Using checklists on tasks

Checklists can be attached directly to tasks for maintenance routines, cleaning routines, or any check that needs to be performed and recorded as part of a task. They use the same reusable checklists defined at Settings > Checklists > Definitions, so any checklist available for booking configurations is also available on tasks — no separate library, no flag to set.

Unlike bookings (which wrap checklists inside a configuration tied to phases), tasks reference a checklist directly.

Attaching a checklist to a task

There are two ways a checklist gets onto a task:

1. Manually, from the task

Open the task, click Checklists, and select the checklist to add. A task can have multiple checklists attached. Remove one at any time from its menu on the task.

2. Automatically, via a schedule

Recurring tasks — for example, a monthly cleaning or an engine-hour-based service — can have a checklist linked to the schedule at Task management > Schedules. Every time the schedule spawns a new task, the linked checklist is attached automatically.

See Task schedules for how to set up schedules.

Note

Checklists on a task are not blocking. A task can be marked Done regardless of whether its attached checklists have been submitted. Most teams submit them first anyway — the submission is the proof of work — but nothing enforces it.

Submitting a checklist

Any user with the Task CRU permission can submit a checklist on any task. No assignment is required — anyone on staff with the permission can submit. Guests cannot submit task checklists.

See Users and permissions for the role details.

Save and resume

Partially-filled checklists are saved on the device the user started them on, so it’s fine to step away and come back later.

Caution

Private / incognito browser windows do not save progress. If someone is filling out a long checklist and might need to pause, make sure they’re not in a private window — partial answers will be lost.

Re-opening a submitted checklist

If a checklist was submitted by mistake or needs changes, open it, click the three-dot menu next to the checklist, and choose Restart. The previous answers load into the editable form so you can adjust and submit again. The re-submission gets a new timestamp.

Flagged items

Any item marked Not OK, or any item with a comment, flags the whole submission for attention.

There is no automatic follow-up — no task is spawned, no notification is sent. Reviewing flagged submissions and acting on them is a manual step. The submissions page is designed for this review: flagged rows are highlighted yellow so they’re easy to spot.

Creating follow-up tasks from flagged items

On any individual item in a submission, the three-dot menu offers Create task. This is the recommended way to turn a flagged item into actionable work.

Viewing submissions across tasks

Every checklist submission across the fleet lives at

Task management > Checklists. This is the working surface for reviewing flagged checklists and staying on top of outstanding work.

The submissions table

Each row is a checklist instance on a task. Rows with flagged items or comments are highlighted yellow — that’s the signal that something needs follow-up.

From a row you can:

• Start — begin filling in a checklist that hasn’t been submitted yet.
• View — open a submitted checklist to review answers and create follow-up tasks from flagged items.
• Click the task — jump to the originating task.

Filters

The left panel provides filters for:

• Task — search by title, description, or ID.
• Boat and Scope (My boats / My bases) — narrow to boats or bases you care about.
• Checklist — filter to a specific checklist (e.g., only Cleaning checklist).
• Is submitted — show submitted or not-yet-submitted instances.
• Is flagged for attention — show only submissions with Not OK answers or comments.
• All the regular task filters (status, assignees, dates, etc.) are also available.

A Show flagged answers toggle at the top of the table is a quick shortcut to the flagged-only view without setting the filter.

Signatures on task checklists

Signature items are a booking-only feature. Checklists attached to tasks do not support signatures — see Signatures for the booking flow.

Printing a submitted checklist

Submitted checklists can be printed from the submission view. Task-checklist printing is single-language — it uses whichever language is currently set. Multi-language PDF download is currently a booking-checklist feature only.

Permissions

Checklist actions on tasks are gated by existing task permissions — no separate checklist role:

• Task CRU — attach, submit, re-open, and delete checklists on tasks and schedules.
• Task admin — define new checklists and reusable sections at Settings > Checklists > Definitions.

See Users and permissions for the full matrix.