Overview
In construction, missed steps cost money. A safety protocol skipped on a job site. A project setup item overlooked during kickoff. A quality check that didn't happen before a subcontractor moved on to the next phase. Most of these aren't careless mistakes, they're the result of relying on memory for processes that should be systematized.
Structur's checklist feature, built into Standard Operating Procedures, gives you a simple way to document recurring tasks as a structured, actionable list. Once published, team members can check off items as they complete them, track progress at a glance, and follow the same standardized steps every single time, regardless of who's doing the work.
Checklists are one of the simplest and most powerful tools for turning informal habits into consistent standards.
Understanding Checklists
What It Does
Structur's checklist builder allows you to:
Create structured, itemized checklists for any recurring task or process directly inside your Standard Operating Procedures
Add as many checklist items as needed, with clear task descriptions for each
Reorder items by dragging and dropping them into the correct sequence
Save and publish checklists to make them accessible to your entire team
Allow team members to check off completed items as they work through the list
Track progress - team members can see at a glance which items are done and which remain
When to Use It
Checklists deliver the most value for any recurring task where consistency and completeness matter:
Quality control - maintain standards and catch errors before they become bigger problems downstream
Safety procedures - ensure all safety protocols are followed on job sites, every time, by everyone
Project management - track progress on setup tasks, kickoff steps, or phase completions to ensure nothing is overlooked
Employee onboarding - guide new hires through essential steps so their first days are structured and nothing gets missed
Routine maintenance - keep track of recurring maintenance tasks so they're completed on schedule and documented
Step-by-Step Instructions
1. Navigate to Standard Operating Procedures
From your Structur dashboard, click on the Company Operations menu
Navigate into the Standard Operating Procedures area
This is where your company's SOPs, processes, procedures, and supporting tools like checklists and flowcharts are stored.
2. Navigate to the Right Department
Within the SOPs area, select the department that the checklist belongs to
Examples:
A safety inspection checklist → Safety department
A project kickoff checklist → Project Management department
A new employee onboarding checklist → HR / Onboarding department
A quality walkthrough checklist → Quality Control department
Storing checklists in the right department means your team can find them where they'd naturally look, alongside the related written procedures and SOPs.
3. Add a New Page
Once you're in the correct department, click New Page
Insert the page name and set privacy settings
4. Create "Checklist" Content
From the new page created, click on New Element to add the Checklist content type
Select New Checklist
Give the new content type a title
5. Give Your Checklist a Clear Title
Enter a descriptive title that clearly identifies what the checklist is for.
A good title makes the checklist immediately identifiable. Examples:
"Daily Safety Inspection Checklist"
"New Project Setup Checklist"
"Pre-Construction Kickoff Checklist"
"Subcontractor Onboarding Checklist"
"Project Closeout Checklist"
6. Add Checklist Items
Click the Add Item button
Enter a clear task description for the first item, be specific enough that anyone on your team knows exactly what action to take
Examples of well-written checklist items:
"Confirm signed contract is on file before issuing first work order"
"Verify subcontractor insurance certificate is current and uploaded to vendor profile"
"Send project kickoff email to client with schedule and contact information"
7. Add Additional Items
Repeat the process, click Add Item and enter the description for each subsequent task
Add as many items as the process requires
There's no limit to the number of items a checklist can contain. Include everything that needs to happen, if it matters, it belongs on the list.
8. Organize the Checklist Order
Review the sequence of your checklist items
Drag and drop items into the correct order if they need to be rearranged
Items should flow in the logical sequence they would be completed, first things first
Order matters for checklists. If step 3 can't happen until step 1 is done, the list should reflect that.
9. Save and Publish
Once you're satisfied with the checklist, save it and publish
The checklist is now accessible to your team from the Standard Operating Procedures
Using the Checklist
Once published, team members can:
Check off completed items as they work through the list
Track progress - seeing at a glance what's done and what remains
Follow consistent procedures for recurring tasks, using the same standard steps every time
Best Practices
Build checklists for every recurring process that has more than three steps - If your team does something regularly and the outcome matters, it should have a checklist. The threshold for building one is low; the cost of a missed step is high.
Write items as specific, actionable tasks - "Check safety equipment" is vague. "Confirm all workers on site have hard hats, high-vis vests, and steel-toed boots before work begins" is actionable. Write every item as if someone is reading it for the first time.
Keep items in the sequence they should be completed - A checklist that's out of order causes confusion and increases the chance that dependent steps get done in the wrong sequence. Review the order before publishing.
Put the checklist in the right department - A checklist buried in the wrong department won't get used. Place it where your team will naturally look for it, alongside the related written procedure or SOP.
Review and update checklists when processes change - An outdated checklist is worse than no checklist, it gives your team false confidence they've followed the right steps. Update them whenever the underlying process changes.
Use specific, real-world item descriptions - Reference the actual systems, documents, and actions your team uses. "Upload to vendor profile in Structur" is more useful than "file the document."
Common Questions
Q: Where do checklists live in Structur?
A: Checklists are created and stored inside Standard Operating Procedures in Structur. They live within whatever department structure you've set up for your company's operations, alongside related SOPs and procedures.
Q: What types of tasks are best suited for checklists?
A: Any recurring task where consistency and completeness matter. Especially valuable for: safety inspections, project kickoff sequences, subcontractor onboarding steps, quality control walkthroughs, and employee onboarding guides.
Q: Can I reorder checklist items after I've created them?
A: Yes. You can drag and drop items into any order during creation or when editing the checklist. Reorder them to match the logical sequence in which they should be completed.
Q: Can team members check off items on the checklist?
A: Yes. Once a checklist is published, team members can check off items as they complete them and track overall progress through the list.
Q: How many items can a checklist have?
A: There's no stated limit. Include as many items as the process requires. If a checklist becomes very long, consider whether it represents one process or several, you may be better served by breaking it into multiple shorter checklists, each focused on a specific phase or area.
Q: Can I create multiple checklists in the same department?
A: Yes. You can add as many checklist pages as needed within any department of the Standard Operating Procedures. A project management department might have separate checklists for kickoff, mid-project review, and closeout.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Write vague items like "check equipment" or "review documents" | Write specific, actionable items: "Confirm subcontractor insurance is uploaded and current in Structur vendor profile" |
Add items in random order | Organize items in the sequence they should actually be completed, order matters for dependent steps |
Store checklists in the wrong department | Place each checklist in the department where your team will naturally look for it |
Create a checklist and never update it | Review and revise checklists whenever the underlying process changes, outdated checklists cause errors |
Only build checklists for the most complex processes | Create checklists for any recurring task with more than three steps where consistency matters |
Leave out steps that "everyone knows" | Include every required step, what's obvious to you isn't always obvious to a new team member or someone doing it for the first time |