Recurring checklist software that starts every run on time.
Build the checklist once and set the schedule. Every week, month or quarter CheckFlow creates the next run, assigns its tasks, sets its deadlines and sends the reminders, whether or not anyone remembers.
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Recurring checklist software creates a new run of a process on a schedule, so nobody has to remember to start it. In CheckFlow a schedule starts checklists from a template daily, weekly, monthly, yearly or on fixed points such as the last weekday of the quarter, in its own time zone. Each run arrives assigned, with due dates and reminders. It suits IT, finance, compliance and operations teams.
If a process runs every month, nobody should have to remember to start it.
It starts on time
The schedule creates each checklist shortly before it is due, with the right name and the right template version.
It runs the same way every time
The same steps, owners and rules on every run, whoever happens to be in that week.
The evidence builds itself
Every run keeps who completed what and when, ready for an audit or a review.
How it works
Build once. Schedule it. Let it run.
- 01
Build the template
Lay out the steps in the template designer, add the fields each step records, assign owners and set due dates relative to when the checklist starts.
- 02
Set the schedule
Pick the template, a name pattern, how often it repeats, the days and the time zone. Switch it on.
- 03
Each run arrives ready
Tasks are assigned and their owners are told by email or Slack. Due dates are worked out and reminders go out before and after them.
- 04
The record builds up
Every completed run keeps its answers, files and completion stamps, and shows in Reports and the template’s analytics.
Cadences
Every cadence the scheduler supports
A schedule repeats on a cadence built from three fields: Repeats, Repeats Every and Repeat On. These are the ten Repeats options.
| Repeats | What it does | For example |
|---|---|---|
| Daily | Every day or every few days, or only on the weekdays you tick | Daily help desk checks, Monday to Friday |
| Weekly | Every week or every few weeks, on the days you tick | Every other week on Monday and Thursday |
| Monthly | Every month or every few months | A quarterly review every 3 months |
| Yearly | Every year or every few years | An annual licence review |
| First Weekday of Month | The first Monday to Friday of each month | Monthly IT maintenance |
| Last Weekday of Month | The last Monday to Friday of each month | Month-end close |
| Last Day of Month | The last calendar day of each month | Monthly bookkeeping |
| Last Weekday of Quarter | The last Monday to Friday of each quarter | Quarter-end sign-off |
| Last Day of Quarter | The last calendar day of each quarter | Quarterly access review |
| Never | Runs once, on the start date | One checklist booked for a future date |
There is no limit on the number of active schedules in a team. Need a checklist outside the schedule? Start one by hand, from a run link or through the API, from the same template.
Schedules
Time zones, names and parameters
Every schedule carries its own time zone, so 09:00 stays 09:00 through daylight saving and a nightly close for another office can run on that office’s clock. Each checklist is created about fifteen minutes before its run is due, and its name can carry the date, the day, the week number or the quarter, such as Access review – Q4.
If the template has parameters, set their values once on the schedule and every run is built with them. The Scheduling screen shows your schedules in a grid and the checklists they have created, or will create, in a calendar and a list. Edits apply to future runs only, and deleting a schedule leaves the checklists it already made.
- Pause a schedule with its Active switch and resume it later, settings intact
- Runs missed while paused are not caught up, so nobody gets fourteen at once
- Schedule.Creator manages schedules; Schedule.Viewer can only look
Every run
Every run assigned, dated and in order
Assignments live in the template, so each run gives every task to the right people or groups the moment it is created, and they are told straight away. Change an owner in the template once and every future run follows. A parameter set on the schedule can name the person or group for every run of that schedule.
Due dates are rules rather than dates: so many days after the checklist starts, after a named task, or a calendar position such as the last weekday of the month. Halt tasks keep later steps locked until the earlier ones are done, so a recurring audit cannot skip its sign-off. See automations for every rule.
Reminders
Reminders before and after every deadline
Add custom notifications to the template and every run sends them: a reminder when a task is due in two days, another on the day, an escalation when it is overdue by four hours, and a note to finance when the checklist completes. Send them to users, groups or any email address, by email or Slack.
Overdue alerts go to every assignee of a late task, or to the team’s Administrators if nobody is assigned, and anyone who does not want them can turn them off. Nobody has to send a chasing email again.
Visibility
See every run without asking
Filter the Reports Grid to one template and you have every run of that process in a live list: status, tasks completed, overdue tasks and the next task, updating as people work. The Tasks Grid shows each person what is due from every recurring checklist at once.
Over time, the template’s Analytics tab in the Library gives the average completion time and shows which step runs late most often, and Analytics compares processes side by side.
Examples
The recurring processes teams run in CheckFlow
Any process your team runs more than once belongs on a schedule. These templates are ready to schedule as they are.
IT operations
The IT help desk daily, on-call handover and monthly IT maintenance checklists, a weekly server maintenance check, monthly patch management and an annual software licence review. A monthly SSL/TLS certificate renewal run, a regular DNS and domain renewal review and the quarterly alert review in the monitoring and alerting checklist catch expiries before they bite.
Security
The six-monthly firewall rule review, the daily-to-quarterly security log review, the quarterly encryption key and secrets rotation and the rest of the cybersecurity templates.
