Checklists on a project

The Checklists tab

Open a project and go to its Checklists tab. Each checklist attached to the project is a card: a progress ring, its name, how many items are done (and how many of the required ones), a mode badge, and, for anything other than a plain form, a status badge. Press + Add checklist to attach another template by hand; it only offers templates that aren't already on the project and aren't stage-gated, since a stage-gated checklist attaches itself once the project reaches its stage.

Three modes

• Stage gate: tied to a pipeline stage. It appears on the project automatically once the project reaches that stage, and blocks the project from moving past it until the checklist is complete. Depending on the template, finishing it can advance the stage on its own.
• Sign-off: not tied to a stage. Added to a project on demand with + Add checklist. Goes through a submit-then-approve cycle, but never blocks anything.
• Form: not tied to a stage, added on demand, fill-and-save only - there's no submit or approval step.

Filling one in

Click a card to open it. An item can be a checkbox, yes/no, free text, a number, a date, a 1-5 star rating, multiple choice, a photo, or a document. A required yes/no or rating item marked "N/A" still needs a note before it counts as answered, and some items are configured to require a note and/or a photo when the answer fails a check - a "No", a number out of range, or a flagged multiple-choice option. For a photo or document item, pick an existing project file or upload a new one right there; anything you upload also lands on the project's Photos or Documents tab. Answers save automatically as you go.

Submit, approve, reject

A Sign-off or Stage gate checklist moves through Draft, Submitted, Confirmed, or Rejected.

• From Draft (or after a rejection), fill in every required item and press Submit - the button stays off until they're all answered.
• Once submitted, it's read-only for everyone except an approver, who can Reject it with a reason (the person who submitted it is notified) or approve it. Approving is treated as an electronic signature: the approver's name, role and timestamp are recorded with it, and approving a stage-gate checklist whose template opts in also advances the project's pipeline stage.
• Confirmed is frozen - nobody can change it after that.

Who can submit and who can approve is set per template, by role, separately from what the Permissions screen controls. By default, Admin, Account Admin, Back Office, Branch Manager and PM can submit a checklist for approval, and Admin, Account Admin and Back Office can approve or reject one; a template can narrow either list, and can also opt Branch Manager into approving.

A completed checklist can be exported: the drawer's header has a download icon for a CSV of every item and answer, and a print icon for a PDF.

Where templates are built

Checklist templates are configured in Settings, on the Custom Fields screen, in the Checklists card. Each row shows a template's name, mode, item count and version, with Edit, Duplicate and Archive buttons; archiving keeps a template's history intact while taking it out of what staff can attach to new projects. Edit and Duplicate open the checklist builder, a two-pane editor with a live preview, where you set the template's name, its mode, which pipeline stage triggers it (for Stage gate), which job types it applies to, its items, and the submit/approve roles described above.

That same screen has an account-wide Enable checklist automation toggle, on by default: it lets checklists fill in certain items on their own from project data, and lets an opted-in stage gate advance the project automatically. Turning it off makes every checklist fully manual for the account. Reaching Custom Fields, and everything on it including the checklist builder, takes Modify on Account.

Who can do this

Seeing the Checklists tab and what's on it takes View on Projects. Attaching a checklist, saving answers, and submitting, approving or rejecting one all take Modify on Projects - though who can actually submit or approve a given checklist is narrowed further by role, as described above. Building and editing checklist templates takes Modify on Account.