What are checklists in a task?
A list of steps to tick off in a task helps the team keep track of what still needs to be done. In Task Manager, add one using the To-do list button in the Description field or in the message editor.
A list in the Description field is saved with the task description and can be ticked off in its card. A list in a message uses the same view as AI checklists and includes a progress bar.
If a procedure is missing a client sign-off stage, include it in the list in the task description. Participants can then tick off items without changing the description.
How does ticking items off work in practice?
A to-do list entered in the Description field is saved with the description. It appears at the top of the thread in the task card. You can tick off items without opening the task editor. You do not need permission to change the task’s content. So, a person assigned to the task can tick off their step even if they cannot edit the description.
The checklist is shared with everyone participating in the task. A progress bar with a count appears below the list, for example, “2 of 3 done”. A small avatar of the person who ticked an item appears next to it. Hover over it or tap it to see their first name, surname and the date. If you need to ask for details, you know who to contact.
Ticking items off does not change the description. Someone can correct a typo in the description and save the task. Items ticked off earlier will remain ticked.
What do you gain?
You do not have to message the person managing the onboarding and wait for a reply to find out how much work is left. You can see that two of the three steps are done. If work gets held up, it is easier to find out at which stage, rather than settling for the answer “it’s still in progress”.
You do not have to remember a recurring procedure from memory. The same list helps someone doing the work for the first time as well as someone who has been doing it for a year. A step that is easy to forget because it rarely causes problems is less likely to be missed.
You avoid duplicating someone else’s work. If a colleague has ticked off the third item, you know you do not need to do it again. You can see their first name, surname and the date they ticked it off, so you can ask them for details if needed. The conversation starts with what has already been done.
Step-by-step onboarding for a new client
An agency takes on a new client. The procedure has twelve steps: the contract, access, a system account, a kick-off meeting and gathering materials. Until now, the account manager has read through a note while working and kept track of each completed stage in their head.
The account manager creates a task, pastes the procedure into the description and adds a list using the To-do list button. They include the stages needed for this project and an item about the deposit. The task gets a due date and three people assigned to it. The designer ticks off “prepare logos”, the account manager ticks off “kick-off meeting”, and someone from accounts ticks off “contract signed”. An avatar of the person who ticked off each item appears next to it.
The task’s due date is visible in the list, and overdue tasks are marked in red.
Frequently asked questions
Can I add a checklist to a task description?
Yes. Use the To-do list button in the Description field. The list is saved with the description and can be ticked off in the task card.
Can other people see what I’ve ticked off?
Yes. The checklist is shared with everyone participating in the task. A small avatar of the person who ticked an item appears next to it. Hover over it or tap it to see their first name, surname and the date.
Do I need permission to edit a task to tick off an item?
No. You can tick off an item in the task card without opening the editor or having permission to change the task’s content.
Will editing the description clear the ticks?
No. Ticking off items does not change the description, and editing the task does not reset ticked items.
Where can I see how much has been done?
A progress bar with a count appears below the list in the task card, for example, “2 of 3 done”. Every task participant can see it.