Frequently Asked Questions

CheckFlow is cloud-based process management software for building, running and tracking recurring checklists and standard operating procedures. You define a process once as a template, then run it as a checklist every time it happens, with tasks assigned automatically, due dates set and progress visible to everyone in real time. IT, HR, operations and MSP teams use it for onboarding, offboarding, compliance reviews and other recurring work. See checklist software.

A template is the blueprint of a process: its tasks, fields, assignments, due date rules and conditional logic. A checklist is one run of that template. With an Employee Onboarding template, you start a new checklist for each new hire; each one keeps its own answers and record. You can run unlimited checklists from one template, and every save of the template is kept as a version you can roll back to. See the Template Designer.

Recurring, multi-step processes that involve more than one person: IT onboarding and offboarding, HR processes, compliance and security audits, MSP client onboarding, client onboarding, approvals and monthly maintenance. If a process lives in a spreadsheet, a shared document or an email thread today, and steps get missed, CheckFlow is built to replace that.

Yes. Generate with AI in the designer turns a Word, PDF, Excel or CSV file, a web page or a photo of a paper checklist into a template, which you check before anyone runs it. You can also build processes in the drag-and-drop Template Designer, which takes most teams a few hours for their core processes. If you are moving from another tool, we help at no extra cost; contact us if you have many complex templates.

Every Business plan feature for 14 days, with no credit card: unlimited templates and checklists, conditional logic, dynamic due dates and assignments, recurring checklists, custom notifications, sharing with your branding, Zapier, the REST API, webhooks, the MCP server, analytics and 150 AI credits for Generate with AI. You test your real processes, not a cut-down demo. Need longer? Contact us and we will extend it.

Yes. We know 14 days is sometimes not enough for a team to evaluate CheckFlow properly, especially when several departments need to try it. Email support@checkflow.io or start a chat and we will extend your trial, no questions asked. Your templates, checklists and settings carry on as they are.

Yes. Open the live employee onboarding checklist on demo.checkflow.io: it is a real CheckFlow checklist with no sign-up. Most template pages have their own live checklist too. If you would rather be shown around, book a demo and we will walk you through CheckFlow with your own processes in mind.

Most teams have their first process running the same day. Start from one of 450+ ready-made templates, generate one with AI from a description or a document, or build it in the designer, then invite your team. There is nothing to install. Already have checklists in Word, Excel or on paper? Convert them with AI, or send us up to three and we convert them for you. Enterprise plans include an onboarding consultation, and we help with migrations from other tools at no extra cost.

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. See checklists.

Yes, more than 450 free process templates across HR, IT, compliance, finance, operations, sales and more. Each one shows its phases and tasks, and most have a live checklist you can open without signing up. Copy one into your workspace and adapt it, or ask the free AI template generator for one that fits your process.

Nineteen. Input fields: Short Text, Long Text, E-Mail, Website, Date & Time, Drop-Down, Multi-Choice, Sub-Tasks, File Upload, Members, Table and Linked Checklist. Content fields: Text, Image, Video, File, Mail-To, Embed and Separator. Most input fields can be made required, so a task cannot be completed until they are filled in. See the Template Designer.

Yes. Conditional logic shows or hides tasks, headings and fields when an answer meets a rule, for example an extra security step only for admin accounts. Parameters set values when the checklist starts, so one template can cover several variations of a process instead of a separate version for each. See automations.

Yes. Mark a task as a halt and the tasks after it cannot be completed until it, and every task before it, is done. Combine a halt with a task only its assignee can complete and a required Approved / Not approved drop-down, and you have an approval step. See approval software.

Nothing, unless you choose. Saving a template creates a new version, and new checklists use it. Checklists already in progress stay on the version they started from, and when you save you can choose to update specific open checklists to the latest version. Completed checklists are never changed. You can view and roll back to any earlier version in the Library.

It records that the step does not apply to this run. The task shows 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, and the change is kept in the activity feed. See checklists.

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. Print any checklist or save it as a PDF from the browser’s print dialog, or export checklist and task data, so the record can go to an auditor or a client. See compliance checklists.

Yes. A standalone task is raised from the + menu in one dialog: give it a description, subtasks and files, then set assignees, a due date and tags. It suits one-off work around your processes. Standalone tasks do not support conditional logic, parameters or halts; for those, build a template. See tasks.

Yes. Raise a standalone task and attach it to the running checklist, from the checklist itself or from the Tasks Grid, as long as the template allows attached tasks. It inherits the checklist’s permissions, shows a paperclip and counts as one of its tasks, so the checklist cannot complete until it is done. See attached tasks.

