Use checklists

A checklist gathers checks to perform and keeps their progress within the event: preparing a room, checking access routes or putting equipment away.

The module must be enabled. You need the relevant permissions to create a checklist for the selected team or complete its tasks.

Start from a template

1. Open Checklists in the event, then Import.
2. Under From a template, choose the template to copy.
3. Check the Title, the stated responsibility and the import summary. If a team is requested, choose the team that will receive the checklist.
4. Select Import.

The new checklist opens with its tasks. Responsibility and visibility depend on the template and your permissions; you can review them under Checklist settings. Changing the template later does not change this copy.

From an open checklist whose structure you can edit, importing also offers to add tasks to that checklist. Review the destination and summary before confirming.

If importing is unavailable, check that a compatible template and an authorized destination exist. Use New checklist to start without a template.

Add a task

Select Task. Enter What needs to be done, then useful Details. Choose a deadline and an assignee under Who if needed, then Create task.

A deadline linked to a milestone follows that reference. A task can also have no deadline. A dynamic role assigns work to whoever holds that role in the event.

Enable Everyone completes their part when each assigned person must confirm for themselves: the task is only complete once all of them have checked it. This option is not available on a task that asks a question.

Require a photo, question or dependency only when it serves the intended check. A dependency can prevent completion until its prerequisite is complete.

Perform the work

1. Choose For me, a team or a specific checklist to find relevant tasks.
2. Open the task and read its instructions.
3. Perform the check, then validate it or choose the appropriate status.
4. Supply any required photo or answer.

Validation marks the task as completed, with the person and time of validation. The checklist counter progresses, for example from 0 / 1 to 1 / 1. This does not mean every member has individually validated it.

On an Everyone completes their part task, the button becomes Check my part. A counter, for example 1/2, shows how many expected people have checked; the task details list each of them with their time. The task completes when the last one has checked, and nobody checks on behalf of someone else. If the expected people change, for example after a replacement, the counter is recalculated and the task may reopen. Depending on your rights, Withdraw my part cancels your validation and Reopen for everyone clears every part.

Completed tasks may be hidden: open the Completed: hidden filter to show them. Show completed tasks may also appear when the list is empty.

If you cannot perform the check, use Issue and describe the situation. Resolving the issue and completing the task are separate actions. To ask for advice while preserving context, use Discuss in chat from the task details.

Preserve and review

Lock freezes the checklist structure without replacing task progress. Use filters and List or Table views to review remaining work. Export provides a snapshot; it does not receive later changes.