Overview
Every project has work that has to happen the same way, every time, kickoff steps, closeout tasks, safety items, document collection, site readiness. When those steps live in someone's head, they get skipped. The Checklists module gives you a place to capture those repeatable work items inside the project itself, so nothing gets forgotten and anyone can see what's done and what's still open.
You can build a checklist from scratch, reuse a saved template, and even mark a checklist as the default for all new projects, meaning every new project you create will automatically start with that checklist already in place. When the work is underway, your team checks off items as they go, and you can edit the checklist at any time as scope evolves.
This guide walks you through how to create checklists, turn them into templates, set defaults, and manage them through the life of a project.
Understanding Checklists
What It Does
The Checklists module allows you and your team to:
Create checklists – Build a new checklist from scratch inside any project
Use templates – Start from a previously saved template instead of rebuilding the same list every time
Set a default checklist – Automatically apply a checklist to every new project you create
Add items in bulk – Press Shift + Enter to add multiple checklist items at once
Convert checklists into templates – Save any finished checklist as a reusable template for future projects
Check off work as it's completed – Mark items done directly from the checklist
Edit on the fly – Update the checklist at any time as scope changes
When to Use It
Checklists are most valuable when you want to:
Standardize project kickoff or closeout steps across every job
Make sure repeatable tasks don't get missed on a specific project
Give your field or office team a clear, shared view of what's done and what's left
Turn a well-built checklist on one project into a template your whole team can reuse
Apply a consistent set of steps automatically to every new project without having to remember to add them
Step-by-Step Instructions
1. Open the Checklists Module
Open the project you want to work in
In the top bar, open the Checklists module
This is the home for every checklist on the project.
2. Create a New Checklist
You have two ways to start:
Option A – From Scratch:
Click to create a new checklist
Enter a name for the checklist
(Optional) Add a description so your team knows what the checklist is for
Option B – From a Template:
Click to create a new checklist
Select one of your previously saved templates instead of starting from scratch
Adjust the name and description if you want
Tip: If you're going to reuse this checklist across many projects, build it once and save it as a template (see step 5) rather than rebuilding it every time.
3. Set as Default for All New Projects (Optional)
When creating the checklist, you'll see an option to set as default for all new projects. This controls whether the checklist is auto-applied going forward.
When the toggle is OFF:
The checklist applies only to the current project
New projects will not automatically get this checklist
When the toggle is ON:
Every new project you create will automatically include this checklist
Existing projects are not affected, only projects created after the toggle is enabled
Use this toggle carefully. Enabling it affects every future project across your company. If you only want the checklist on this one project, leave the toggle off.
4. Add Checklist Items
Open the checklist's details page
Start typing your first checklist item
Press Shift + Enter to add multiple items at once
Once all items are in, click Save
You can add as many items as the process needs. Write each item as a clear, specific action so anyone on the team knows what it means.
5. Convert a Checklist into a Template
Once you've built a checklist you want to reuse, turn it into a template:
Click Manage Templates
Click Convert to Template
Give the template a name and save
The template is now available to pick from whenever you create a new checklist on any project.
6. Mark Items as Complete
Open the checklist
Select the checkbox next to each item your team has finished
Completed items stay visible on the list, so the team can see what's done at a glance and what still needs attention.
7. Edit an Existing Checklist
Open the checklist you want to change
Click Edit in the top right
Update the name, description, or items
Save your changes
Note: Editing a checklist on a project only updates that checklist. If you want the change to carry over to future projects, update the template as well.
Best Practices
Build templates for anything you repeat – If you're going to use the same checklist on more than one project, save it as a template the first time instead of rebuilding it
Use Shift + Enter to move fast – Dumping all items in quickly and editing afterward is faster than adding one at a time
Write items as specific actions – "Upload signed contract to Documents" is more useful than "contract", specificity is what makes a checklist actually work
Be deliberate with the default toggle – Only turn on "default for all new projects" for checklists you truly want on every single project, not for project-specific scope
Keep templates up to date – When your process changes, update the template so new projects pick up the improvement automatically
Use multiple checklists per project – Break kickoff, midpoint, and closeout into separate checklists rather than one giant list that's hard to scan
Common Questions
Q: Where does the Checklists module live?
Inside each project. Open the project, then open the Checklists module from the top bar.
Q: Can I have more than one checklist on the same project?
Yes. Create as many checklists as the project needs — for example, a kickoff checklist, a safety checklist, and a closeout checklist.
Q: What does "set as default for all new projects" actually do?
When enabled, every new project created after that point will automatically include the checklist. Existing projects aren't affected.
Q: How do I add multiple items quickly?
Press Shift + Enter while entering items to add them one after the other without clicking between each one.
Q: Can I turn a checklist into a template after I've already built it?
Yes. Click Manage Templates, then Convert to Template, and give the template a name. It'll be available for all future checklists.
Q: If I edit a checklist on a project, does it update the template?
No. Editing a checklist on a project only changes that specific checklist. To update the template, edit the template directly through Manage Templates.
Q: If I update a template, does it update the checklists already on existing projects?
Currently, template changes only apply to new checklists created from that template. Checklists already in use on projects won't automatically reflect template updates — you'd need to edit them on each project individually.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Rebuild the same checklist on every new project | Save it as a template once and reuse it |
Turn on "default for all new projects" for project-specific checklists | Only enable the default toggle for checklists that belong on every project |
Write vague items like "kickoff" or "closeout" | Write specific actions like "Send kickoff email to client with schedule" |
Assume template edits flow to existing project checklists | Update each project's checklist directly if you need changes applied in-flight |
Add every item one at a time with the mouse | Use Shift + Enter to add items in bulk |
Cram every step into one enormous checklist | Split by phase — kickoff, midpoint, closeout — so each list stays scannable |