Not every piece of work starts from a template. A follow-up promised on a client call, a one-off IT request, an action raised during an audit — it still needs an owner and a due date, but it usually ends up in a separate to-do app, a chat thread or someone’s notebook, nowhere near the process it belongs to.
CheckFlow puts it all in one place. The Tasks Grid shows every task from every running checklist alongside standalone tasks raised without a template, and any standalone task can be attached to the checklist it belongs to. Filter by template, assignee or status, save the view, and snooze what can wait — from one screen.
“Helps us make sure nothing is forgotten when onboarding new staff”
- IT Manager, CheckFlow customer
If work only counts when it fits a template, the work that doesn’t fit ends up untracked.
The checklist tasks are in CheckFlow. The one-off request that came in this morning is in a to-do app, a chat message or a flagged email. Two lists, two places to check, and no way to see the whole day’s work at once.
To answer a simple question you open each running checklist in turn, scan for your name and add it up in your head. By the time you’ve checked the last one, the first has changed.
A list that shows everything shows too much. Without filters that stick, every glance at the team’s work means scrolling past dozens of tasks that belong to someone else before you find your own.
A colleague calls in sick with fifteen open tasks across eight checklists. Moving them one at a time means opening each checklist, finding the task and changing the assignee — fifteen times, before the day’s work can even start.
A client asks for an extra step halfway through onboarding. It gets written down somewhere, but never linked to the onboarding checklist — so the checklist completes while the request is still open.
Nobody notices a task is overdue until the person waiting on it asks. When overdue work isn’t visible on one screen, it is found by complaint rather than by looking.
Raise it. Attach it. Work it from one grid.
One dialog, no template. Give the task a name, a rich-text description, subtasks and files, then set assignees, a due date and tags. Until it is attached to a checklist, a standalone task is visible team-wide, so nothing raised in a hurry gets lost.
Attach a task in three ways: from the checklist’s Attached Tasks section, from the Tasks Grid editor, or at the moment you create it. An attached task shows a paperclip, inherits the checklist’s permissions and counts as one of the checklist’s tasks — the checklist is not complete until the task is.
The Tasks screen lists every task from every running checklist together with every standalone task. Filter, sort, complete, reassign or snooze from one screen, and open the side panel when you need the full detail.
Every task has its own row: task name, status, due date in your own time zone, the checklist and template it belongs to, assignees, comment count and tags. Eight statuses — Incomplete, Complete, Not Applicable, Snoozed, Halted, Due In Future, Due Today and Overdue — tell you at a glance what needs attention. Due Today means today in your own time zone, not the server’s, so a task is due today when it is due today for you.
Three filters narrow the grid: templates and tasks, assignees (a person, a group or unassigned) and statuses. Tick the checkbox to complete a task inline — required controls are still enforced — or open the side panel to work through the full task without leaving the grid.
Save a combination of templates, assignees, statuses, search text and sort order under a name. Keep a view private, share it with chosen users and groups, or publish it to the entire team. Everyone starts with five system views — All Open Tasks, All Due Tasks, My Open Tasks, My Due Tasks and Snoozed Tasks — and you can make any view your personal default.
Learn MoreSnooze hides a task from your grid until a time you choose — later today, tomorrow, later this week, next week, or a custom date and time. It is personal: nobody else’s grid changes, and the due date stays exactly where it was, so the task still goes overdue on time. When the snooze ends, the task reappears on its own.
Learn MoreSelect tasks with Shift or Ctrl click, or select all across every page, then act on them at once: snooze, end the snooze, reassign to someone else, or delete standalone tasks you created. When a colleague is off sick, their open work moves in one action instead of fifteen.
Learn MoreTick the checkbox on any row to complete the task without leaving the grid. Required controls are still enforced, so a task with a mandatory field or approval cannot be closed by accident. Need the detail? The side panel opens the full task alongside the grid.
Learn MoreNot everything needs a template. Raise a one-off task from the + menu in a single dialog, with a rich-text description, subtasks, files, assignees, a due date and tags. It appears in the Tasks Grid straight away, next to your checklist work, and stays visible team-wide until you attach it.
Learn MoreLink a standalone task to a running checklist and it takes the checklist’s name in the grid, follows the checklist’s permissions and shows a paperclip so everyone can see the connection. It counts as one of the checklist’s tasks, so the checklist cannot complete until the attached task does.
Learn MoreEvery running checklist has an Attached Tasks section. Press + there to raise a task that is linked from the start. It sits with the checklist’s own tasks, and the checklist is not complete until every attached task is.
Already raised the task elsewhere? Attach it from the Tasks Grid editor, or switch on “Attach Task to an Existing Checklist” when you create it. Either way the task inherits the checklist’s permissions, so the right people see it and nobody else does.
Anything with an owner and a due date belongs in the grid. Here is what teams filter for most.
Tasks, saved views, snooze and bulk actions are all included on the Business plan at $10 per user per month ($9 on annual billing) — free trial, no card required.
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No. A standalone task is raised from the + menu in a single dialog, with no template behind it. You can give it a rich-text description, subtasks and file attachments, then set assignees, a due date and tags. Standalone tasks do not support conditional logic, dynamic values or parameters — for those, build a template. Creating standalone tasks needs the Task Creator permission. See creating a standalone task in the docs.
Yes. A standalone task can be attached to a running checklist at any time in one of three ways: from the checklist’s Attached Tasks section, from the task editor in the Tasks Grid, or at creation by switching on “Attach Task to an Existing Checklist”. Once attached, the task shows a paperclip and takes the checklist’s name in the grid. Attaching needs the Task Attacher permission. See attaching a task to a checklist.
Yes. An attached task counts as one of the checklist’s tasks, so the checklist is not complete until the attached task is. That is the point of attaching: an extra step raised during a run cannot be forgotten, because the checklist stays open until it is done.
Until it is attached, a standalone task is visible across the whole organisation. Once attached to a checklist, it follows that checklist’s permissions, so only the people who can see the checklist can see the task. In the Tasks Grid generally, what each person sees follows checklist permissions, and administrators see everything.
No. Snoozing only hides the task from your own grid until the time you choose — later today, tomorrow, later this week, next week, or a custom time. The due date is unchanged, so the task still goes overdue at the original time, and nobody else’s grid is affected. When the snooze ends the task reappears automatically, and you can find snoozed tasks at any time in the Snoozed Tasks system view. See snoozing tasks.
Yes. A saved view stores your templates and tasks filter, assignees, statuses, search text and sort order under a name. Anyone can save a Private view; sharing with chosen Users & Groups or with the Entire Team needs the Tasks View Creator permission. The five system views — All Open Tasks, All Due Tasks, My Open Tasks, My Due Tasks and Snoozed Tasks — are available to everyone and cannot be edited. See Tasks Grid views.
For the bigger picture on running processes as checklists, see checklist software.