Overview
Tasks might have multiple steps that are needed to be completed in order to complete the task. Adding a list of all such steps as Checklists in tasks prevents missing out on any!
User Access
Admins and Managers can add/edit checklists in tasks at project and template levels.
Guides, Task Owners, and Contributors can add/edit Checklists in tasks in projects they are added to.
Customers can add/edit Checklists in customer tasks assigned to them if Full Project View or My Tasks view is enabled for them. They cannot add/edit Checklists but only mark Checklist items as done if Compass View is enabled for them.
How to Create a Checklist Group and Item
To get started on your checklist, open up the task in which you’d like to add a checklist.
Go to the “Checklist” tab.
You’ll notice a gray bar at the top of the page. This is the progress bar that activates when subtasks are added.
Click “Add Item or Group”.
You can add your subtask in the box where it says, “Add a subtask, mention @name.” You don’t have to mention someone, but doing so is helpful when you want to let someone know you’re taking care of something, need something from someone else, or you’re breaking down participant tasks. Learn more about Participant Task types.
If you are having more than one checklist, groups are how you can keep those subtasks separate. If you plan to only have one checklist, creating a group isn’t necessary; however, it might be a good idea to create a group anyways in case you decide to add another group later. You don’t have to create a group in order for a subtask to be created. To create a group, enter the new group name.
Click “Submit” to create the subtask and the checklist/group (if you decided to do so).
Checklist Example
If you create a new subtask “Schedule Kick-off Call”, and put it in a new group “Phase 1”, your checklist will look like the screenshot shown below:
To add a new item/subtask to an existing group, click the “+ Add Item” option listed below the existing group and listed subtasks.
To add a new group, a new group with an item, or an item not associated with a group, click “+ Add Item or Group” near the top of the checklist page.
Editing Checklists
Once a checklist item is completed, click the box to the left of the item to mark it as complete.
To edit or delete a subtask,
Hover over the subtask.
Click on the three dots to the right of the checklist item.
Select “Edit Group Name”.
Here, you can change the name/description of the subtask.
To edit or delete a group, click on the three dots to the right of the group bar>Delete Group
To move a subtask, you can drag and drop the task by the three horizontal lines found just to the left of the editing option.
You can drag and drop a subtask to a different group, change the order of your subtasks, and move subtasks not associated with a group to a group. Once a subtask not associated with a group is moved into a group, it cannot be removed from a group, but can be moved to a different group.
Checklist Notifications
Users will only receive a notification regarding a subtask when they are “@” mentioned in an item description.
The notification the user receives is shown below:
Project managers and task assignees will not receive any notifications when checklist items are updated or completed.
Task assignees will be responsible for making sure all subtasks are completed when they mark the task as “Done”.
The task assignment email will include a link to the task checklist at the bottom of the email.
Note: Not all subtasks must be checked off in order for the task to be marked as “Done”.
Best Practices
Task assignees should be responsible for making sure all subtasks are completed when they mark the task as “Done”.
Project Managers can scan the expanded tasks in the project to see all checklists are marked done.
FAQs
Can checklist items be assigned to different users?
Can checklist items be assigned to different users?
No, we recommend using task groups instead of checklists if you need subtasks to be assigned to different team members. Learn more about task groups here