š 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 element, available inside Company Operations, gives you a simple way to document recurring tasks as a structured, actionable list. You build the checklist once inside a department page, publish it, and your team can check off items as they complete them, track progress at a glance, and follow the same standardized steps every time -- regardless of who's doing the work.
š Understanding Checklists in Company Operations
ā” What It Does
The checklist element allows you and your team to:
Create structured, itemized checklists inside any page within Company Operations
Add a title and description to give the checklist context before the items begin
Add custom fields to capture identifying information when the checklist is used, such as Project Name, Employee Name, or Inspection Date
Add checklist items with clear task descriptions, using Shift + Enter to add multiple items at once or pasting from a list
Reorder items by dragging and dropping them into the correct sequence
Enable privacy so member users see only their own submissions while admins see all
Check off items as work is completed once the checklist is published
Submit the checklist to record a completed entry
Reset the checklist to start a fresh run through the same list
View History to see past submissions
š When to Use It
Checklists in Company Operations are most valuable for any recurring task where consistency and completeness matter: quality control, safety procedures, project management kickoff steps, employee onboarding, and routine maintenance.
š Step-by-Step Instructions
1. Open Company Operations
Click Company Operations in the left sidebar
Click Standard Operating Procedures in the top navigation bar
Note: Checklists can be added to pages in any section of Company Operations, not just Standard Operating Procedures. The same process applies whether you're working in SOPs, Employee Handbook, or another section.
2. Add or Create a Department (If Needed)
Click the gear icon in the top right of the Standard Operating Procedures view
Type the department name in the Create a New Department field
Click Add and close the modal
3. Open the Right Department
Click the department where your checklist belongs. Store checklists in the department where your team will naturally look for them. A safety inspection checklist belongs in Field Management. A project kickoff checklist belongs in Project Management.
4. Create a New Page
Click New Page at the bottom of the left sidebar
Enter a Page Title -- use a clear, descriptive name that tells your team what the page contains
Toggle Privacy on if you want to restrict visibility to certain users
Click New Page
5. Add a Checklist Element
Click New Element in the content area
Click New Checklist
Enter a Checklist Title and optional Checklist Description
Check Enable privacy if member users should only see their own submissions (admins always see all)
Click Create
6. Add Custom Fields
In the Custom Fields section of the checklist editor, click the input field
Type the field name (e.g. "Project Name" or "Employee Name")
Click Add or press Enter
Repeat for each custom field you need
Custom fields appear at the top of the checklist when it's used, giving each submission the context it needs to be useful as a record.
7. Add Checklist Items
In the Checklist Items section, click the input field and type your first item
Press Shift + Enter to add the next item without leaving the field, or paste a list of items directly from another document
Click Add when your items are entered
Drag items into the correct sequence using the handle on the left
Note: Write each item as a specific, actionable step. "Confirm signed contract is on file before issuing first work order" is more useful than "check contract." Specificity is what makes a checklist actually work.
8. Save the Page
Click Save in the top right corner. The page exits edit mode and your checklist is now live and accessible to your team.
9. Using the Checklist
Once saved, team members open the page in view mode and interact with the checklist directly: fill in any Custom Fields at the top, check off each item as it's completed, click Submit to record the completed entry, click Reset checklist to clear all checkmarks and start a fresh run, and click View History in the top right to see past submissions.
10. Edit the Checklist
Click Edit in the top right of the page
Update the checklist title, description, custom fields, or items as needed
Reorder items by dragging them into the new sequence
Click Save
ā Best Practices
Build checklists for every recurring process with more than three steps -- if your team does something regularly and the outcome matters, it should have a checklist.
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.
Add custom fields for every checklist that needs to be traceable -- a project name, employee name, or date field turns a checklist submission into a useful record rather than an anonymous checkbox exercise.
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.
Store checklists 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 gives your team false confidence they followed the right steps.
ā Common Questions
Q: What is the difference between a checklist in Company Operations and a checklist in Projects?
A: Company Operations checklists are for company-wide recurring processes -- safety inspections, onboarding steps, quality walkthroughs. Project checklists (in the Checklists module inside a project) are tied to a specific project and track project-specific work items. Use Company Operations checklists for anything your team does across multiple projects or that isn't tied to a single job.
Q: Can I add multiple checklists to the same page?
A: Yes. A page can contain multiple elements including multiple checklists.
Q: What does enabling privacy on a checklist do?
A: When privacy is enabled, member users can only see their own checklist submissions. Admin users can always see all submissions regardless of the privacy setting.
Q: Can I use Shift + Enter to add multiple items at once?
A: Yes. In the Checklist Items input field, press Shift + Enter to add items one after the other without clicking Add each time. You can also paste a list of items directly from another document.
ā ļø Common Mistakes to Avoid
ā Don't | ā 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 |
Store checklists in the wrong department | Place each checklist where your team will naturally look for it |
Create a checklist and never update it | Review and revise checklists whenever the underlying process changes |
Skip custom fields | Add fields like Project Name or Employee Name so each submission is traceable |
Leave out steps that "everyone knows" | Include every required step -- what's obvious to you isn't always obvious to a new team member |