklists to include
  3. Save the activity template
  4. When activities are created from this template, the checklists are added automatically

Managing Checklist Templates​

Editing Templates​

  1. Go to Settings > Checklist Templates
  2. Click on a template name or the edit icon
  3. Modify the items, name, or settings
  4. Save changes

Changes only affect new checklists created from the template. Existing checklists are not modified.

Disabling Templates​

Toggle the Enabled switch to hide a template from selection menus without deleting it. This is useful for seasonal or temporary checklists.

Deleting Templates​

  1. Click the delete icon next to the template
  2. Confirm the deletion

Deleting a template does not remove existing checklists that were created from it.

Example Templates​

Sales Appointment Checklist​

  • Review customer history before meeting
  • Confirm appointment time with customer
  • Prepare project scope discussion
  • Review financing options
  • Send follow-up email after meeting

Design Kickoff Checklist​

  • Gather customer requirements
  • Review existing site conditions
  • Discuss design preferences
  • Set timeline expectations
  • Schedule follow-up design review

Production Start Checklist​

  • Verify permits are approved
  • Confirm material deliveries scheduled
  • Review project schedule with team
  • Notify customer of start date
  • Complete pre-construction walkthrough

Best Practices​

  • Keep items actionable - Start items with verbs (Review, Confirm, Send, etc.)
  • Order logically - Arrange items in the sequence they should be completed
  • Assign roles appropriately - Only assign roles when a specific person should complete the item
  • Use scope filtering - Limit templates to relevant project types to reduce clutter
  • Review regularly - Update templates as your processes improve