Checklist automation that does the chasing for you.
Set the rules once in the template. Every checklist then assigns its own tasks, works out its own deadlines, sends its own reminders and starts on time.
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Checklist automation in CheckFlow means the rules live in the template, not in someone’s head. Conditional logic shows only the steps that apply. Tasks assign themselves to people, groups or whoever is named at the start. Due dates are worked out from the start date, other tasks or date fields. Reminders, recurring schedules, run links, webhooks and Zapier handle the rest, for any team that runs a process often.
Set it once. Every run follows it.
No more chasing
Reminders before a task is due and alerts once it is overdue go out by themselves, by email or Slack.
Nobody has to remember to start it
Schedules create each checklist on time, with its tasks assigned and its due dates set.
Every run fits the situation
Logic and parameters adapt one template to each starter, client or site, so there is one template to maintain.
Logic
Conditional logic: show only the steps that apply
A rule says If and Then. If the department is IT, show the IT accounts task. If the client bought web hosting, show the hosting tier question. Rules can show or hide whole tasks, headings or single fields, so each run only contains what is relevant.
A rule fires wherever the answer is given: on the checklist page, in the Tasks Grid side panel or through the API. Everyone looking at the checklist sees the change without reloading, and a task a rule reveals is notified to its assignees, the same as one assigned by hand.
- Triggers: drop-down, multi-choice, short and long text, website, email, date and members
- Test for a value, its absence, or any answer; compare dates before or after
- Works on lists linked to a Data Set, stored against the record
Ownership
Assignments that make themselves
Assign a task in the template to named users or groups and every checklist inherits it. Or assign it by rule: to whoever creates the checklist, to the person or group given in a parameter when it starts, or to whoever is picked in a Members field during the run. Change that field and the assignment moves with it.
Static and dynamic assignments can be combined on one task. Tick Only Assignees Can Complete This Task to lock it to them, and copy an assignment to every other unassigned task in one go.
Timing
Due dates worked out for every run
A due date is a rule, not a date. Offset it in months, days, hours and minutes from the checklist start, the previous task, a named task, a date field or a parameter, before or after. Or pin it to a calendar position: next Friday, the last weekday of the month, the first weekday of next quarter, and seventeen more.
Dates anchored to a task are set when that task is completed, and dates anchored to a date field move when the field changes. Calendar times keep to the time zone of the person who set the rule, through daylight saving.
Reminders
Reminders and notifications on your terms
Standard notifications cover the basics: a task assigned to you, a task of yours running overdue, an @mention, a new comment on your task. Each person chooses email, Slack, both or neither.
Custom notifications are rules you add to the template. Pick the checklist or any tasks, choose a trigger (status changed, completed, uncompleted, not applicable, due in a set time, or overdue by a set time) and send it to users, groups or any email address. There is no limit, so a short reminder sequence takes a minute to set up.
Schedules
Recurring checklists that start themselves
A schedule creates a checklist from a template on a cadence: daily, weekly, monthly or yearly, every so many days, weeks, months or years, on chosen days of the week, or on fixed points such as the last weekday of the month or the last day of the quarter.
Each schedule has its own time zone, so 09:00 stays 09:00 through daylight saving. Checklist names can carry the date, week or quarter, and if the template has parameters you set their values once on the schedule.
Connections
Start and connect checklists from anywhere
A run link creates and opens a new checklist when someone clicks it. Put it in a wiki, an email or another checklist, or make it a shared checklist anyone can start, which suits support requests and self-serve processes.
For no-code connections, the CheckFlow Zapier app links to thousands of apps: start a checklist when something happens elsewhere, or act when a checklist starts, a task is completed or a file is uploaded. Developers get the REST API and nine webhook events, with delivery history and replay.
- Zapier triggers: New Checklist, Task Completed, File Uploaded
- Zapier actions: Create Checklist, Share Checklist
- Included on every plan
Automations an assistant can set up for you.
Describe the rule in plain words and let AI do the clicking. You stay in charge of what gets saved.
Schedules and webhooks over MCP
Through the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can create and update schedules, subscribe webhooks, and draft template changes such as custom notifications and conditional rules, then validate them before they are committed.
Read the MCP guideLogic and due dates, generated
Generate a template with AI and the draft already has conditional steps, group assignments, due-date rules and halts. Custom notifications you add yourself.
Try the AI generatorBuilt for developers too
API v3 covers checklists, tasks, templates, Data Sets, schedules and webhooks, with idempotent writes and replayable deliveries.
Developer overview
Run the Monthly IT Maintenance checklist on the first weekday of every month at 9am London time.
template: "Monthly IT Maintenance" repeats: "First Weekday of Month" time: "09:00" time_zone: "Europe/London"
Done. The first checklist will be created on Monday 2 November at 09:00 London time, with tasks assigned as the template sets them.
Templates that run on rules.
Recurring, assigned and dated out of the box. Adjust the rules to fit.
Keep exploring
Checklist automation questions
What is checklist automation?
Checklist automation means the checklist does the routine work itself: starting on a schedule, assigning each task, calculating due dates, showing only the steps that apply and sending reminders. In CheckFlow these rules are set once in the template and every checklist created from it follows them.
Can I connect CheckFlow to other apps without writing code?
Yes. The CheckFlow Zapier app connects to thousands of apps. It can start a checklist or share one when something happens elsewhere, and trigger actions in other apps when a checklist starts, a task is completed or a file is uploaded. See integrations.
How do I track overdue checklist items automatically?
Give tasks due dates, and CheckFlow alerts all of a task’s assignees when it runs overdue, or the team’s Administrators if the task is unassigned. Overdue alerts can be turned off by anyone who does not want them. Add custom notifications such as “overdue by 4 hours” to escalate further, and use the Overdue status in the Tasks Grid or the Overdue report view to see everything late at once.
How do I automate HR task assignments?
Assign each task in the onboarding or offboarding template to a group, such as IT, HR or Finance, so every new checklist is assigned the same way. For the parts that change per person, like the line manager, add a Member or Group parameter: whoever starts the checklist picks the manager and their tasks are assigned to them.
Can a checklist start itself on a schedule?
Yes. A schedule creates a checklist from a template on a recurring cadence: daily, weekly on chosen days, monthly, yearly, every so many intervals, or on points such as the last weekday of the month or quarter. Each run is assigned and dated by the template. See recurring checklist software.
Do due dates update when a date changes?
Yes. A due date anchored to a date field recalculates when the field changes, and one anchored to a task is set when that task is completed. Due dates anchored to the start date, or to a calendar position, are set when the checklist is created.
Is there an API and webhooks for developers?
Yes, on every plan. REST API v3 covers checklists, tasks, templates, Data Sets, schedules and webhooks, and nine webhook events push changes to your endpoint, with delivery history and replay. The MCP server gives AI assistants the same reach. See the developer overview.
Are automations included in every plan?
Yes. Conditional logic, dynamic assignments and due dates, custom notifications, recurring schedules, run links, Zapier, the REST API and webhooks are all included in the Business plan at $10 per user per month, or $9 billed annually. Try them free for 14 days, no card needed.
Let the checklist do the chasing.
Set up your first schedule and reminder sequence in a free trial.
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