Checklists, Templates, and Runs
Checklist works for a single job and for work you do over and over. The difference is whether you need fresh tasks each time.
Checklist: work you're doing now
A checklist contains the tasks for a particular occasion. You can add tasks, update details, and mark work complete.
For example, Pack for the weekend is a checklist. When you've finished packing, the work is done.
A one-time checklist doesn't need to become a routine. Finishing it once is a valid outcome.
Template: steps you use again
A template is a reusable set of tasks.
For example, Shop opening might always include unlocking the entrance, checking supplies, and preparing the counter.
You set up those steps once in a template. Each time the shop opens, you create a new checklist from it.
A public template from the library can also be a starting point for a one-time checklist.
Routine: the mobile name for reusable work
In the mobile app, reusable work is called a routine. The web app generally uses template.
Both describe steps you prepare once and use again.
Run: one occasion of doing the work
When you run a template or routine, Checklist creates a new checklist with its own progress.
Here are three examples:
| Reusable instructions | Work for one occasion |
|---|---|
| Weekly cleaning template | Cleaning checklist for this Saturday |
| Restaurant opening routine | Checklist for today's opening |
| Employee onboarding template | Onboarding checklist for a new employee |
Completing tasks in one run does not complete the template or future runs.
Should I use a checklist or a template?
Choose a checklist for work that doesn't need a reusable set of steps.
Choose a template or routine when you want to start fresh from the same steps again. You can run it yourself or, when supported, create checklists automatically on a schedule.