Frequently Asked Questions

CheckFlow is cloud-based process management software that allows teams to build, run, and track recurring checklists and standard operating procedures. You create a template to define the tasks, content, and behaviour of a process — then run multiple checklists from that template, with tasks auto-assigned, deadlines enforced, and progress tracked in real time from a single dashboard. CheckFlow is used primarily by IT and HR teams at mid-size companies to manage recurring processes such as employee onboarding, offboarding, compliance reviews, and monthly maintenance checklists.

A template is the master blueprint of a process — it defines the tasks, content, controls, assignments, due date rules, and conditional logic. A checklist is an individual instance of that template. For example, if you have an Employee Onboarding template, you run a new checklist each time a new hire joins. Each checklist is unique to that hire but inherits the structure of the template. You can run unlimited checklists from a single template — and update the template at any time using version history and rollback.

CheckFlow is best suited to teams with recurring, multi-step processes that involve more than one person. The most common use cases are IT onboarding and offboarding, HR onboarding, employee lifecycle management, compliance and security audits, monthly maintenance reviews, MSP client onboarding, and any other recurring process where tasks need to be assigned, completed in order, and tracked to completion. If your team currently manages a process through spreadsheets, shared documents, or email chains, CheckFlow is designed to replace that.

CheckFlow and Process Street are similar in concept — both turn processes into structured, trackable checklists. The main differences are price and data visibility. CheckFlow’s Business plan is $10 per user per month; Process Street no longer publishes pricing and requires a sales call, with costs estimated at $415–$1,500/month for larger teams. CheckFlow also uses a grid-based dashboard that lets you see the status of all active checklists at a glance — which IT and operations teams managing large numbers of processes find far more practical. CheckFlow also includes features Process Street doesn’t offer on standard plans, including template version history, rollback, white-label sharing, and table controls. You can see a full comparison at checkflow.io/process-street-alternative.

Yes. You can build your existing processes directly in CheckFlow’s drag-and-drop template designer, which takes most teams a few hours for their core processes. If you’re migrating from another tool, our support team can help you through the process at no extra cost. Contact us if you have a large number of complex templates and we’ll advise on the best approach.

The free trial gives you full access to all Business plan features for 14 days — no credit card required. This includes unlimited templates and checklists, conditional logic, dynamic due dates, auto-assignments, custom notifications, recurring checklists, Zapier integration, REST API access, white-label sharing, and the real-time dashboard. You can test your real processes, not a stripped-down demo version. If you need more time to evaluate CheckFlow, contact us and we can extend your trial.

Yes. We understand that 14 days is sometimes not enough for a team to fully evaluate CheckFlow. Contact us and we will extend your trial — no questions asked.

Yes. Any template can be scheduled to run automatically — daily, weekly, monthly, quarterly, yearly, or any custom frequency. When the scheduled time arrives, CheckFlow creates a new checklist instance automatically, assigns tasks, and notifies the relevant team members. Nobody needs to remember to start it. You can find out more at checkflow.io/recurring-checklist-software.

Yes. You can share any checklist with an external user via a secure link — no account or login required on their end. You can add your own branding and subdomain for a white-label experience, protect the link with a password, and set it to expire after completion. This is included in the standard Business plan and is particularly useful for MSPs sharing checklists with clients, or HR teams sharing pre-boarding tasks with new hires.

We don’t publish a public roadmap as priorities can change quickly. We announce significant new features via email and on the CheckFlow blog. If you have a feature request, please contact us — customer feedback directly shapes what we build next.

CheckFlow’s Business plan is $10 per user per month, or $9 per user per month on annual billing. All features are included — there are no feature tiers or add-ons. The Enterprise plan is $18 per user per month and adds SSO (SAML), a dedicated database, direct read-only database access, and a dedicated success manager. Guest users (external collaborators who complete tasks via shared links) are free and unlimited. Full pricing details are at checkflow.io/pricing.

A member is a paid user of CheckFlow who has a login and can create templates, run checklists, and access the dashboard. Members are charged per user per month. Guest users — people who complete tasks via a shared checklist link without logging in — are free and unlimited on all plans.

CheckFlow accepts Mastercard, Visa, Maestro, American Express, Discover, Diners Club, JCB, and PayPal. Payments are processed securely by Paddle.

You can add or remove team members at any time from your account settings. Changes take effect immediately. If you add a member, a prorated charge is applied for the remainder of the billing period. If you remove a member, the change takes effect from the next billing period — there is no refund for the current period.

You will not be charged during your free trial. If you purchase a subscription while a free trial is still active, your card will not be charged until the trial ends. After that, you are billed at the start of each billing period (monthly or annually, depending on your plan).

If you’re ever unhappy with CheckFlow for any reason, contact our support team and we’ll make it right. We don’t believe in trapping customers. Read our full Fair Refund Policy for details.

Yes. There is no minimum contract. You can cancel at any time without penalty or hassle. Read our Fair Refund Policy for full details on what happens when you cancel.

Yes — non-profit and educational organisations receive 50% off any CheckFlow subscription. Contact us to apply.

CheckFlow uses physical, procedural, and technical safeguards to protect your data. We host in SSAE 16 / SOC2 certified data centres, implement firewalls and access restrictions on our servers, back up data regularly, and work with third-party security researchers to validate our practices. We never store or access sensitive payment details — all payment data is held by Paddle. You can read our full Security Statement for details.

Payments are processed by Paddle, one of the world’s most widely used payment processors. CheckFlow never stores or has access to card numbers or other sensitive payment details. We only receive confirmation of whether a payment has been made.

Yes. You can read our full GDPR statement in our Terms and Privacy policy. If you have specific data processing questions, please contact us.