Building checklists

Author a checklist in the Builder and publish it to your outlets.

A checklist template is the master copy of a routine — say, Bar · Opening. Once published, each selected outlet gets its own copy on schedule, and staff work through it on their Today board. Only managers can build and publish checklists.

The Templates library

In the Ops Console, open Templates. The page has two parts:

• Three create cards at the top: New checklist (start from blank in the Builder), Ad hoc task (an on-demand task instead — see Ad hoc tasks), and From template (start from a ready-made starter).
• Below them, a table of every existing template. Click a row to open it in the Builder.

Starting from the Template Library

From template opens a library of curated F&B starters — café, bar, restaurant, and food-safety checklists. Filter by venue, click a card to preview its full task list and evidence requirements, then choose Clone into builder (or Use straight from the card). This creates a real draft of your own — edit it freely; the original starter is untouched.

What a manager can edit

Admins can edit every template. A manager owns only the templates that live entirely inside their outlets — they can create and change a template only when all of its outlets are ones they run.

• A template linked to an outlet outside your scope, and an org-wide template (one with no outlet chips set, which therefore runs everywhere), carry a lock indicator in the Templates table.
• Opening a locked row still lets you read it, but the Builder opens read-only — the fields are disabled and Save / Publish are hidden, so you don’t invest edit time in a template you can’t change. Ask an admin to make the change.
• New templates you build are automatically limited to your own outlets (see Applies to outlets above), so anything you create you can also edit.

Builder basics

The Builder is split in two: your checklist on the left, and a live phone preview on the right showing exactly what staff will see as you build.

The Basics panel sets:

• Checklist name — e.g. Bar · Opening.
• Department — which team it belongs to.
• Phase — Opening, Mid-day, or Closing. This decides where it sits on the Today board.
• Window start and Deadline — the time window staff have to complete it. After the deadline the checklist counts as late, then missed.
• Repeats — Daily, Weekly (pick weekdays), Monthly (pick days of the month), or Every N days. Full details on the Scheduling page.
• Applies to outlets — tap outlet chips to choose where this checklist runs. A manager sees only their own outlets as chips; an admin sees the whole organisation.

Adding tasks

Tasks are ordered cards — staff see them top to bottom. Each task has a Task title (required) and an optional Description shown to staff. Use the arrows on a card to move it up or down, the bin to delete it, and Add task at the bottom of the list to append another.

Under Evidence staff must provide, add one or more typed fields to each task. Staff can’t mark the task done until every required field is filled.

The seven field types

Each field has a Required switch and its own settings — a few worth knowing:

• Photo — set a minimum photo count, an optional hint, and a GPS required switch. GPS stamps each photo with where it was taken; if the phone can’t read a location, the photo still counts but is marked location not recorded.
• Reading — set Min OK and Max OK to define the safe range. A reading outside it flags the submission and raises an escalation.
• Dropdown — each option has a Raise ticket switch; staff picking a flagged option see a warning that it opens a manager ticket. (The ticket is not yet raised automatically — raise one from the Tickets page if needed.)
• Multiselect — choose a shared preset of options or type inline options; the two modes are mutually exclusive.

Draft, publish, and archive

• Save draft keeps your work without sending anything to staff. A draft needs a name and at least one titled task.
• Publish checklist makes it live — it also requires at least one selected outlet. If today matches the schedule, each selected outlet gets today’s copy straight away; after that, copies are created automatically each scheduled day.
• Editing a published checklist shows Save changes instead — your edits apply from tomorrow’s shift. Copies already on staff boards today are never changed underneath them.
• Clone duplicates a template as a new draft — handy for building a variant.
• Archive retires a template: it leaves the active library and stops going out to outlets.