Recurring checklists
Make a checklist repeat
Set a checklist to come back every day, every weekday, on chosen days of the week or once a month, with the same people doing the same parts each time.
A recurring checklist is one you set up once and get fresh each time it comes round: the café opening every weekday at 6 AM, the weekly deep clean on Mondays, the fire-door check on the 1st of the month. Each time is its own checklist, with empty answers and its own activity. Who does what repeats.
Set it up
- Start a checklist from a template in the library. A checklist written from nothing can't repeat yet.
- Tap Repeat and choose how often:
- Every day
- Every weekday, Monday to Friday
- Every week, on the days you pick
- Every 2 weeks, on the days you pick
- Every month, on one day of the month. A day the month doesn't have, such as the 31st in June, means its last day.
- Choose when each checklist is ready and when it is due. A due time at or before the ready time means the next morning, for a closing round that runs overnight.
- Check the time zone. It starts as your phone's. The times are read in that zone, so a 6 AM opening stays at 6 AM through the change to and from daylight saving time.
- Choose the first date, and a last date if it should stop. Leave the end empty and it repeats until you pause it.
- Assign the work the same way as for one checklist: the whole checklist, a section, or a step, to a person, a squad or everyone.
- Choose Review & create, check who does what, and choose Create recurring checklist.
The Repeat screen shows the next few dates before you save, so you can check the rhythm reads the way you meant. There is no calendar to fill in: the rhythm is said in words, like "Every weekday · Ready 6 AM · Due 10 AM · Pacific Time".
You can set one up offline. It is kept on your phone and goes to ChecklistSquad when you are next online, and the first checklist is made then.
When each checklist appears
ChecklistSquad makes each checklist ahead of time: the next one appears as soon as the one before it is ready. You see it on Checklists under Upcoming, with when it opens, for example "Ready tomorrow, 6:00 AM". Everyone in the organization can open it and see who will do what.
Until its ready time, nobody can tick its steps. At the ready time the steps become the assigned people's work, and it moves into Active like any other checklist. The day it is for is in its title: "Café opening · Thu 8".
If a checklist isn't finished by the time the next one opens, it stays open and shows as overdue. Nothing is closed for you. Finish it when the work is done, or have one of its owners finish it.
Find your recurring checklists
On Checklists, the Recurring checklists row opens the list. On a computer it is also in the sidebar under Checklists. Each one shows its rhythm, its times and its next checklist, and the ones that need attention come first.
Everyone in the organization can see the recurring checklists. The person who set one up owns it and is the one who changes it, skips a day, or pauses it.
Emails
A recurring checklist doesn't email people each time it makes a day: who does what is the same as last time. The due in 1 hour reminder works as for any checklist, once that day's checklist is open. When someone changes who does a particular day's part, the person given it gets the usual assignment email.