SOP software that turns procedures into checklists people follow.
Write the procedure once as a template, with the instructions inside each step. Every time it runs, CheckFlow assigns the steps, sets the deadlines and records who did what, so the SOP is followed rather than filed.
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SOP software stores your standard operating procedures and makes sure they are followed. In CheckFlow an SOP is a template: the steps, the instructions inside each one, who does it and when it is due. Each time the procedure runs it becomes a checklist that is assigned, tracked and logged, with the written SOP beside it in the Library. It is built for IT and HR teams.
The difference between a document and a procedure that runs.
The SOP is the checklist
The instructions sit inside the step they belong to, so nobody works from memory or a second window.
Every run leaves a record
Who completed each step, what they entered and when, ready for an audit without anyone writing it up.
Change it once, everywhere
Edit the template and every new run follows the new version, while the history of each change is kept.
Write
Write the SOP once, as a template
Build the procedure in the template designer: headings for each stage, a task for each step, and the instructions in a Text control at the top of the task they explain. Add the fields the step should record, such as a serial number, a date or a photo, and mark them required where the answer matters.
Steps that must happen in order can be halted, so nothing after them can be ticked until they are done. Reference material travels with the step too: hand over a policy as a file, embed a page from another system or play a training video from YouTube, Vimeo or your own upload.
- 19 field types, from short text to tables, members and file uploads
- Assign each step to a person, a group or someone named when the run starts
- Due dates worked out from the start date, an earlier step or a date entered on the way
Run
Every run is assigned, dated and logged
Start the SOP by hand, from a link, on a schedule or from another system, and it becomes a checklist. Each step lands with its owner, who is told by email or Slack, and each due date is calculated for this run: five days before the last day, two days after approval, the last weekday of the month.
As people work, the checklist records every completion, answer and upload with a name and a time. Managers see progress across every running SOP in the Reports Grid without asking for an update, and overdue steps alert their assignees automatically.
- Required fields block completion until they are filled in
- Steps that do not apply are marked not applicable, not skipped silently
- Comment and @mention on any step
Variations
One SOP for every variation
Most procedures change with the situation: an office leaver returns a laptop at the desk, a remote one by courier; a developer needs different access from a finance hire. Conditional logic shows or hides steps and fields based on an answer earlier in the checklist, so one template covers every case.
Rules can test drop-downs, multi-choice, dates, text, email, website and members fields. A halted step that is hidden does not block anything after it, so order and variation work together.
Change control
Versions and control over who edits
Every save of a template creates a numbered version, with who saved it and when, and versions are kept indefinitely. Open any older version to see the procedure as it was, or restore it by saving it again as the newest version.
Checklists already running stay on the version they started with, so a change never rewrites a run in progress unless you choose to update it. Template permissions decide who can run and view each SOP, and only people with Template.Creator can change it.
- Completed checklists show the procedure exactly as it was followed
- Choose which open checklists move to the new version when you save
- Review an SOP on a schedule with the annual policy review template
Documentation
The written SOP beside the checklist that runs it
Some procedures need more than step-by-step instructions: the background, what good looks like, what to do when something unusual happens. Write that as an article in the Library and keep it in the same folder as the template, with the policies and forms as files beside them.
Folders carry their own permissions, so IT edits its own SOPs and everyone else reads them. Tags and search find any procedure in seconds, and each template shows how its runs are going.
Compared
SOPs in a wiki, or SOPs in CheckFlow
A wiki is good at explaining a procedure. It cannot tell you whether anyone followed it.
| What matters | Wiki or shared document | CheckFlow |
|---|---|---|
| Who does each step | Whoever remembers | Assigned to a person or group on every run |
| When it is due | Not recorded | Calculated for each run, with overdue alerts |
| Steps in the right order | Up to the reader | Halts lock later steps until earlier ones are done |
| Different situations | Separate pages, or “if remote, skip to…” | One template; conditional logic shows the right steps |
| Evidence it was followed | Written up afterwards, if at all | A name and a time on every step and answer |
| Recurring procedures | Someone has to remember to start them | Schedules start them on time |
SOP templates, the Library, schedules and conditional logic are all in the Business plan at $10 per user per month, or $9 billed annually.
