Checklist Templates
Create and manage operational checklists for staff
Stats Overview
Four summary cards track the overall state of your checklist system, from template availability to completion rates.
Active Templates
The number of checklist templates marked as active and ready to be assigned to staff. These are your approved, current standard operating procedures. Inactive templates are not counted here and cannot be assigned.
Active Checklists
The total count of checklist instances that are currently assigned to staff, including both those not yet started and those in progress. This represents your team's current task load.
In Progress
Checklists where some items have been completed but the checklist is not yet 100% done (progress is between 0% and 100% exclusive). A high number may indicate staff are juggling too many tasks simultaneously.
Completed
Checklists that have been fully completed (100% of items checked off). Track this over time to measure team productivity and task completion rates.
Two Tabs
The checklist module is organized into two main tabs, separating template management from day-to-day operations.
Templates Tab
Shows all checklist blueprints available in the system. Templates define what items need to be checked, the category, and the standard procedure. Templates are reusable — one template can be assigned to multiple rooms, staff, or shifts.
Active Checklists Tab
Shows all checklist instances that have been assigned to staff and are currently in use. Each instance is tied to a specific room, staff member, and time period. This is where you monitor day-to-day task completion.
Templates Tab
Templates are the building blocks of your checklist system. Each template defines a reusable set of tasks for a specific operational area.
Template Card Layout
Each template displays as a card showing the template name at the top, an active/inactive status indicator, and a category badge with a distinct color (e.g. blue for housekeeping, orange for maintenance, red for safety).
Item Count & Preview
The card shows the total number of checklist items and a preview of the first 4 items with checkbox icons. This gives you a quick sense of what the template covers without opening it. If there are more than 4 items, a '+N more items' label shows the remaining count.
Categories
Templates are categorized for easy organization: Housekeeping (room cleaning, turndown), Maintenance (equipment checks, repairs), Safety (fire safety, emergency procedures), F&B (kitchen prep, service standards), Front Desk (check-in/out procedures), and others. Each category has a unique badge color.
Last Updated Date
Shows when the template was last modified. Review templates periodically and update them when procedures change, new regulations are introduced, or staff feedback identifies missing steps.
Active Checklists Tab
Active checklists are live instances of templates assigned to specific staff members and rooms.
Checklist Card Header
Shows the checklist name (inherited from the template), the category badge, and a completion status icon — a clock icon for checklists still in progress, and a green check icon for fully completed ones.
Room & Staff Assignment
Each card displays the room number the checklist is assigned to and the staff member responsible. This makes it clear who is working on what and where, enabling supervisors to track staff across the property.
Progress Bar
A visual progress bar shows completion as 'X/Y items completed' with a percentage. For example, '6/10 items (60%)' means 6 of 10 tasks have been checked off. The bar fills proportionally so you can quickly assess progress at a glance.
Date Information
For in-progress checklists, the assigned date is shown (when the checklist was assigned to the staff member). For completed checklists, the completion date is displayed instead, providing a record of when the work was finished.
Filtering
Filtering options differ slightly between the two tabs to match the relevant use cases.
Templates Tab Search
Search by template name to find specific templates. Useful when you have many templates and need to locate a particular one for editing or assignment, such as searching 'fire' to find the fire safety checklist.
Active Checklists Tab Search
Search by checklist name or staff member name. This helps supervisors find all checklists assigned to a particular staff member or locate a specific checklist by name, such as searching 'Priya' to see all of Priya's assigned tasks.
Category Filter
Available on both tabs. Filter by category (Housekeeping, Maintenance, Safety, F&B, Front Desk, etc.) to focus on checklists in your area of responsibility. For example, the housekeeping supervisor can filter to see only housekeeping checklists.