Assign a Checklist to a Position

Changelog: v2 corrects v1, which described the wrong flow. v1 was based on the existing KB article and assumed leaders drag team members from a lineup onto checklist sections on the Checklists screen. The actual primary flow, confirmed from the Shifts screen at the source store on April 23 2026, is the reverse: leaders drag checklists from the Lists panel onto position cards on the Shifts screen. This rewrite captures the correct flow and repositions the task mental model from "assign a team member to a checklist" to "assign a checklist to a position, inherited by whoever works that position." April 24 privacy pass: real store name removed from changelog and pre-publish checklist. Two operator-as-actor phrasings in the changelog also cleaned to "leaders" in the same edit. Turn 60 trim: at-a-glance shortened from 5 sentences to 2 to fit template guidance.

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At a glance

Assigning a checklist to a position on the Shifts screen ties the work to the seat, not to a specific person, so the checklist follows the position through shift swaps and coverage changes. This article covers manual assignment by dragging from the Lists panel; Auto Schedule has its own article.

Before you start

1. You need a role with checklist assignment access. Team Leader roles and above typically have it. [VERIFY: confirm the exact permission label governing Lists panel access and drag-and-drop assignment.]
2. Team members need to be assigned to positions in the shift layout. If a position is empty, you can still drop a checklist onto it, but no one will own the work until a team member is placed in the position.
3. Set the FOH or BOH toggle at the top-left to match the side where the checklist should be completed.
4. Know which checklists you want to assign and which positions should own them.
5. Estimated time: one to three minutes depending on the number of assignments.

Steps

1. Select Shifts from the left navigation menu.
2. Confirm the FOH or BOH toggle matches the side you are assigning checklists on.
3. Click Lists in the top action bar (between Prompts and Auto Schedule). A panel opens on the right with two groups: Current Daily Checklists and Weekly/Monthly Checklists. The Lists button also shows a numeric badge for checklists that need attention.
4. Find the checklist you want to assign. Use the chevron on each group to collapse or expand it. Each checklist shows its time window or due date, a progress indicator, and a Review button when it is completed.
5. Drag the checklist from the right panel onto a position card (for example, Host, Runner 1, or iPOS 2) on the shift layout. The team member currently in that position becomes the owner of the checklist for today.
6. Repeat for each checklist you want to assign. One position can own multiple checklists, and the same checklist can be dropped on multiple positions if you want more than one team member to share the work.
7. You should now see the checklist assigned to the position's team member. When that team member opens Checklists on their device, the assigned checklist appears in their view.

Video

Video coming soon.

Common gotchas

I cannot find the Lists button.

The Lists button sits in the top action bar between Prompts and Auto Schedule. On narrower screens or smaller windows, the action bar can wrap or truncate. If you do not see Lists, widen the window, collapse the left navigation, or look for a list-style icon near the center of the action bar. The Lists button also carries a numeric badge showing how many checklists are unassigned or need attention.

I dragged a checklist onto an empty position.

An empty position has no team member in it, so a checklist dropped there has no owner until someone is placed in the position. If you want the checklist to be assigned to an actual person today, first assign a team member to the position using Create Shift or the schedule, then drag the checklist onto the now-occupied position.

Auto Schedule redistributed assignments I made manually.

Auto Schedule looks at shift strength, permissions, age restrictions, and history to distribute assignments. If you click Auto Schedule after manually assigning, it may reshuffle positions you had already set. Two ways to avoid this: do Auto Schedule first and then manually override specific positions, or mark the specific sections you always want to control as Don't Auto-Assign inside Checklist Manager.

Drag-and-drop does not engage on my tablet or phone.

Touchscreens require a press-and-hold gesture before the drag starts, not a quick tap. Press the checklist, pause briefly until the drag gesture engages, then move to the position. If the gesture still does not work, try from a desktop browser to confirm the assignment is possible, then check whether your mobile app needs an update.

I assigned the wrong position by mistake.

