Run · Checklists

Digital checklists that record who did what, and when.

Each checklist is one run of a template. Tasks arrive assigned and dated, people fill in fields, attach files and comment, and every step is stamped as it happens.

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In short

Last updated

A CheckFlow checklist is one run of a process, created from a template by hand, on a schedule or from a link. Each task has an owner, a due date and the fields it needs to record. People complete tasks, mark steps not applicable, comment and upload evidence, and every change is logged with a name and a time. It suits any team that runs the same process again and again.

A checklist that does more than hold a list.

Everyone knows their part

Tasks are assigned to people or groups as the checklist starts, and each assignee is told by email or Slack.

Nothing gets ticked half done

Required fields block completion until they are filled in, and halt tasks keep later steps locked until earlier ones are done.

The record writes itself

Every completion, answer, file and comment is logged with a name and a time, so a finished checklist is your evidence.

Tasks

Each task carries its instructions and its fields

Open a task and everything needed is in one place: the instructions, the fields to fill in and any files to download. A required field must be answered before the task can be completed, and a required sub-task list must be fully ticked.

Answers do not have to be typed twice. A value entered in one task can appear later in the checklist, for example in the subject of a pre-written email, and picking a record from a Data Set can fill in the fields that go with it, such as the region and account manager.

  • Text, dates, drop-downs, multi-choice, sub-tasks, members, tables and file uploads
  • Validation runs when the task is completed, with the error shown under the field
  • Complete a task inline from the dashboard or the Tasks Grid, with required fields still enforced

Ownership

Assignments, due dates and reminders

Assignments and due dates come from the template, so they are in place the moment a checklist starts. You can still change an assignee or a due date on one checklist without touching the template. Tasks set to only assignees can complete are greyed out for everyone else.

When a task is assigned, the assignees are told. When it runs overdue, all of its assignees are told, or the team’s Administrators if nobody is assigned, and anyone who would rather not get overdue alerts can turn them off. Need an extra step that is not in the template? Raise a standalone task and attach it: it follows the checklist’s permissions, and the checklist is not complete until it is done.

  • Assign to people, groups, the checklist creator or a person named at the start
  • Notifications by email, Slack or both, per person
  • Every task across every checklist in one grid
See the Tasks Grid

Control

Not applicable, halts and approvals

Some steps do not apply to every run. Mark a task Not Applicable and it is cleared out of the way, shown as N/A with your name and the date, and counted as done for the progress bar and for halts. Its required fields are skipped, because the work was not done.

Where order matters, a halt task keeps everything after it locked until it is complete. Make that task assignee-only and you have an approval step nobody else can sign off. If a conditional rule hides a halt task, it stops blocking, so the two never deadlock.

  • Not Applicable is on by default and can be switched off per template
  • Two kinds of halt: this task, or this task and everything before it
  • Tasks behind a halt stay greyed out until they can be done

Collaboration

Comments, @mentions and attachments

Discuss the work on the task itself. Type @ to mention a person or a group, and they get an email with a link straight to the comment. Assignees hear about new comments and attachments too, and nobody gets the same email twice.

Attach any file to a task, or use a File Upload field when the process needs evidence. On a phone, File Upload offers the camera, so a photo goes straight onto the step it proves.

Sharing

Share a checklist with people outside your team

Switch on sharing and send the link. Clients, suppliers and new starters complete their part in the browser without an account, and their changes are logged as Anonymous User. Add a password, an expiry date or expire-on-complete, and show your own logo on your own subdomain.

Prefer that they log in? Add them as a Guest: guests see and complete only the tasks assigned to them. Guests and anonymous users are free and unlimited on every plan.

Shared and branded checklists
AI

Let an assistant work the checklist with you.

Connect the AI assistant you already use. It works through your checklists with the same permissions as the person whose API key it holds.

  • Work tasks from your assistant

    Over the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can start a checklist from a template, fill in fields, complete, reassign or snooze a task, add a comment, or raise a standalone task and attach it.

    Read the MCP guide

  • No template yet? Describe it

    The free AI checklist generator drafts a template from a sentence, with the fields, conditional steps and due dates already in place.

    Try the AI generator

  • REST API and webhooks

    Start a checklist from your own systems, and get a webhook the moment a task is completed or a file is uploaded.

    Developer overview
AI assistantcheckflow MCP · connectedIllustrative example

Record serial number PF3K-2291 on the laptop handover for Sam Lee.

checkflow · set_task_fieldsdone
checklist:     "Employee Onboarding – Sam Lee"
task:          "Hand over the laptop"
Serial number: "PF3K-2291"
→ 1 field updated · 1 required field left

Saved the serial number. "Hand over the laptop" still needs the signed handover form before it can be completed. Do you want me to remind Marco in a comment?

See a real checklist before you sign up.

Each template page has a live example checklist you can click through.

Employee OnboardingLive demo

Employee Onboarding Checklist

6 phases · 60 tasks
ComplianceLive demo

ISO 27001 Compliance Checklist

6 phases · 68 tasks
Information TechnologyLive demo

Disaster Recovery Audit Checklist

6 phases · 35 tasks
Browse all templates

Checklist questions

What is a digital checklist?

A digital checklist is a checklist people work through in software rather than on paper or in a spreadsheet. In CheckFlow each checklist is a run of a template: every task has an owner and a due date, the fields record what was found or done, and every step is stamped with who completed it and when. See checklist software for how that compares with documents and spreadsheets.

Can people outside my team complete a checklist without an account?

Yes. Share the checklist and anyone with the link can open it and complete tasks without signing up or logging in. Their changes are logged as Anonymous User. You can protect the link with a password, an expiry date, or expiry once the checklist is complete. Anonymous users and Guests are free and unlimited.

Can different people own different tasks in one checklist?

Yes. Each task can be assigned to its own people or groups, so IT, HR, finance and the line manager can each work their part of one onboarding checklist. Assignments can come from the template, from a person chosen when the checklist starts, or from a Members field filled in during the run.

What does marking a task Not Applicable do?

It records that the step does not apply to this run. The task is shown as N/A with your name and the date, its required fields are skipped, and it counts as done for the progress bar, halt tasks and checklist completion. You can mark it applicable again at any time.

How do I prove a checklist was completed properly?

Every checklist keeps an activity feed: each completion, field value, file upload, comment and Not Applicable is recorded against the person who did it and the time. You can print a checklist or save it as a PDF from the browser’s print dialog, and checklist and task data can be exported, so the record can go to an auditor or a client.

Can I add a task that is not in the template?

Yes. Raise a standalone task and attach it to the running checklist. It inherits the checklist’s permissions, shows a paperclip, and counts as one of the checklist’s tasks, so the checklist cannot complete until it is done. See tasks.

Does CheckFlow work on phones and tablets?

Yes, in the browser. CheckFlow is a responsive web app that you can add to your home screen, and File Upload fields can take a photo with the device camera. There is no native iOS or Android app, and it needs a connection to save, so test it where your team actually works.

How much do checklists cost?

Checklists are unlimited on every plan. The Business plan is $10 per user per month, or $9 billed annually, and Guests and anonymous users are free. Try it for 14 days with no credit card. See pricing.

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