Managing Checklists (Administrator Guide)

As an administrator, you can create and manage checklist templates, organize them into categories, and monitor checklist usage across your agency.

Managing Categories

Categories help organize your templates into logical groups. Common categories include HR, Training, Equipment, and Operations.

Creating a Category

1. Go to Templates from the Checklists menu
2. Click Manage Categories
3. Click Add Category
4. Enter a name and optional description
5. Click Save

Organizing Categories

Drag and drop categories to reorder them. The sort order determines how they appear in dropdown menus.

Categories can be deactivated to hide them from selection while preserving existing checklists.

Managing Templates

Templates define the structure of a checklist - what items need to be completed, in what order, and with what instructions.

Creating a Template

1. Go to Templates from the Checklists menu
2. Click New Template
3. Enter a name (e.g., "New Hire Onboarding")
4. Select a category (optional)
5. Add a description explaining when to use this template
6. Add instructions that will appear on every checklist
7. Click Save

Adding Items to a Template

1. Open the template for editing
2. Click Add Item
3. Enter the task text
4. Check Required if the item must be completed before closing
5. Optionally assign default users who will be responsible
6. Click Save

Drag and drop items to reorder them. The order in the template is the order they'll appear on checklists.

Template Best Practices

• Keep item text clear and actionable (start with a verb)
• Put items in logical order (chronological or by priority)
• Mark critical items as Required
• Use consistent naming conventions across templates
• Include instructions with links to relevant forms or resources

Historical Data Preservation

The system preserves historical accuracy automatically:

• When a checklist is created, the template name, description, and items are snapshotted
• Editing a template does NOT change existing checklists - only new ones
• Deleting a template does NOT affect historical checklists
• Activity logs are permanent and tamper-proof

This ensures your records maintain integrity for audits and compliance.

Checklist Management Dashboard

The Manage page provides administrative oversight of all checklists.

Filtering and Search

• Filter by status (Active/Closed)
• Filter by template type
• Filter by category
• Filter by employee
• Filter by date range
• Search by name or keyword

Exporting Data

Click Export to download a CSV file of checklists matching your current filters. The export includes:

• ID
• Template name
• Employee
• Dates
• Status
• Completion statistics
• Flagged item counts

Reopening Closed Checklists

If a checklist was closed prematurely:

1. Find the checklist in the View or Manage page
2. Click to open it
3. In the Details Section, Click Reopen Checklist
4. Confirm the action

Restricted Checklists

When creating a checklist, you can enable Restrict editing to limit who can make changes:

• Only specified users can complete items, add notes, or make changes
• Administrators always have full access
• Other users can view the checklist but cannot edit
• A lock icon indicates restricted checklists

Use restrictions for sensitive processes like separations or disciplinary-related checklists.

Administrator Tips

1. Start with a few essential templates and expand based on feedback
2. Review the Manage dashboard weekly to identify stalled checklists
3. Use categories to keep templates organized as the list grows
4. Deactivate outdated templates rather than deleting them
5. Train supervisors on using the flagging feature to escalate issues