For IT and HR
SOPs IT and HR teams run in CheckFlow
Onboarding
IT, HR, the manager and the new starter each get their steps, in order, with deadlines counted from the start date.
IT onboarding softwareOffboarding
Access revoked, devices returned and licences cancelled on the last day, with the record to show it.
IT offboarding softwareRecurring reviews
Monthly maintenance, quarterly access reviews and annual policy reviews that start themselves on a schedule.
Recurring checklistsCompliance procedures
Controls run the same way every time, with evidence attached to the step that produced it.
Compliance checklist softwareHR processes
Payroll set-up, leave, transfers and performance reviews, each with its approvals and its paperwork.
HR checklist softwareService desk runbooks
Repeatable fixes and service requests as checklists, started from a link in the ticket.
IT runbook template guide
Turn the SOPs you already have into templates.
Most teams already have their procedures in Word, PDF or a spreadsheet. AI can turn them into a first draft you check before anyone runs it.
Import an SOP document
Generate with AI reads Word, PDF, Excel, CSV, web pages and photos of paper checklists, and builds the template as written, or improved if you ask.
Try the AI generatorRefine it in conversation
Through the MCP server, Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant can draft a template from your procedure, validate it and leave it for you to publish.
AI in CheckFlowKeep the SOP and its article together
File the generated template next to the original document in the Library, so the why and the how stay side by side.
See the Library
Here is our contractor offboarding SOP. Turn it into a draft template, with access removal halting the later steps.
draft: "Contractor Offboarding"
The draft has 12 steps in three sections, with a halt on access removal and the instructions from each paragraph in a Text control. It validates cleanly. Shall I publish it, or would you like to review it in the designer first?
SOP templates to start from.
Copy one, change it to match how your team works, and run it today.
Related features
SOP software questions
What is SOP software?
SOP software stores standard operating procedures and helps a team follow them. Document-based tools keep the written procedure. CheckFlow also runs it: each SOP is a template, and every time the procedure happens it becomes a checklist with assigned steps, due dates and a record of who did what.
How is CheckFlow different from a wiki or shared document?
A document describes what should happen but cannot assign a step, chase a deadline or show that the procedure was followed. In CheckFlow every step has an owner and a due date, overdue steps alert their assignees, and each completion and answer is logged with a name and a time. You can still keep the written SOP as an article in the Library.
Where do the instructions for each step go?
In a Text control at the top of the step. A task in CheckFlow has no separate description, so the instructions sit inside the task they explain, with any fields, files, embedded pages or videos beneath them.
Can one SOP handle different situations?
Yes. Conditional logic shows or hides steps and fields based on an earlier answer, such as role, department or location, so one template covers every variation instead of a separate version for each.
How do you control changes to an SOP?
Every save creates a numbered version with who saved it and when, and old versions are kept indefinitely. Running checklists stay on the version they started with unless you choose to update them. Template permissions decide who can run and view each SOP, and editing needs the Template.Creator permission.
Can SOPs run on a schedule?
Yes. A schedule creates a checklist from the template daily, weekly, monthly, yearly or on a custom pattern, assigns the steps and notifies the people involved. See recurring checklists.
Can I import SOPs we already have?
Yes. Generate with AI turns a Word, PDF, Excel or CSV file, a web page or a photo of a paper checklist into a template, imported as written or improved. Check the result before anyone runs it. The public AI generator works from a written description.
How much does CheckFlow cost?
The Business plan is $10 per user per month, or $9 billed annually, with templates, the Library, conditional logic, schedules, the REST API and integrations included. Guests are free and unlimited. Start a free trial with no credit card; see pricing.
Start running SOPs that get followed.
Turn your first procedure into a template and run it with your team today.
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