Build the process once in the template designer.
Lay out the tasks, add the fields each step records, then set who does what, when it is due and which steps appear. Every checklist started from the template follows the same rules.
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The template designer is where you build a CheckFlow template, the reusable blueprint for a process. You add tasks and headings, choose from 19 field types, and set assignments, due-date rules, halts and conditional logic without writing code. IT, HR, MSP and compliance teams use it to turn an SOP or a spreadsheet into a checklist that runs the same way every time.
Write it down once. Run it the same way every time.
A document becomes a process
Type a task, press Enter, type the next. Group steps under headings and drag them into the order the work happens.
One template for every variation
Conditional logic shows or hides tasks and fields from an answer, so office, remote and contractor starters share one template.
Improve it without breaking live work
Every save is a new version. Checklists already running stay on the version they started with.
Structure
Tasks, headings and instructions
Start with the steps. Type a task name, press Enter and type the next one. Headings group tasks into phases such as Before day one or First week. Drag tasks and headings into a new order, or duplicate a task with everything inside it.
Instructions live inside the task, in a Text control that holds formatted text, lists, tables, links and images. The person doing the work reads the guidance in the same place they record the result, not in a separate document.
- Headings to split a long process into phases
- Drag and drop to reorder; duplicate to copy a task and its content
- Tooltips on any control for extra guidance
Fields
19 field types for whatever a step needs to record
Input controls capture the answer: short and long text, email, website, date and time, drop-down, multi-choice, sub-tasks, file upload, members, table and linked checklist. Content controls show something: text, images, video, files to download, embedded pages, separators and pre-written emails the checklist can send.
Mark a control required and the task cannot be completed until it is filled in. Drop-down, multi-choice, sub-task and table controls can read their options from a Data Set kept in the Library, so a client or site list is kept in one place instead of being retyped into every template.
- A Linked Checklist control starts a second checklist as a sub-process
- Answers can be reused later in the checklist as dynamic values
- File Upload can insist on a minimum number of files
Behaviour
Assignments, due dates and halts, set in the template
Each task has a toolbar for its behaviour. Assign it to people or groups, to whoever starts the checklist, to a person named when the checklist starts, or to whoever is picked in a Members field. Tick Only Assignees Can Complete This Task and it is greyed out for everyone else.
Due dates are rules, not fixed dates: an offset after the checklist starts, after the previous task or a named task, before or after a date field, or a calendar position such as the last weekday of the month. A halt keeps every later task locked until this one is done, or until this one and everything before it is done.
- Halt plus assignee-only completion gives you an approval step
- Copy one assignment to every unassigned task in a click
- All of it is inherited by every checklist from the template
Logic
Conditional logic you can read back
Rules are written as If and Then. If Needs remote equipment? is Yes, show the remote equipment phase. Eight field types can trigger a rule: drop-down, multi-choice, short text, long text, website, email, date and members. A rule shows or hides whole tasks, headings or single controls, and a Members rule can test for whoever is using the checklist.
Parameters cover the details that change on every run, such as the starter’s name, a start date or the line manager. They are asked for when the checklist starts, and can fill in fields, assign tasks, set due dates and switch conditional steps on or off.
Change
Version history on every template
Every save creates a numbered version recording who saved it and when, and every version is kept. To go back, open an earlier version and save it: that becomes the newest version, and the history stays intact.
New checklists always use the latest version. Checklists already running stay on the version they were started from, and when you save you can choose to move specific open checklists onto the new one. Templates live in the Library, where folder permissions decide who can see and edit them.
Start from a sentence, or from the SOP you already have.
AI drafts the template. You check it and change it in the template designer before anyone runs it.
Generate with AI, inside the designer
Describe the process in up to 500 characters, or import up to three files: Word, Excel, PDF, CSV, a web page or a photo of a paper checklist. The draft arrives with headings, tasks, fields, conditional logic, group assignments, due dates and halts.
How generating a template worksFree generator, no account
Try the public AI checklist generator from a description. Start a trial and the template is added to your workspace to edit.
Try the AI generatorBuild and refine over MCP
Connect Claude, ChatGPT, Gemini, Grok, Copilot or any other AI assistant to the CheckFlow MCP server. Your assistant can draft a template, validate it and commit it, including the custom notifications, Data Sets and linked checklists the generator leaves out. The docs include setup guides for Claude Code, Claude Desktop, Cursor and VS Code.
Read the MCP guide
Draft a laptop handover template for new starters. Workstations need a sign-off before they are ordered.
template: "New laptop for a new starter" tasks: "4" conditions: "reset + show sign-off"
The draft has four tasks. "Get the workstation signed off" only appears when Mobile workstation is chosen, and ordering halts until it is done. Shall I commit it to your Library?
Start from a working template.
Every template in the library of 400+ opens in the designer, ready to change.
Template designer questions
What is the difference between a template and a checklist?
A template is the blueprint for a process: its tasks, controls, assignments, due-date rules and conditional logic. A checklist is one run of that template. You build the template once in the designer and start a checklist from it every time the process needs doing, and each checklist keeps its own answers and record.
Do I need to write code to build a template?
No. Tasks, headings and controls are added and arranged in the designer by typing and dragging, and assignments, due dates, halts and conditional logic are set from the task toolbar. Developers who want to build templates programmatically can use the REST API or the MCP server, but nobody has to.
What field types can a task contain?
Nineteen. Input controls: Short Text, Long Text, E-Mail, Website, Date & Time, Drop-Down, Multi-Choice, Sub-Tasks, File Upload, Members, Table and Linked Checklist. Content controls: Text, Image, Video, File, Mail-To, Embed and Separator. Most input controls can be marked required.
Can a template change depending on the answers people give?
Yes. Conditional logic shows or hides tasks, headings and controls when a drop-down, multi-choice, text, website, email, date or members answer meets a rule. Parameters set values when the checklist starts, so one template can cover several variations of a process. See automations for the full list of rules.
What happens to running checklists when I edit a template?
Nothing, unless you choose. Saving creates a new version, and new checklists use it. Checklists already in progress stay on the version they were created from, and when you save you are offered the option to update specific open checklists to the latest version. Completed checklists are not changed.
Can AI build a template for me?
Yes. In the designer, Generate with AI builds a template from a description or from documents you import, using your team’s AI credits: the Business plan includes 250 credits a month for each paid seat, and a template from a description typically uses 5 to 10. The public AI generator is free without an account. Either way the result is an ordinary template you review and edit before anyone runs it.
Can I turn an existing SOP or spreadsheet into a template?
Yes. The in-app generator imports up to three files of up to 8 MB each, including Word, Excel, CSV, PDF, web pages, text and photos or scans, either as written or improved. You can also start from one of the ready-made templates and adapt it.
Who can create and edit templates?
Administrators, and Members with the Template.Creator permission. Template permissions then decide who can run checklists from each template and who can only view them. The designer is included on the Business plan at $10 per user per month, or $9 billed annually.
Build your first template today.
Start from a template, generate one with AI, or start from a blank page.
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