Checklists – Creating and using checklists

Checklists help your team follow consistent processes, track progress and keep a record of completed work.

PracticeFlow includes 16 ready-made Checklist Templates covering common accounting and bookkeeping services. You can use these straight away, customise them to suit your practice or create your own.

Creating and editing Checklist Templates

Got to Settings > Checklist Templates to view and manage your templates.

You can edit an existing template or create a new one, adding, removing and reordering checklist items to reflect how your practice works.

Checklists can have one or two levels:

• Single-level: A simple list of items that can each be ticked as complete.
• Two-level: In a two-level list, the first level acts as a heading to group related items, while the second-level items can be ticked as complete.

All items can be edited, and you can move them left or right to change their level.

Adding a checklist to a task

Checklists can be used with one-off tasks, recurring tasks and Smart Tasks.

When creating or editing a task, recurring task schedule or Smart Task Template, choose the appropriate checklist from the Checklist Template dropdown.

You can also create a checklist manually on an individual task.

Once added, the checklist appears on the task, ready for your team to work through.

Tracking progress and completed work

As work progresses, users can tick off individual checklist items.

PracticeFlow records who completed each item and when. The completion date appears against the item in the task side panel. Hover over a completed item in the task side panel to see the user's name, date and time.

The Tasks grid can also display:

• Total checklist items
• Number of completed items
• Next incomplete item

This helps you monitor progress across clients and identify what still needs to be done.

Completion details are also available through the PracticeFlow API, although these details are not currently separate columns in the Tasks grid column chooser.

Making changes for individual clients

Not every client follows exactly the same process.

You can amend the checklist on an individual task by adding, removing, editing or reordering items, provided the checklist has not been locked.

For recurring tasks and Smart Tasks, you can select Remember for future tasks to carry those changes forward for that particular client, without changing the standard checklist for everyone else.

If this option is not selected, changes apply only to the current task. Future tasks will use the checklist defined in the recurring task schedule or Smart Task Template.

Each new task starts with its checklist items unticked.

Locking checklists

You can lock checklists within recurring task schedules and Smart Task Templates to prevent users from changing their structure.

Users can still tick items as complete, but cannot add, remove or amend them. An administrator can amend or unlock the checklist from the relevant recurring task schedule or Smart Task Template.

This is useful where your practice requires a consistent process to be followed.

For more information about client-specific changes and locking, see Managing checklist changes