One grid of every task across every checklist, plus standalone tasks, filtered by template, assignee, status and search text. Save a filter as a private, group or team-wide view, snooze tasks out of your own way, and reassign in bulk. Each task has one of eight statuses, such as Due Today, Overdue or Halted, and the grid updates in real time. See tasks.

It depends on whether it is assigned. An unassigned standalone task can be seen and picked up by everyone with access to the Tasks Grid. Once assigned, only its assignees and Administrators can see and act on it. A task attached to a checklist also inherits that checklist’s permissions, so someone who cannot see the checklist will not see the task. See tasks.

No. Snoozing only hides the task from your own grid until the time you choose, such as tomorrow or next week. The due date is unchanged, so the task still goes overdue at the original time, and nobody else’s grid is affected. When the snooze ends the task reappears, and the Snoozed Tasks view lists everything you have snoozed.

Yes. Any template can run on a schedule: daily, on chosen weekdays, weekly, monthly, yearly, every so many intervals, or on points such as the last weekday of the month or quarter. When the time comes, CheckFlow creates the checklist, assigns its tasks, sets its due dates and notifies the people involved, so nobody has to remember to start it. See recurring checklist software.

Assign each task in the template to a person or a group, such as IT, HR or Finance, and every new checklist is assigned the same way. For the parts that change each time, like the line manager, add a Member or Group parameter: whoever starts the checklist picks the person and their tasks go to them. A Members field filled in during the run can assign later tasks. See automations.

Each task’s due date is a rule rather than a fixed date. Anchor it to the checklist start, a date field such as a start date, the completion of another task, a parameter, or a calendar position such as next Monday. A due date anchored to a date field recalculates when that field changes. See automations.

CheckFlow alerts all of the task’s assignees, or the team’s Administrators if the task is unassigned. Anyone who does not want overdue alerts can turn them off. Add custom notification rules, such as “overdue by 4 hours”, to escalate to a manager, and use the Overdue status in the Tasks Grid to see everything late at once. See automations.

Standard email and in-app notifications for assignments, overdue tasks, @mentions and new comments, which each person can also receive in Slack. Custom notification rules in a template tell users, groups or external recipients when something specific happens, such as a task being completed. A Send Email field can send a composed email from a task, by hand or automatically. See automations.

Yes. A run link starts a checklist from a URL, including on a shared checklist completed by people without an account. Zapier can start or share a checklist when something happens in another app, such as a deal closing in your CRM, and the REST API and the MCP server can create checklists too. See integrations.

Draft templates and work alongside you. The free generator and in-app Generate with AI build checklist templates from a description or your documents. Through the MCP server, an AI assistant can start checklists, fill in fields, complete tasks, build templates and update Data Sets for you, acting as the member whose API key it holds. Completing and approving work stays with your team. See AI in CheckFlow.

Yes. The AI template generator needs no account or credit card. Describe a process and it returns a checklist template, or a close match from our library. There is an hourly limit to keep it free for everyone. To edit the template and run it with your team, start a free trial; adding it to your workspace uses no credits.

Generate with AI in the designer uses credits shared by the team: 250 a month for each paid user on Business, 750 on Enterprise, and 150 for a whole free trial. A template from a description typically uses 5 to 10 credits, and one from documents 20 to 40. More can be bought in packs. The MCP server, the REST API and the public generator use no credits. See pricing.

Any AI assistant that can connect to an MCP server, including Claude, ChatGPT, Gemini, Grok and Copilot. Connect it with an API key and it can start checklists, work through tasks, build templates and update Data Sets. The docs give step-by-step setup for Claude Code, Claude Desktop, Cursor and VS Code. Read the MCP server guide.

All of them. The MCP server, the REST API and webhooks are included on every plan, starting with Business at $10 per user per month, or $9 billed annually, and in the free trial. There is no AI surcharge: the MCP server uses your API key and no AI credits, and its requests share the workspace’s API rate limit. See developers.

No. Generate with AI runs on CheckFlow’s own Microsoft Azure AI resource in your workspace’s region, using an OpenAI model hosted by Microsoft. Microsoft does not use prompts or results for training, nothing is sent to OpenAI, and documents are discarded after reading. What an AI assistant reads through the MCP server is handled by that assistant’s provider. See AI in CheckFlow.

Yes. On the AI tab of Team Management, Administrators can turn off AI features and AI assistant connections separately, for the whole team, and choose which Members hold the AI.User permission. An AI assistant can only ever act as the member whose API key it uses, and every change it makes is recorded in that person’s name.

