Shared checklists, under your own name.
Send a link and the customer, supplier or partner completes their part in the browser, with no account and no login. Your logo, browser icon and subdomain make it look like it came from you.
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Sharing in CheckFlow turns any checklist into a link that people outside your team can open and complete without an account. Their entries are logged as Anonymous User and reach your team straight away. Protect a link with a password, an expiry date or expiry on completion, and brand every shared checklist with your logo, browser icon and a checkflow.io subdomain. It suits client, supplier and partner processes.
Get what you need from outside the team, in the shape you asked for.
No more reply-all
Customers fill in the same fields and upload the same files your team would, instead of answering in five email threads.
Progress you can see
Each step they complete appears for your team as it happens, with the date and time.
It looks like yours
Your logo, your browser icon and your subdomain, with no CheckFlow navigation on the page.
Share
Send a link. They complete their part.
Open a checklist, switch on Share Link in its menu and copy the address. Paste it into an email, a support ticket or a portal message. Whoever opens it can enter values, upload files and complete tasks in their own time, with the same instructions and fields your team uses.
The shared page is deliberately narrower than the app. Entries are logged as Anonymous User. The person cannot assign tasks, set due dates, delete, print or change settings, and the CheckFlow navigation is gone. Tasks assigned exclusively to particular people are left off the page, so internal steps stay internal, while your team keeps full access to the same checklist inside CheckFlow.
- Links use a unique, unguessable key
- Attached tasks appear on the shared page and can be completed
- Turning the link off deletes it, so an old address stops working
Protect
Passwords and expiry on every link
A share link is only as safe as where it ends up, so each one has its own controls. Generate a password (it is shown once, so send it by a different channel from the link) or set one yourself. Stop the link working after a date and time, such as the end of an onboarding window, or close it automatically the moment the checklist is complete. Use any combination.
Everything done through the link lands in the checklist’s activity feed beside your team’s own work, and it reaches everyone looking at the checklist in real time. You know a supplier has uploaded the certificate without asking.
White label
Your logo, your browser icon, your subdomain
Branding is set once by an Administrator on the Shared Checklists tab of Team Management and applies to every checklist you share. Upload your logo (up to 5 MB, shown up to 60 pixels high) and a 192 × 192 PNG browser icon, add your company name, which screen readers read in place of the logo, and your website, which the logo links to. Switch on Use my branding and save.
Your shared checklists can also be served from your own CheckFlow subdomain, so links read yourcompany.checkflow.io. CheckFlow sets the subdomain up for you: ask in the chat or by email. Turn branding off at any time to go back to the standard look, and your settings are kept for later.
You can also embed a shared checklist in your own website or customer portal. With embedding switched on, it shows without CheckFlow’s frame: no menu and no icon, only the checklist.
- Your logo can replace CheckFlow’s inside the app too, set separately
- On Enterprise, Mail-To emails can come from your own verified domain
- Every other Administrator is told when the logo or icon changes
Which to use
Share link, Guest or run link?
Three ways to involve people outside your team. All three are free for the people you invite.
| What you need | Share link | Guest user | Shared run link |
|---|---|---|---|
| Account needed | No | Yes, a free Guest login | No |
| What they see | One checklist | Their own dashboard and the tasks assigned to them | A new shared checklist each time they click |
| Logged as | Anonymous User | Their own name | Anonymous User |
| Best for | A client or supplier finishing their part of your process | People who come back often, such as a contractor | Self-serve requests and step-by-step guides |
| Cost | Free, unlimited | Free, unlimited | Free, unlimited |
A run link creates a new checklist every time someone opens it. Generate one from a template in the Library, set its type to Shared and tick Anyone Can Use The Create & Run Link, and you have a public form that runs your process. See automations for the other ways to start checklists.
Use cases
How teams use shared checklists
Anywhere a process needs something from someone outside your team.
Client onboarding
Collect contacts, access details and sign-offs in one place while your internal steps run alongside. You see what the client has finished without asking, and they have one link to come back to.
Client onboarding softwareSupplier and vendor onboarding
Ask a new supplier for company details, certificates and policy acknowledgements instead of a chain of emails. Close the link once it is complete and keep the record for procurement and audit.
Vendor onboarding softwareService delivery for MSPs and agencies
Share the delivery checklist for a project or a new client set-up so the customer follows progress and completes their own steps, such as approving a change, without a seat in your workspace.
MSP process management
Reselling your service under your own name and want CheckFlow out of sight? White-label checklist software for agencies and resellers covers running client delivery as your own branded tool.
Share from a sentence.
An assistant can create the checklist, share it with the right protections and tell you when the customer is done.
Share links over MCP
Through the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can start a checklist, share it with a password, an expiry or expiry on completion, read its current share settings and stop sharing it.
Read the MCP guideShare automatically with Zapier
Zapier’s Share Checklist action pairs with New Checklist: every new client checklist gets a share link, emailed by Gmail or any other app.
See integrationsDraft the client checklist with AI
Describe what you need from a new client and the free AI checklist generator drafts the template, fields included.
Try the AI generator
Share the Northwind set-up checklist with their team. Put a password on it and close the link once it is complete.
checklist: "New client set-up – Northwind Traders" password: "(generated)" expireOnceComplete: "true"
Here is the link. The password is in my next message so you can send it separately. The link closes as soon as the last task is done.
Templates built to share.
Each one collects what you need from a client or supplier in one link.
Related features
Shared checklist questions
Does the person I share a checklist with need a CheckFlow account?
No. Anyone with the link can open and complete a shared checklist without signing up or logging in. Their changes are logged as Anonymous User. If you would rather they had their own login, add them as a Guest instead: Guests see their own dashboard and the tasks assigned to them, can comment on those tasks, and are also free.
How do I control who can open a shared checklist?
Each shared checklist can have a password, an expiry date and time, and an option to expire as soon as it is complete, in any combination. A password is worth adding whenever the checklist collects anything sensitive, and expiry stops old links lingering in inboxes. Switching the share link off deletes it, so the old address no longer opens the checklist.
What can someone on a shared link not do?
They cannot assign tasks, set due dates, delete or print the checklist, or change its settings, and they do not see the CheckFlow navigation. Tasks assigned exclusively to particular people are not shown to them at all, and a Linked Checklist control is not rendered on a shared page. Everything else, entering values, uploading files and completing tasks, works as it does for your team.
What branding can I add to shared checklists?
Your company logo, a 192 × 192 PNG browser icon, your company name (read by screen readers in place of the logo) and a link to your website, plus a subdomain so links read yourcompany.checkflow.io. Branding is set once for the team by an Administrator and applies to every checklist you share.
Can shared checklists use my own domain?
Shared checklists are served from a subdomain of checkflow.io, such as yourcompany.checkflow.io, which CheckFlow sets up for you on request. Separately, on the Enterprise plan ($18 per user per month ($16.20 billed annually) with a minimum of 5 users) you can verify your own domain so that emails sent by Mail-To controls come from an address such as notifications@yourcompany.com.
Do people using a shared link count as paid users?
No. Only Administrators and Members take a paid seat. Anonymous users on a shared link and Guest users are free and unlimited, with no fair-use cap. Sharing, branding and the subdomain are included in the Business plan at $10 per user per month, or $9 billed annually. See pricing.
Can I see what an external user has done on a shared checklist?
Yes. Completed tasks are stamped with the date and time, changes appear for your team in real time, and everything is kept in the checklist’s activity feed. The checklist also appears in the Reports Grid alongside your internal work, so outstanding customer steps are easy to spot.
Share your first branded checklist today.
Start a trial, add your logo and send a client their first link.
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