Checklists are a core feature used to group HR tasks into structured workflows. They play a key role in processes such as onboarding and are integrated across multiple modules. Templated checklist workflows are being added progressively as modules are updated.
Checklist configuration
Checklists are configured in the Configuration zone, under:
Checklist Content Types (in Lookups > Other)
Checklist Definitions (processes)
Checklists are flexible and support copying and editing to fit different HR requirements.
Checklist content types lookup
This lookup allows you to define the checklist type for filtering in listings. For example, only checklists with type Onboarding will appear when onboarding a new employee.
Create, copy, amend, and delete a checklist template
Click Create Template in the workflow menu.
Follow the step-by-step setup process.
To amend, drill into an existing template.
To delete, select the template and click Delete.
Checklist Name and Ownership
Checklist name
Enter a clear name for the checklist.
Description & merge a field into description
Use the Description field for context. Click Merge a Field Into Description to personalise it (e.g. "Onboarding Checklist for Joe Bloggs").
Checklist type
Checklist types come from the Checklist Content Types lookup and determine filtering behaviour.
Owner
The Owner determines who can see the checklist. Options:
Group of People (default)
Specific Person
Related Person (e.g. My Manager)
Person (the person the checklist is about)
Checklist Items Listing
The Checklist Items listing displays:
Description
Who Actions the Items
Item Order
Reminder Period
Required By Period
Use + Add Item to add or X Delete to remove items.
Checklist item form
Used during the checklist workflow to define individual items.
Key Fields:
Item Description: Can include merged fields (e.g. {Informal Name})
Checklist Item Order: Display order
Visible to Person: Show to checklist subject
Visible After Completion: Show only after task completion
Owner: Person or group responsible
Checklist Item Type: e.g., Dashboard
Reminder Period: e.g., 1 week before
Required By Period: e.g., 3 days after
Visible After Item: Conditional visibility
Auto Complete Another Item: Automates checklist item completion
Mail merges for checklist items
Attach documents to checklist items using mail merges.
Checklist Definition Item: All items of type document.
Mail Merge: Available templates based on checklist category.
Mail merges must match the checklist’s launch category to attach correctly.
Checklist Process
Found in the HR Admin Zone, this displays all checklists regardless of ownership. You can drill into each to review or amend.
Checklist listing
Shows:
All checklists
Completed item counts
Overdue indicators
Drill in to view and manage items.
Checklist items listing
Displays key fields such as:
Description
Who Actions the Item
Action Icons
Mark Complete
Overdue?
Required Date
You can:
Add items
Mark as not applicable
Update dates in bulk
Drill into items for more detail