Checklist Framework
A unified system to define, train, test, and run every Checklist or Standard Operating Procedure in your business, all built around a "single source of truth" checklist.
Checklist Framework at a glance
Each SOP becomes one canonical checklist that powers documentation, onboarding, quizzes, and live execution.
The Define → Train → Test → Do → Manage loop keeps everything current without juggling disconnected tools.
Starter packs and industry examples give you a head start while staying easy to tailor to your standards.
Governance scales from one team to the entire company because every process follows the same structure.
Front-line teams run live checklists that capture data, photos, comments, and accountability in every run.
Analytics connect completions, quiz scores, and feedback so improvements are driven by real operational evidence.
What is the Checklist Framework?
The Checklist Framework upgrades SOPs from PDF handbooks into living systems for your business operations. It acts as an SOP framework and checklist management layer so you can control how processes are defined, trained, tested, and run from one place.
One canonical (single source of truth) checklist per process lives in Define. When you update that checklist, every downstream experience-training, quizzes, live runs, exports-stays perfectly in sync without extra effort.
Instead of juggling shared drives, slides, and task apps, you manage the entire lifecycle in one place:
Training stays synced with Define
Train mode exposes the canonical SOP with extra context so staff learn from the real process, not a disconnected slide deck.
Testing proves understanding before work
Linked quizzes verify comprehension, highlight weak spots, and build confidence before someone goes live.
Execution guided in Do mode
Live checklists run on any device, capturing data and sign-offs so the work is consistent on every shift.
Manage closes the loop
From here you trigger and oversee key checklists, and operational data flows back into Define so updates stick and the SOP never goes stale.
The Define → Train → Test → Do → Manage loop
Every SOP, onboarding path, and live run in Checklist follows this closed loop. You define the process once, train and test on the same content, execute in Do mode, then manage improvements using real data.
This rhythm keeps teams aligned on the latest way of working and turns your SOPs into a continuous improvement loop, instead of a pile of outdated documents.
Define
Define
Your single source-of-truth SOP
Define is the single source of truth for each process. Document purpose, scope, SLAs, roles, and detailed steps, plus KPIs and required data fields, with optional images or attachments.
- Capture purpose, scope, roles, SLAs, and prerequisites in one place
- Break the process into clear steps and sub-steps with required data fields
- Attach reference docs or images wherever extra clarity is helpful
- Import existing SOPs or start from ready-made templates and adapt them
Train
Train
Learning from real SOPs
Train uses the exact same checklist but overlays explanations and optional media so staff learn the why behind each step.
- Keep explanatory notes visible while people walk through each step
- Use the same checklist for onboarding, refreshers, and cross-training
- Track who has completed training for each process
- Use training completion and quiz results to decide when someone is ready for live runs in Do mode
Test
Test
Quizzes and knowledge checks
Test verifies that people actually understand the SOP before they take over live work. Question banks are tied directly to checklist steps.
- Auto-generate or build custom question banks mapped to SOP steps
- Use scenario-based prompts to cover critical risks and edge cases
- Track scores and attempts at both individual and team level
- Schedule periodic re-checks and re-certifications to keep knowledge fresh
Do
Do
Execution mode
Do is the live execution environment. Staff run the same checklist during shifts, capture data, escalate issues, and leave a record of every run.
- Responsive interface for desktop, tablets, and mobile devices
- Capture data, photos, signatures, and timestamps as work happens
- Use required fields so critical information is never skipped
- Each run produces an auditable log with owners and handover history
Manage
Manage
Ongoing oversight
Manage closes the loop by surfacing completion data, quiz results, and feedback so process owners know what to improve next.
- Dashboards show completion rates, late steps, and skipped tasks
- Compare quiz scores with execution data to spot knowledge gaps fast
- Route frontline feedback and issues back to the process owner for action
- Updates published in Define sync instantly to Train, Test, and Do
Everything you need to run the loop
The Checklist Framework replaces documents, LMS, quiz tools, and ad-hoc task apps with one connected SOP management system. Each component is aware of the others, so the same canonical SOP powers every experience.
Template Editor (Define)
- Structured editor with clear steps and reusable blocks
- Capture purpose, roles, SLAs, equipment, and prerequisites
- Add data capture fields such as text, photos, signatures, and numbers
- Import existing SOPs or start from ready-made templates and adapt them
Train Mode
- Shares the same checklist content with explanations and optional media unlocked
- Assign onboarding paths or refreshers with progress tracking
- Lead instructor-led sessions or let staff self-serve on demand
- Use training completion and quiz results to see who is ready for live runs in Do mode
Quizzes and Tests
- Auto-generated or custom quizzes linked to exact SOP steps
- Scenario-based questions supported out of the box
- Attempts & scores tracked per teammate
- Require passing scores before someone can run the process live
Execution Mode (Do)
- Responsive interface for desktop, tablets, and mobile devices
- Required fields and guardrails keep runs on track
- Data capture, file uploads, and sign-offs baked into every step
- Each run generates an audit-ready history for handovers and reviews
Analytics and Management
- See how often each checklist is started, finished, and completed on time
- Compare quiz results with real runs to spot where people struggle
- Collect front-line comments and photos in one place for follow-up
- Track how each process is executed over time so improvements are deliberate
From framework to real operations
Walk through our live hotel workspace to see the framework in action-one canonical SOP powering training, quizzes, execution, and improvement for an entire property.
