Checklists & Routines

Checklists & Routines covers recurring routines (a daily opening or closing list), one-off checklists, and the individual runs generated from them. It’s under Operations in the left-hand navigation. Creating and editing is limited to Owners, Ops Managers and Managers; everyone else can see what they’ve been assigned and complete it.

The page

Managers see a strip of four numbers across the top — overdue, due today, active routines, paused — then four tabs:

• Today — what is due now, one row per checklist rather than one per run. A routine that missed three days is one row carrying “3 runs” and a red overdue count, not three rows. The five most urgent are shown, anything late first, with Show N more underneath. A run with no due date never lands here; it sits under Coming up until a due date is added.
• Routines — every checklist that exists, grouped by branch, routines before one-offs. This is the tab to use for anything other than doing the work.
• Coming up — future runs, grouped by the day they fall on.
• History — completed runs, most recent first.

Every row carries an icon saying what kind of thing it is:

Icon	Meaning
A cycle (two arrows round a loop)	A routine — it comes round again on a schedule
The same cycle with a line through it	A paused routine — the schedule is still there, it just isn’t producing runs
A single sheet with a tick	A one-off checklist

On the Routines tab each row also shows the repeat rule in words (“Mon, Wed, Fri”), the due time, who it’s assigned to, how many items it has, when it next runs, and when it last ran. A routine with overdue runs carries a red count. Filter by All / Routine / One-time, and by branch when there is more than one.

Opening a Today row expands it in place rather than jumping somewhere: To do lists that checklist’s outstanding runs, oldest first, each with its own Open button; Past runs is a short log of the last few completions, with who did them and when; and Open the checklist goes to the checklist itself.

Employees who aren’t managers see only runs assigned to them. The Routines tab lists every checklist regardless, since it’s the catalogue rather than a work queue.

Creating a checklist

1. Click New checklist.
2. Fill in Title, an optional Description (one line on what it covers), Type and Branch.
3. Tick Recurring routine if it repeats, and pick the weekdays, the due time and an optional assignee. Leave every day unpicked to repeat daily. Leave the box unticked to create a one-off.
4. Add items. For each one: pick an existing reusable task or type a new label, choose a response type, and for Dropdown / Multiple choice give the options; for Number / Temperature optionally set an allowed minimum and maximum.
5. Create checklist. At least one item with a label is required; blank rows are dropped.

You land on the checklist itself, where everything above can be changed, and where the richer repeat rules live.

The checklist page

The header carries the icon, the title, the description, the type, the branch, the item count and — for a routine — the repeat rule, the due time and the assignee. Managers get Pause / Resume, Edit and Delete beside it, and three tabs.

Items

Every item in the order it’s checked, with its response type and its configuration (the option list, or the allowed range) on the row.

Managers can:

• reorder with the up/down arrows — this saves itself, there’s no Save button;
• Edit an item to change its label, its response type, and whatever that type needs;
• delete an item — which also removes any answers already recorded for it, because the question is gone and an answer to it has nothing left to attach to;
• Add item at the bottom. A new item creates a reusable task the same way the create-checklist form does, so an item added later is as composable as one added at the start.

Repeat

Only shown for a routine. Eight rules, each a card rather than an option buried in a dropdown:

Rule	What it does
Daily	Every single day
Weekdays	Monday to Friday
Weekends	Saturday and Sunday
Custom days	The weekdays you pick, as day buttons
Every N days	Every 2 days, every 10 days — counted from a starting date
Monthly	The same date each month
Yearly	One month and day
Specific dates	Only the dates you list

Underneath: the due time (a dropdown, not a typed field) and the assignee. Beneath that, Next five shows the actual dates the rule works out to from today, so you can see what it means before anything is generated. A rule that can never fire — custom days with nothing picked, or specific dates all in the past — says so instead of silently producing nothing.

The whole panel saves itself about 600ms after you stop changing it, and says “Saving…” then “Saved” as it goes.

Two edge cases worth knowing:

• Monthly takes an exact day number. There’s no “last day of the month” fallback, so day 31 simply produces no run in a shorter month.
• Yearly on 29 February only fires in leap years, for the same reason.

Changing the assignee reassigns that routine’s still-pending runs as well as future ones, so this week doesn’t keep the old name on it. Completed runs keep their history.

Generate runs — pick a range (today through the next 14 days by default) and create the runs for it. You shouldn’t normally need this: a nightly job keeps a rolling 14-day window generated for every active routine. Use it to reach further ahead, or to backfill. Dates that already have a run are skipped, so re-running over the same range never duplicates. Neither the nightly job nor this button notifies the assignee.

Runs

Four sections: Overdue, Today, Coming up, and Past runs. Each row links to the run itself and shows who has it, when it’s due, when it was completed, and how many of the items were answered.

Managers can Edit a row inline to change its assignee, due date or status (pending or completed), or delete it. Switching a run from completed back to pending clears its recorded completion time; marking it completed again stamps a fresh one rather than restoring the old.

A one-off checklist has no schedule, so its Runs tab starts with an Assign run form instead — who, and when it’s due.

Editing, pausing and deleting

Edit opens a dialog for the title, description, type, and two switches:

• Repeats on a schedule — off makes it a one-off, with no repeat rule and runs created by hand. Switching it on gives it a schedule; switching it off stops new runs without touching the ones already there.
• Active — off pauses the routine. It keeps its rule, its items and its whole history, and simply stops producing runs. Paused appears next to its name, the row dims on the Routines tab, and Generate runs refuses until it’s resumed.

Pausing is what to reach for instead of deleting something you might want back. Delete removes the checklist, every run of it, and every answer recorded in those runs — so it asks you to type the checklist’s name to confirm.

Completing a run

Opening a run shows every item, matching the response type it was built with:

• Yes/No, Pass/Fail, Dropdown — pick from a dropdown.
• Number, Temperature — type a number; if a range was set you’ll see it, and a warning if the value falls outside. The submission still goes through.
• Text, Signature, Barcode, QR scan — type or scan.
• Date — pick a date.
• Multiple choice — tick any that apply.
• Timer — start/stop/reset a stopwatch.
• GPS — Capture location records your coordinates.
• Image, Video — take or choose a file.

A tick appears beside each item as it’s filled in, with a running “X of Y done”. Complete checklist stays disabled until every item is answered.

A completed run isn’t locked: opening it again reloads your answers, and resubmitting replaces them and moves the completion time to now. Resubmitting replaces every answer at once, so for an Image or Video item you need to reattach the file — there’s no “keep the existing one” option, and leaving it empty erases what was there.

Frequently asked questions

How do I rename a checklist? Edit on the checklist’s own page. The dialog also covers the description, the type, and the routine/one-off and active/paused switches.

I want a routine to stop for the winter but keep its history. Pause it. The rule, the items and every past run stay exactly as they are; nothing new is generated until you resume it.

Does a late run say “overdue”? Yes. Overdue is worked out from the due date every time the page loads rather than stored, so moving a due date takes the label with it. It appears on the Today tab as its own group with a red edge, as a red count on the routine’s row, and as a red badge in the Runs tab.

Can I change a routine’s schedule without losing the runs already generated? Yes — changing the rule never removes runs that exist. It only changes what gets generated from then on. Delete the individual runs you don’t want from the Runs tab.

What happens to answers if I delete an item? They go with it. If you want to stop asking something but keep the record, leave the item in place and remove it from the next version of the checklist instead.

Who gets told when a run comes due? Nobody, yet. There’s no notification when a run appears or falls due, so assignees need to check the page themselves.