A Zapier app that connects to thousands of other apps, Slack notifications, webhooks for nine kinds of event, REST API v3 and an MCP server for AI assistants. Inside checklists, the Embed and Video fields bring other web pages and videos into a task. Enterprise adds SAML single sign-on and a custom email sending domain. See integrations.

Yes, through Zapier. The CheckFlow app can start a Zap when a checklist is created, a task is completed or a file is uploaded, find a checklist, and create or share a checklist when something happens in another app. You need a Zapier account and an API key from one of your Administrators. See integrations.

Yes, on every plan. REST API v3 covers checklists, tasks and their fields, standalone tasks, templates and drafts, Data Sets, schedules and webhooks. It is documented in the API Reference, a Swagger UI that needs no key to read. An Administrator creates API keys in Team Management, and each key acts as a member or as the workspace. See developers.

Nine: new_checklist, checklist_completed, task_completed, task_assigned, comment_created, file_uploaded, and data_set.record.created, updated and deleted. Deliveries are signed, tried again if they fail (five attempts in all over a few hours), kept in a delivery history for 30 days and can be replayed. See developers.

Yes. An Administrator adds the CheckFlow for Slack app to your Slack workspace once. Each person then picks Email, Slack, both or neither for each notification type: assignments, overdue tasks, @mentions, new comments and your templates’ custom notification rules. CheckFlow matches people to Slack by their email address. See integrations.

Yes. Share any checklist by a secure link and anyone with it can complete their steps without an account or login; their changes are logged as Anonymous User. Add a password, an expiry date or expiry on completion. Add your logo, name and a subdomain such as yourcompany.checkflow.io. It is all on the Business plan, and suits MSPs sharing with clients or HR sharing pre-boarding tasks. See sharing and white label.

A Guest has a CheckFlow login and sees only the tasks assigned to them, which they can complete and comment on, with their actions logged under their own name. Guests receive assignment and overdue emails. An anonymous user has no account: they open a shared checklist by its link and their changes are logged as Anonymous User. Both are free and unlimited. See sharing.

No. Only Administrators and Members take a paid seat. Guests and anonymous users on a shared link are free and unlimited on every plan, with no fair-use cap, so you can bring in clients, contractors, new hires before day one and suppliers without adding to your bill. See pricing.

Yes. A shared checklist can be embedded in another page, such as a client portal or an intranet. With embedding switched on it shows without CheckFlow’s own frame, so there is no CheckFlow menu or icon around it. Shared checklists are served from a checkflow.io subdomain; a fully custom domain is not available. See sharing and white label.

In the Reports Grid. It lists every running and finished checklist with its status, progress and overdue tasks, updated live as people work. Filter by template, tag, status or assignee, save views, and for a single template see each task’s status and each field’s answer. Export any view to CSV, Excel or PDF. See analytics and reporting.

Trends across your processes: checklists started and completed, cycle time, overdue and late work, and breakdowns by template, person and step, including the bottleneck tasks that slow a process down. Filter by date range, template, user and tag. Analytics is open to Administrators and to Members with the Analytics.Viewer permission, and its grids export. See analytics and reporting.

Yes. Checklists, tasks, reports and analytics grids export to CSV or Excel, which Power BI, Tableau and other tools read, and to PDF. On Enterprise you can also have a dedicated database with read-only access for teams of 10 or more paid users, which BI tools such as Power BI or Tableau can query directly. There is no built-in BI connector. See analytics.

CheckFlow uses physical, procedural and technical safeguards to protect your data. It is hosted on Microsoft Azure, whose data centres are covered by Microsoft’s independently audited SOC 1 and SOC 2 Type 2 reports and ISO/IEC 27001 certification; CheckFlow holds no certification of its own. Connections use TLS 1.2 and above, data is backed up regularly, and firewalls and access restrictions protect our servers. See security and the Security Statement.

On Microsoft Azure. Primary hosting is in the United States. Other regions, including the EU, are available on both the Business and Enterprise plans for customers who need their data stored in a particular region, and backups of EU-hosted data stay in the EU. Ask us when you sign up. See security.

Data in transit is encrypted: connections to CheckFlow use TLS 1.2 and above. Encryption of data at rest is available on dedicated database instances, which Enterprise teams of 10 or more paid users can have. Backups are geo-replicated to a paired data centre. See security for backup frequency and recovery.

Yes. Two-factor authentication with an authenticator app is available to everyone who signs in with an email and password, on every plan. SAML single sign-on with Azure AD, Google Workspace, Okta, Microsoft ADFS and other SAML providers is part of Enterprise ($18 per user per month ($16.20 billed annually) with a minimum of 5 users). See security.

