A list of steps to tick, each tick dated and named
Steps to take, not a document to supply
Before a viewing, an inventory or a meeting, a few things always remain to be done: clear the entrance, read the meters, bring a document. In a message, they get lost. In a checklist, each one has its own line, and everyone sees what is done, when, and by whom.
From the list to the finished list
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The list
You name the steps, one per line, from 1 to 50, each at most 255 characters. The message carrying the checklist says what it is for; it has no separate title. An older checklist keeps its own.
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The recipients
You name the people concerned, or you leave the checklist to the other party of the folder. It appears in the recipients' « to do » list until everything is ticked.
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The tick
One click on the box ticks it, a second unticks it. The box reacts at once; if the update fails, it goes back to its previous state and a message says so.
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The trace
A ticked step is struck through and shows, beside it, the person's name and the date, with the full date and time on hover. Unticking removes the tick.
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Who can tick
The recipients, but also the checklist's author and the folder's responsible person. Unlike a document request, the person who posts it often does a step themselves. Someone the checklist does not concern sees the boxes but cannot tick them.
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The status
The checklist is « to do », then « in progress » as soon as a step is ticked, then « treated » when all of them are. Unticking a step moves it back.
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The due date
Optional, for the whole list. It triggers the automatic reminders, which stop when the checklist is treated.
A checklist can also be published as an internal note, reserved to the team, and kept in a template: the steps and the due date, relative to the day the template is used, are then ready to be set down again in one click.
In practice
Real estate. The catalogue's « Viewing preparation » template sets, five days ahead, a checklist for the seller: « Clear the entrance », « Leave the cellar keys ». On the day of the viewing, you know what was done, and by whom.
Property management. The « Inventory preparation » template asks, three days ahead, to « Read the meters » and to « Hand over all keys and badges ». The tenant ticks as they go; the team sees the list fill up without chasing.
What it does not do
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Assign a step to one specific person.
Recipients are chosen once for the whole checklist, not step by step.
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Set a due date per step.
The due date applies to the whole list.
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Receive a file or a comment on a step.
A box is ticked or unticked, nothing more. To gather documents, use the document request.
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Be ticked once the folder is closed.
Once the folder is closed, or the checklist cancelled, the boxes can no longer be ticked.
Related reading
- Document requests, to gather documents rather than actions
- Automatic reminders, which follow the checklist's due date
- Folder templates, so you do not rewrite the same list for every folder
- The waiting view, where what remains to be done is found
The other features
Your next folder, with nothing lost along the way
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