Follow this path to experience the full loop end to end:
Tour the full environment
Tour the full environment
Explore how the framework covers multiple departments across one property.
View Hotel SOPs exampleZoom in on one department
Zoom in on one department
The Front Office pack shows arrivals, departures, complaints, and night audit all sharing the same loop.
View Front Office packInspect one canonical SOP
Inspect one canonical SOP
See how the Guest Check In checklist powers training, testing, and execution for a critical process.
View Guest Check In procedureCheck the knowledge test
Check the knowledge test
Experience how quizzes stay linked to the SOP by walking through the Guest Check In quiz.
View Guest Check In quizNot in hospitality? Use this walkthrough as a blueprint for rolling out the same loop in your own industry.
How to use the framework in your own business
Start with the process that pains you most, prove the loop, then scale. Here’s a rollout pattern teams use to go from first checklist to company-wide adoption:
Choose the highest-impact or highest-risk process
Choose the highest-impact or highest-risk process
Pick a workflow that happens often or carries risk-customer onboarding, audit prep, shift handovers - and commit to using it as your pilot.
Model the canonical checklist in Define
Model the canonical checklist in Define
Document every step, owner, and data requirement. Import existing docs or start from templates to capture the current best practice.
Enable Train and Test
Enable Train and Test
Turn on Train mode with explanations and build or auto-generate quizzes so people can certify on the process.
Launch Do mode with the team
Launch Do mode with the team
Ask staff to run the checklist live during shifts and make it the official way the work is done.
Review Manage data and feedback
Review Manage data and feedback
Use completion stats, comments, and quiz patterns to identify friction. Update the checklist and restart the loop.
Repeat the loop for the next process
Repeat the loop for the next process
Once the pilot runs smoothly, copy the approach for the next workflow or location until your entire operation follows the framework.
Start small, expand over time
Match each rollout step with the live hotel example to see how the loop plays out before you launch inside your team.
Who is the framework for
Any team that needs to prove work was done the right way-while ramping people faster-benefits from the framework. Common owners include:
Operations Managers
Need audit trails, training proof, and consistent execution across every shift.
Department Heads
Want their team to run the same way on every shift and to see completion data in one place.
Training & People Teams
Need structured onboarding and re-certification programs that stay aligned with live SOPs.
Quality and Compliance
Must prove that SOPs are followed with logged data, timestamps, and sign-offs.
Multi-location Owners
Roll new standards across sites or properties without rewriting documents per location.
Process Improvement & Lean Teams
Need operational data to spot friction, test changes, and redeploy updated SOPs quickly.
The public hotel workspace is our most complete showcase today-use it as a blueprint even if you're running restaurants, clinics, facilities, or field teams. Start exploring at Hotel SOPs and Checklists
Checklist Framework Frequently Asked Questions
Is the Checklist Framework only for hotels?
No. Hotels are simply the most complete public example we can show. The Define → Train → Test → Do → Manage loop applies to restaurants, clinics, facilities, contact centers, or any operation with repeatable processes.
How is this different from normal checklists or SOP PDFs?
Traditional SOPs live in PDFs or shared drives that drift out of date and rarely connect to training or execution. In the Checklist Framework one canonical checklist fuels documentation, Train, Test, and Do. Update it once in Define and every downstream experience reflects the latest version automatically, complete with data from live runs.
Do I need technical skills to use the framework?
No. Process owners edit checklists with drag-and-drop steps, toggles, and data fields. They can enable Train, publish quizzes, and launch Do mode with a few clicks-no developer tickets required.
Can I import or adapt existing SOP documents?
Yes. Paste your existing procedures into the editor, add structure and data capture, or start from one of our templates. Once it lives in Define you can flip on Train, Test, and Do immediately.
How many processes should I start with?
Begin with one or two high-impact workflows so you can give them attention, prove the loop, and gather data. That is why the hotel example starts with Front Office arrivals.
What data do I get from the framework?
You capture completion rates, timestamps, skipped or late steps, quiz scores, attachments, comments, and who performed each run. That evidence powers audits and helps prioritize improvements.
Can I customize the quizzes?
Yes. Auto-generate quizzes from your checklist content, craft scenario-based questions with media, or combine both. Each question stays linked to the SOP step it validates and updates when the checklist changes.
Does the framework work on mobile devices?
Yes. Do mode is designed for phones, tablets, and desktops so staff can follow checklists on the devices they use in the field or on the floor.
Launch your first canonical checklist
Pick the process that matters most, run it through Define → Train → Test → Do → Manage, and you will know exactly how the framework feels before rolling it out everywhere else.
What happens when you do: