Checklists are available on any Task - including sub-tasks and triggered tasks - and you can build them into your Workflows so the Tasks a Workflow generates arrive with their checklists ready to go.
A Task can have more than one checklist, and each checklist can hold as many items as you need. The Checklists tab shows a count badge so you can see at a glance how many checklists a Task has.
Why this is useful
Break a Task into clear, trackable steps without creating extra Tasks.
See progress at a glance - a progress bar on each checklist, plus a count on the tab and on the Task tile.
Know who completed each item and when, recorded automatically.
Add checklists to your Workflows so every generated Task - including sub-tasks and triggered tasks - starts with the right checklist.
Where you'll find Checklists
1. The Checklists tab on a Task
When you open a Task, you'll see a Checklists tab alongside Notes, Logged Time and Audits. The tab shows a numeric badge with the number of checklists on the Task (it shows 0 when there are none, and the tab is always available).
2. The checklist indicator on the Task list and board
On the Task board, each tile shows a checklist indicator with the completed/total item count (for example 0/1). Hover over it to see how many items remain.
Creating a checklist
Open the Task and go to the Checklists tab.
Click the + button (Add checklist) in the tab header.
Give the checklist a name and confirm - it appears as a checklist card, ready for items.
If a Task doesn't have any checklists yet, you'll see a short empty state prompting you to click + to add one.
Adding items
Inside a checklist, click + Add an item, type the item text and add it. Repeat to build out the list. Each checklist shows a progress bar and an x / y count that updates as items are completed.
Marking items complete
Click the checkbox next to an item to mark it complete - the box is ticked and the item text shows a strikethrough. Click it again to un-complete it and the strikethrough is removed. Completing or un-completing an item updates the checklist's progress bar and the counts on the tab and tile.
Each completed item records who ticked it off and when. You'll see the user's avatar against the item, with the date and time it was completed (hover the avatar for the full detail). If two people are viewing the same Task at once, a change made by one person updates for the other in real time - no refresh needed.
Checklists in Workflows
You can add checklists to the Tasks within a Workflow, so that when the Workflow runs, the Tasks it creates already include their checklists. In the Workflow builder, a Task that has checklists is marked with a Has checklists badge. This applies to the main Workflow task, its sub-tasks and its triggered tasks.
Sub-tasks and triggered tasks
Checklists work on sub-tasks and triggered tasks exactly as they do on any other Task - each has its own Checklists tab, its own checklists and items, and the same completion tracking. A sub-task's checklists are independent of its parent Task.
Frequently asked questions
Can a Task have more than one checklist?
Yes. Click the + (Add checklist) button as many times as you need - each checklist has its own name, items and progress bar.
Can I see who completed an item, and when?
Yes. Each completed item records the user who ticked it off along with the date and time, shown by their avatar against the item. This is visible to anyone who can see the Task.
If someone else updates a checklist while I'm viewing the Task, do I need to refresh?
No. Checklists update in real time, so a change another user makes to a Task you're both viewing appears for you automatically.
Do checklists work on sub-tasks and triggered tasks?
Yes. Every Task type has its own Checklists tab and works in the same way. A sub-task's checklists are separate from its parent Task's checklists.
Need help?
If checklists aren't behaving as you'd expect - for example the tab, an item or a completion isn't showing - please contact the Plannr support team.