How to "Run" a Checklist

You have created this amazing checklist (or customized a checklist template) and now you wish to start using it over and over and over. Typically, these checklist fall into one of:
  • Procedural checklists. For example when a user needs to follow a set of tasks to achieve a certain goal. Think: setting up a computer, opening/ closing a store, prepare a shipment.
  • Inspection / Audit checklists. For example a Hotel room cleaning inspection checklist where you need to perform the checklist multiple times in a day and track the quality. Another example can be an SEO Audit checklist.
  • Training checklists. The checklists can be used in two ways: First to go through it and learn the material. Second, to test that the user understood the material. Examples include Employee on-boarding (where you could use a checklist during the training as well as to verify his / her knowledge), studying for school exams ( see European Capitals Checklist for a simple example).
So how to actually "run" such a checklist? With the "Checklist Player" of course:

Introducing the Checklist Player

The Checklist Player allows you to go through a checklist, step by step, and mark each task as OK or Not OK (NOK). You can even add notes. Each time you go through a checklist you create a "Run" which is recorded and can be viewed later by yourself or a team member if you share the checklist.

Using the Checklist Player

So what are the steps involved in running a checklist?
  • Create a new Checklist or Customize a checklist template. In our example we will customize the Hotel Room Inspection Checklist. From the Dashboard customize the checklist template .
  • Once you have the checklist, open it:

  • Note the Run button on the top right of the toolbar. Click it to view the Runs Summary:

Currently, since you have not had any previous runs, the list will be empty. 
  • Go ahead and start a new run by clicking the orange "New Run" button
  • Optional: if you wish to have each task's note visible, click the "Open notes in each task" checkbox before hitting run. When should you leave it unchecked? For instance,  if wish to de-clutter the screen and only show the task name without any note or if you are running through a training and do not want to show the "answer" automatically.
  • The checklist player will open and the first task will be displayed:

You can choose from the following options:
  • OK -  If the task is successful, click the green checkbox at the bottom. Your action will be recorded and the next task will be shown
  • NOK (Not OK). If the task is not successful, click the red cross at the bottom. Your action will be recorded and the next task will be shown.
  • Navigate back and forth using the arrows at the bottom.
  • Add a note. Click on the notes icon at the bottom between the green and red buttons to add a note. This is useful to mark any exceptions you wish to report (usually goes together with a NOK).
  • You can show / hide the task notes by clicking on the Notes button. If you have checked the checkbox before starting the run, the notes will be open by default for this run.
  • Exit. When you have reached the last task (or if you like before), you can hit the exit button at the top right of the screen to go back to the Runs Summary
Note that once you have selected an option OK/ NOK/ Notes it will be marked with a black border around the button. You can always go back and change it. The app will record the last selected option.

Once you exit, the Runs Summary will show:

As you can see, your latest run has been added and you can see a card per run which includes:
  • Date and time it was started
  • Who ran it (in case you are working with a team)
  • Summary of how many OK/ Not OK and notes were added
  • Percentage of tasks that were completed (if you have skipped any answers or exited before reaching the end)
  • Delete a run. Simply swipe the run to the left and confirm to delete it
  • Replay. Hitting the play button will take you back to the Checklist Player and let you update the run
  • Results. Hitting the results button will take you to the Run Summary screen:

As you can see at the top is a summary of the run (similar to the previous screen). In addition, you can see the complete results of the run for each task:
  • Green check for OK tasks
  • Red cross for NOK (Not OK) tasks
  • Empty checkbox for tasks you did not enter any result (skipped)
  • The name of the task
  • If you entered any (exception) notes, they will be shown under the task name

What's next?

Now that you saw how to Run a checklist, give it a try. Start with any of the checklist templates or create your own.

We are adding new features to the "Run" functionality of the app and as always, we welcome your feedback.

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