Finance
Monthly bookkeeping, a weekly cash flow forecast, bank, intercompany and credit card reconciliations, the monthly billing run, VAT returns, sales tax filing, payroll year-end, 1099 year-end and insurance renewal.
Compliance
An annual compliance calendar, the annual policy review, conflict of interest declarations, a WCAG 2.2 accessibility audit, a quarterly website privacy and cookie review and an annual data retention and disposal review.
People and service delivery
Benefits open enrollment, the annual compensation review and the engagement survey cycle; for MSPs, daily backup monitoring and billing reconciliation; for agencies and firms, monthly retainer delivery, the monthly client report and tax season client intake.
Quality and the shop floor
The instrument calibration cycle, a monthly 5S workplace audit and the annual lockout/tagout periodic inspection.
Compared
Recurring processes run from memory, or from CheckFlow
A calendar reminder tells someone to start a process. It does not start it, assign it, enforce it or record it.
| What matters | From memory, calendars and spreadsheets | CheckFlow |
|---|---|---|
| Starting the run | Someone has to remember | The schedule creates it on time |
| Chasing | Reminders sent by hand | Reminders and overdue alerts sent automatically |
| Consistency | Depends on who does it | The same steps, owners and rules every run |
| Evidence | An email chain, if anything | Every completion stamped with a name and time |
| Status across processes | Ask around | A live Reports Grid of every run |
| When someone is away | The process waits for them | Tasks are assigned to groups, and reassigned in bulk |
Schedules an assistant can set up and check.
Describe the cadence in plain words. An assistant can create the schedule and later confirm that every run happened.
Schedules over MCP
Through the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can create, update and pause schedules, list each schedule’s past and upcoming runs, and spot a run that was missed.
Read the MCP guideA recurring template from a sentence
Describe the weekly or monthly process and the free AI checklist generator drafts the template, ready to schedule.
Try the AI generatorSchedules in the REST API
API v3 creates schedules, manages their upcoming runs and reports each run’s status as created, pending or missed.
Developer overview
Has the weekly server maintenance schedule missed any runs since July?
schedule: "Weekly server maintenance" from: "2026-07-01T00:00:00" status: "missed"
None. Every Monday since 1 July has its checklist, and the next one will be created on Monday 12 October.
Templates that are made to recur.
Schedule them as they are, or adapt the steps first.
Keep exploring
Recurring checklist questions
What is recurring checklist software?
Recurring checklist software creates and runs a structured checklist on a schedule, daily, weekly, monthly or on any cadence you set, without anyone starting it by hand. Each run assigns tasks to the right people, sends reminders before and after deadlines and keeps a record of who completed what. CheckFlow does this with a scheduler, automatic assignments, custom notifications and a live Reports Grid of every run. See the recurring checklists guide.
How is CheckFlow different from a calendar reminder or shared spreadsheet?
A calendar reminder tells someone to start a process; it does not start it, assign tasks, enforce the order or track completion. A shared spreadsheet lets people mark things done but cannot assign, remind or keep a reliable record. CheckFlow starts the checklist, assigns every task, sends the reminders, stops steps being skipped with halt tasks, and stamps every completion with a name and a time.
What schedules does CheckFlow support?
Daily, every few days or on chosen weekdays; weekly on chosen days, every one or more weeks; monthly or every few months; yearly; and five fixed points: the first weekday of the month, the last weekday or last day of the month, and the last weekday or last day of the quarter. A schedule can also run once on a future date. Examples include every Monday, every other Thursday, Monday and Thursday every other week, every 3 months, and the last weekday of each quarter.
Can different tasks within the same checklist be assigned to different people?
Yes. Each task in a template can be assigned to its own users or groups, or to whoever creates the checklist, and every run assigns them automatically and tells each assignee. If the template has a Member or Group parameter, set it on the schedule to name the owner for every run of that schedule, and change it on the schedule when the owner changes. See automations for details.
Can I see all my recurring checklists in one place?
Yes. The Reports Grid lists every checklist, filtered by template, status or assignee, and updates live as people work. The Scheduling screen shows the checklists each schedule has created and will create, in a calendar or a list. The Tasks Grid shows each person what is due across all of them.
What happens to old completed runs?
Completed checklists stay in CheckFlow with their answers, files and activity feed, showing who completed each task and when. Find them in Reports, filter by template and date, and export the list to CSV, Excel or PDF. Deleting a schedule does not delete the checklists it created, and Administrators can archive old checklists and restore them later.
What happens if a schedule is paused or its template is archived?
A paused schedule keeps all its settings and resumes from its next occurrence; runs missed during the pause are not created afterwards. Archiving or deleting the template stops every schedule that uses it, so check the Scheduling grid before you archive one. Through the API or an AI assistant you can list a schedule’s runs and see any that were missed.
How much does CheckFlow cost?
The Business plan is $10 per user per month, or $9 billed annually. Recurring schedules come with every other feature: conditional logic, dynamic due dates, automatic assignments, custom notifications, shared and branded checklists, Zapier and the REST API. Free trial, no credit card required. Full pricing at checkflow.io/pricing.
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