Track · Real-time

Real-time checklist collaboration. Everyone sees the same thing.

When one person ticks a task, fills in a field or uploads a file, everyone with that checklist open sees it straight away, on any device. The Reports Grid and the Tasks Grid move with it.

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In short

Last updated

Real-time updates in CheckFlow mean every open copy of a checklist shows the same state. When someone completes a task, enters data or a rule reveals a step, the change appears for everyone looking at it, including people on a shared link, without a page refresh. The Reports Grid, the Tasks Grid and the Library update the same way. It suits hand-overs, onboarding days and incidents, where several people work at once.

One checklist. Always current.

No stale screens

Nobody works from an old copy or overwrites a colleague’s change. There is one checklist, and it is always up to date.

Fewer “is it done yet?” messages

Progress shows on the checklist and in the Reports Grid as it happens, so nobody has to ask.

A record as you go

Each completion carries a name and a time the moment it is ticked, which makes hand-overs and reviews simple.

Collaboration

Several people, one checklist, at the same time

Tick a task on your laptop and it shows as complete on a colleague’s screen straight away, stamped with your name and the time. Fill in a field and the value appears for everyone else looking at that checklist. Nobody reloads, and nobody asks in chat whether it is done.

Each person works their own tasks in parallel. Halt tasks still enforce order where it matters, so parallel work never skips a step that has to come first. When a conditional rule shows or hides a step, that change reaches everyone too.

  • Works across browsers, devices and people
  • Shared-link users included
  • Nothing to switch on: it is how every checklist works

Use cases

Where live updates make the difference

Real-time sync matters most when work moves between people quickly. These are the three places teams notice it first.

  • Shift and team hand-overs

    The incoming shift sees exactly what the outgoing shift finished, with names and times, and what is still open. No hand-over note to write.

    On-call handover checklist

  • Onboarding days

    HR, IT, facilities and the line manager work their own tasks on one onboarding checklist and see each other moving. The manager knows the laptop is ready before walking over.

    Employee onboarding templates

  • Incident response

    Engineers work in parallel while the incident lead watches steps complete, instead of interrupting for status. Afterwards the checklist is a timestamped record for the review.

    Incident management checklist

Visibility

A Reports Grid that keeps up with the work

The Reports Grid lists one row per checklist with its status, when it started, how many tasks are complete and how many are overdue. When someone ticks a task anywhere in the team, the row updates on your screen: the count goes up and the status turns to Completed when the last task is done. Save the filters you use as a report view and the live list is one click away.

The Tasks Grid works the same way for every task across every checklist, plus standalone tasks, with statuses such as Due Today, Overdue and Halted. For trends over time, such as cycle times and overdue rates, use analytics and reporting alongside the live view. The same live updates apply in the Library.

See the Tasks Grid

Outside your team

Customers and partners update in real time too

Sync includes people who open a checklist through a shared link. When a customer, supplier or new starter completes their step, your team sees it on the checklist and in the Reports Grid straight away, logged as Anonymous User with the date and time.

Shared checklists can carry your logo on your own subdomain, and anonymous users and Guests are free on every plan.

Shared and branded checklists

How it works

How real-time works for a team

There is nothing to set up. Real-time sync is simply how CheckFlow works.

  1. 01

    Start a checklist

    By hand, on a recurring schedule, from a run link or from another system. Tasks are assigned as the template says and assignees are told.

  2. 02

    Everyone opens the same checklist

    From their notification, the Tasks Grid or the Reports Grid. There is one copy, and everyone sees its current state.

  3. 03

    Work happens in parallel

    Each completion and each answer is pushed to everyone else straight away, while halt tasks keep the order that matters.

  4. 04

    The record is already written

    Every completion is logged against a name and a time, so a finished checklist doubles as evidence of how and when the work was done.

AI

Ask an assistant where things stand.

The live view is for people. An AI assistant can read the same checklists and tasks when you would rather ask than look.

  • Status questions over MCP

    Connect Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant to the CheckFlow MCP server and ask what is open, what is overdue and who it is assigned to. The assistant reads your checklists and the Tasks Grid with the permissions of its API key.

    Read the MCP guide

  • Push changes to other systems

    Webhooks post to your endpoint the moment a checklist starts, a task is completed or assigned, a comment is added or a file is uploaded. No polling.

    Developer overview

  • A template from a sentence

    Describe the process and the free AI checklist generator drafts a template your team can run together.

    Try the AI generator
AI assistantcheckflow MCP · connectedIllustrative example

Which onboarding checklists have overdue tasks right now?

checkflow · list_my_workdone
template: "Employee Onboarding"
status:   "Overdue"
→ 2 tasks · 2 checklists

Two: "Return signed contract" on Sam Lee’s onboarding, due Tuesday 6 October, and "Ship monitor and headset" on Jo Patel’s, due Wednesday 7 October. Want me to comment on both to remind the assignees?

Templates teams work on together.

Built for several people working one checklist at once.

Information TechnologyLive demo

IT Incident Management Process Checklist

6 phases · 30 tasks
Information TechnologyLive demo

On-Call Handover Checklist

6 phases · 31 tasks
Employee OnboardingLive demo

Employee Onboarding Checklist

6 phases · 60 tasks
Browse all templates

Real-time questions

What is a real-time checklist?

A real-time checklist is one that several people can work on at once, where every change appears for everyone straight away. In CheckFlow, completing a task, entering a value or uploading a file updates every open copy of the checklist, the Reports Grid and the Tasks Grid without a refresh.

Do I need to refresh the page to see changes?

No. CheckFlow pushes changes to every open browser as they happen. Checklists, the Reports Grid, the Tasks Grid and the Library all update in place, so what you see is always the current state.

Can several people work on the same checklist at once?

Yes. Any number of team members can have the same checklist open and complete their own tasks in parallel. Each change reaches everyone else immediately, so nobody works from stale data or overwrites a colleague’s change. Halt tasks still enforce order where one step must finish before the next can start.

Do customers completing a shared checklist update in real time too?

Yes. Sync includes anonymous users who open a checklist through a shared link. When a customer or partner completes a step, your team sees it on the checklist and in the Reports Grid straight away, logged as Anonymous User. See shared and branded checklists.

How can I tell who completed a task?

Every completed task shows who completed it and when, and the checklist’s activity feed keeps the same detail for every completion, answer, file and comment. Because the stamp appears for everyone as soon as the task is ticked, it doubles as a live hand-over record.

Can I see real-time checklist analytics?

The Reports Grid is the live view: status, tasks completed and overdue tasks for every checklist, updated as people work. For analysis over time, such as cycle times, overdue and late tasks, and which step slows a process down, use analytics and reporting, which you filter by date range, template, user and tag.

Does real-time sync work on phones and tablets?

Yes. CheckFlow runs in the browser on phones and tablets, and a task ticked on a phone appears on everyone else’s screen the same way. It needs a connection to save, so wait for signal before completing tasks in a basement or on a remote site.

Which plans include real-time sync?

All of them. Real-time sync is part of the Business plan at $10 per user per month, or $9 billed annually and of the Enterprise plan, and it is included in the 14-day free trial with no credit card needed. See pricing.

See your team’s work as it happens.

Start a checklist, share it with a colleague and watch it update.

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