Every team has processes that run on a schedule — weekly maintenance checks, monthly security reviews, quarterly compliance audits, an annual data retention and disposal review, annual licence renewals. Most teams manage these from memory, a shared spreadsheet, or a calendar reminder that points to a document nobody fully follows.
CheckFlow replaces all of that. Build your checklist once, set the schedule, and CheckFlow creates a new instance automatically every time it’s due — with tasks assigned to the right people, deadlines in place, and automatic reminders firing before and after every deadline.
“Helps us make sure nothing is forgotten when onboarding new staff”
- IT Manager, CheckFlow customer
If a process runs every month, it should never depend on someone remembering to start it.
Monthly review was due last Tuesday. Nobody started it because everyone assumed someone else would. It’s now two weeks late and the window for the data has passed. This happens every time a recurring process lives in a calendar reminder rather than an automated scheduler.
The process ran — probably. There’s no timestamped record of who completed each step, only an email chain that’s impossible to search. When the compliance team asks for evidence, the answer is a best-effort reconstruction.
The person who ran it last month did it one way. The person covering this month does it their way. Without a structured, enforced checklist, recurring processes drift — and quality depends on who happens to be available.
Someone has to remember to email the team before the monthly deadline. Then follow up when tasks are overdue. Then check in again. This is not a good use of a manager’s time, and it still doesn’t guarantee the process gets done.
You have five recurring processes running this month across different teams. Where is each one up to? Without a dashboard, the only way to find out is to ask — and interrupting the team to get a status update defeats the purpose of the process.
The monthly check only worked because Sarah always kicked it off. Sarah is on holiday. Now what? Recurring processes that depend on one person’s memory are one resignation away from breaking permanently.
Build once. Run forever.
Design your recurring process in CheckFlow’s drag-and-drop template editor. Define every step, add controls to capture the data you need, assign task owners by role or name, and configure due date rules relative to when the checklist starts. Build it once — every future run uses the same template.
Choose when and how often the checklist should run — daily, weekly, monthly, quarterly, yearly, or any custom frequency you define. CheckFlow creates a new checklist instance automatically every time it’s due. Nobody has to remember to start it, and nobody can forget.
When each instance runs, tasks are automatically assigned and team members are notified immediately. Reminders fire before and after every deadline. Your dashboard shows the real-time status of every active recurring checklist at a glance. Every completed run is archived with a full audit log.
Set up any schedule you can describe — daily, weekly, monthly, yearly, every other Thursday, or every 3 months on the 15th. CheckFlow covers every recurrence scenario.
Build the checklist once and CheckFlow creates each new run automatically, with tasks assigned and reminders fired. No manual setup, nothing to remember.
Set checklists to run daily, every weekday, weekly on a specific day, monthly on a date, every other Thursday, quarterly, yearly — or define a completely custom pattern. CheckFlow’s scheduler covers every recurrence scenario. Once configured, it runs without any manual input.
Learn MoreDefine task owners in your template by name or role. Every time the checklist runs, tasks are automatically assigned and the right people are notified immediately. If the assignee changes, update the template once and it applies to every future run — no retroactive changes needed.
Learn MoreCheckFlow’s grid-based dashboard shows you the live status of every active checklist — including all currently running recurring instances — in a single view. See which are on track, which have overdue tasks, and who is responsible, without clicking into each one or asking anyone for an update.
Learn MoreConfigure custom email notifications for each task — reminders before the deadline, alerts when something becomes overdue, and confirmations when steps are completed. Automatic reminders replace manual chasing and ensure every deadline is visible to the right people at the right time.
Learn MoreEvery completed instance of a recurring checklist is archived with a timestamped log of who completed each task and when. When a compliance review, client audit, or internal review asks for evidence that a process was followed, the record is already there — complete, structured, and searchable.
Learn MoreNeed to update the checklist template? CheckFlow’s version history records every change, and rollback lets you revert to any previous version if needed. Improve your recurring processes safely over time — without the risk of accidentally breaking something that was working.
Learn MoreAny process your team runs on a schedule can be a CheckFlow recurring checklist. Here are the most common.
Any process your team runs more than once belongs in CheckFlow. IT teams can start from the free IT help desk daily, on-call handover and monthly IT maintenance checklists. Build your first recurring template in under an hour — free trial, no card required.
Security teams can start from a ready-made schedule, such as the six-monthly Firewall Rule Review Checklist or the other cybersecurity templates.
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Recurring checklist software automatically creates and runs structured process checklists on a schedule — daily, weekly, monthly, or any custom frequency — without anyone needing to start them manually. Each run assigns tasks to the right team members, fires reminders before and after deadlines, and archives a complete record of completion. CheckFlow is purpose-built for this use case, with a flexible scheduler, automatic task assignment, custom notifications, and a real-time dashboard showing the status of every active checklist. Learn more about the recurring checklists guide.
Calendar reminders tell someone to start a process — they don’t start it, assign tasks, enforce order, or track completion. Shared spreadsheets let people mark things as done but have no way to assign tasks, send reminders, or create a reliable audit trail. CheckFlow is active: it starts the checklist automatically, assigns every task to the right person, fires reminders without manual input, prevents steps being skipped, and archives a timestamped record of every completed run.
CheckFlow supports daily, weekly (on specific days), monthly (on a specific date or day of week), quarterly, yearly, and fully custom schedules. Examples include “every Monday”, “the 25th of every month”, “every other Thursday”, “first working day of each quarter”, and “every 3 months on the 15th”. If you can describe the schedule, CheckFlow can handle it.
Yes. Each task in a CheckFlow template can have its own assignee — a named user, a role, or a team. When the recurring checklist runs, every task is assigned automatically and each assignee is notified immediately. You can also use parameterised assignments to vary who is assigned based on input at the time the checklist starts — useful for processes where the assignee changes each cycle. See Automations for details.
Yes. CheckFlow’s grid-based dashboard shows the live status of every active checklist — including all currently running recurring instances — in a single view. You can filter by template type, assignee, or status, and see at a glance what is on track, what is overdue, and who is responsible. This is particularly useful for teams running multiple recurring processes simultaneously.
Every completed instance of a recurring checklist is archived in CheckFlow with a full audit log — showing who completed each task, when it was completed, and what data was captured. You can search and review past runs at any time. This audit trail is particularly valuable for compliance, security reviews, and operational accountability.
CheckFlow’s Business plan is $10 per user per month (or $9 on annual billing). Recurring checklists and all other features — conditional logic, dynamic due dates, auto-assignments, custom notifications, white-label sharing, Zapier integration, and the REST API — are included. Free trial, no credit card required. Full pricing at checkflow.io/pricing.
For one-off and ad-hoc processes, see checklist software.