Payments are processed by Paddle, one of the most widely used payment processors for software companies. CheckFlow never stores or sees card numbers or other sensitive payment details; they are held by Paddle. We only receive what we need to know, such as whether a payment has been made. See pricing for the payment methods we accept.

CheckFlow has a GDPR compliance programme covering the EU GDPR and the UK GDPR. Customers who control EU or UK personal data can sign a data processing agreement and Standard Contractual Clauses by emailing privacy@checkflow.io. Read the GDPR statement and the subprocessor list in our terms, or contact us with specific questions.

Yes. Send it to support@checkflow.io, and send data processing agreement requests to privacy@checkflow.io. Our security page answers the common questions on hosting, encryption, backups, access control and certifications, and links to the Statement on Security and the Information Security Policy, which often cover what a questionnaire asks.

You can export your data at any time during your subscription. After your account closes, customer data is deleted within 90 days, or sooner if you ask, and purged from backups as they rotate. We can confirm in writing once deletion is complete. See security.

The Business plan is $10 per user per month, or $9 billed annually, with every core feature included: templates, checklists, automation, AI, integrations and analytics. Enterprise is $18 per user per month ($16.20 billed annually) with a minimum of 5 users, and adds SAML single sign-on, a dedicated database with direct read-only access, more AI credits and a dedicated success manager. Guests are free and unlimited on both. Full details are on the pricing page.

No, but three things are free. The 14-day trial includes every Business feature with no credit card. Guests and anonymous users on shared links are free on every plan. And the AI template generator and the template library are free to use without an account. Paid users start at $9 per user per month on annual billing. See pricing.

Business includes everything most teams need. Enterprise, with a minimum of 5 users, adds SAML single sign-on, a custom email sending domain, unlimited file storage instead of 25 GB per user, 750 AI credits per paid user instead of 250, a dedicated database with read-only access for 10 or more paid users, priority support, a dedicated success manager and an onboarding consultation. See the plan comparison.

A Member is a paid user with a login who can run checklists, work on tasks and use CheckFlow day to day, but has no access to billing or team management. Permissions such as Template.Creator decide what a Member can create, and template and checklist permissions decide what they can see and run. Administrators are paid users with full access. Guests and anonymous users on shared links are free and unlimited on every plan. See pricing.

Mastercard, Visa, Maestro, American Express, Discover, Diners Club, JCB and PayPal. Payments are processed securely by Paddle, which also handles sales tax and VAT; our prices exclude tax, and local taxes may apply depending on where you are. You can pay monthly or annually, and annual licences are available on request.

An Administrator adds and removes users in Team Management. A new Administrator or Member takes effect immediately, with a prorated charge for the rest of the billing period where applicable. A removed user stops being billed from the next billing period; there is no refund for the current one. Guests can be added at any time and are always free.

Not during your free trial. You are charged only when you buy a subscription and its billing period starts. If you subscribe while your trial still has time left, we move your first billing date so you do not lose any of the trial. After that you are billed at the start of each monthly or annual period. See pricing.

Simple: if you are ever unhappy with CheckFlow, for any reason, contact our support team and we will make it right. We do not believe in trapping customers with small print or retention scripts. Read the full Fair Refund Policy for the details, or email us and a person will sort it out.

Yes. There is no minimum term on monthly billing, on Business or Enterprise, so you can cancel month to month without penalty or a call with a retention team. The Enterprise 5-user minimum is about seats, not term. Export anything you want to keep before you go. Read the Fair Refund Policy for what happens when you cancel.

Yes. Non-profit and educational organisations receive 50% off any CheckFlow subscription. To apply, email support@checkflow.io or contact us another way, tell us about your organisation, and we will set it up. You can start the free trial while you wait.

We reply to every email within 24 hours. Live chat suits quick questions; if nobody is available, leave a message and we will answer by email. Enterprise customers get top-level priority support and a dedicated success manager. The documentation is always available for self-serve answers. See help and support.

Every plan has the self-serve knowledge base at docs.checkflow.io, plus chat, email and scheduled video support, so a problem that is easier to show than describe can be looked at together on a call. Enterprise adds top-level priority support, a dedicated success manager, an onboarding consultation and early access to new features. See pricing.

Start with the getting started guide, then the documentation, which covers every feature from the designer to the API and the MCP server. The blog has practical guides to onboarding, offboarding, SOPs, compliance and recurring checklists, and the template library shows how real processes are built.

We do not publish a public roadmap, because priorities can change quickly. Significant new features are announced by email and on the CheckFlow blog, as the API v3 and MCP server launches were in September 2026. If you have a feature request, tell us: customer feedback directly shapes what we build next, and Enterprise customers get early access to new features.