How to Start and Use an Activated Checklist

When you first open a checklist by clicking an email link or procedure card, the checklist will appear in its entirety, with no checkboxes showing. Checklists are designed to be activated and used by again and again by multiple team members without changing the checklist itself. What is shown initially is the checklist preview - all the steps are listed, but are not able to be used from this screen.


In order to use the checklist, the user will need to activate a new checklist Instance. The following steps will guide you through starting and using an activated checklist.

Step 1: Start a New Activated Checklist Instance

Each time the checklist is initiated and used by a team member, it is an Instance. The Instance records the activity and changes made at that time, while maintaining the framework of the original blank checklist so it can be used again.

1. To create a new checklist Instance, simply click the play button at the top right of the main checklist screen. It is the blue button with a triangle on it.

2. Type a title in the pop up box to name the instance so it can be found later. Common Instance names include dates, client names, or the purpose for the Instance.

3. Click the Confirm button to save the instance and begin using the checklist.

Step 2: Using the Activated Checklist

Once a new instance has been created, the checkboxes will be active and you can complete steps as required.


To see instructions for the step you wish to complete, click the arrow to the right of the step to open the instruction panel. When you are finished viewing the instructions, you can close the panel by clicking the red X in the top right corner, or by clicking the arrow again.


When you have completed a step in the checklist, click the box next to the step to mark it as competed. Your activity will be recorded and tracked within the Activated Checklist Instance.


Step 3: Adding Collaborators

Many Activated Checklist instances will require more than one team member to complete. This is why Way We Do allows you to add collaborators to each individual instance. 

1. Navigate to the checklist instance you would like to add a collaborator to.

2. Click the "Add a Collaborator" icon in the top right corner. It is the one that looks like a person with a plus sign.

3. Click the name of the desired team member from the pop up list. A confirmation message will appear on screen and an invitation email will be sent to the chosen collaborator.


Step 4: Closing a Checklist Instance and Returning to it Later

Some checklists have steps that are completed over a number of days. In this case, you can close a checklist and return to it later to resume your progress.

To return to an Activated Checklist Instance, click the Activity button at the top left of the main checklist screen. Then locate the Instance you would like to continue in the activity list, and click the Resume button to the right of the Instance title. You will be returned to the Activated Checklist Instance and may resume your progress.


Step 5: Finishing a Checklist Instance

Activated Checklist Instances are automatically marked as complete once all steps have been checked off.

To finish a checklist early without completing all the steps, you must abandon the checklist Instance by clicking the Finish button in the top right corner.


Users who abandon checklists before they are complete are required to provide a reason that the list can not be completed. After clicking the Finish button, enter the explanation into the box provided and click Abandon. The reason provided will be recorded as part of the permanent checklist activity.


Understanding the Activity Page

Checklist Instances that are still in progress have a progress bar and a Resume button. 

Completed instances will be marked with a full green green progress bar and a checkmark on the Activity page.

If the checklist instance requires Supervisor Sign-off, it will feature a full orange progress bar and a resume button.

Abandoned checklists are shown with a full red progress bar and a stop button.




The following Help Desk articles can help you troubleshoot common questions or issues with Activated Checklists:

Why are Supervisors not receiving Activated Checklist Review emails?

Which steps are mandatory or optional in a Checklist?

Why can’t I tick checkboxes showing on an Activated Checklist? Is it not working?

Can I restart or resume an Abandoned Checklist?

Checklists Daily Reminder Email

For more helpful information about creating and using Activated Checklists, see:

How to Create an Activated Checklist

How to Add Steps in an Activated Checklist

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