Drag the checklist again onto the correct position. [VERIFY: confirm whether the checklist stays on the original position until explicitly removed, or whether dragging to a new position unassigns from the old one. Also confirm how to unassign a checklist from a position.]

The team member in the position changed after I assigned the checklist.

The checklist is tied to the position, not to the individual team member. If the person in the position changes (shift swap, break coverage, no-show), the new person in the position inherits the checklist. This is usually what you want. If you want a checklist to follow a specific team member regardless of position, see the alternate flow below.

Alternate flow: drag team members onto checklist sections from the Checklists screen.

The Checklists screen has its own right panel showing Unassigned Shifts and Assigned Shifts. [VERIFY: confirm whether dragging a team member from this panel onto a checklist section still works in the current Alpha UI, and whether this approach assigns the checklist to the specific team member rather than to their position. Earlier screenshots suggest this panel exists, but its behavior has not been confirmed in this rewrite.] The Shifts-screen flow described above is the primary documented flow and is faster for batch assignments.

Related articles

1. Set Up Auto-Schedule for Checklists (How-To Guides)
2. Review a Completed Checklist (How-To Guides)
3. Edit a Checklist (How-To Guides)
4. Why a Checklist Is Not Appearing (Troubleshooting)

Still stuck

If a checklist is not staying assigned, the Lists panel is not opening, or team members are not seeing checklists you assigned, submit a support ticket and include:

1. Your store number.
2. The name of the checklist and the position you tried to assign it to.
3. The team member who should be seeing it.
4. A screenshot of the Shifts screen with the Lists panel open.
5. What you expected to happen versus what happened.

Support typically responds within one business day.

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Pre-publish checklist status

69 728f967d-fedd-441b-aefe-dc3dae363094 complete All seven sections filled.

70 8ec21d26-1148-4dc0-a214-3a67dbc2cdc2 complete Final step is a confirmation step.

71 d533e76c-02c0-4edd-bae4-0980d58be866 complete No em dashes.

72 96587c1b-fff4-45b8-b9d6-1a3a137de76d complete No hedge words.

73 6aa84f0a-28a1-4443-8fd5-2796a7ef21f0 complete Role references are permission-based, not role-name-based.

74 1c3c49da-97eb-491f-a3e4-ddd582e6fafd complete Step count within the seven-step guidance.

75 57fd9e20-db8e-40db-955b-c141e55dcf0e complete Navigation path verified against a real store on Alpha.

76 78e18c9e-cf7c-48ef-a482-a45cbbfb5d88 complete v1 correction applied after Dan's April 23 screenshot clarified the actual primary flow.

77 76fda8ca-e0b2-4ab7-b559-7facee41e638 complete No real store numbers or names in body or metadata (April 24 privacy pass).

78 aee32c53-43ee-4421-85a8-e5587fd23346 complete At a glance trimmed to 2 sentences (Turn 60).

79 acfb8265-6ec3-4d70-9c18-fa65a486b933 incomplete UI verified against Production before publishing.

80 9666a7bf-4305-4a6c-b10a-e9d2c5a47c9b incomplete Screenshots to be inserted at decision points (Step 3: Lists button and opened panel, Step 5: drag-and-drop mid-gesture from Lists panel to a position, Step 7: position card showing assigned checklist indicator).

81 a51e2eca-d868-4a0d-bda0-e83adbfa6f28 incomplete VERIFY block on exact permission label resolved.

82 0614df2d-d016-42f3-88fb-eb34c5d05010 incomplete VERIFY block on unassign behavior resolved.

83 a8fd9318-e89c-4e6c-8f04-63115333022f incomplete VERIFY block on alternate Checklists-screen drag flow resolved.

84 d49446f7-6d51-4d88-bbde-243ceb6e4fec incomplete Primary search term tested in HubSpot KB search (likely "assign checklist," "drag checklist," or "assign checklist to position").

85 075ff3cd-1496-4d9c-9069-b556cf082885 incomplete Reviewed by Jared.

86 6f53d67d-4274-494f-b77b-eaed0b19f640 incomplete Reviewed by Kevin.

Drafting note for reviewers

The v1 version of this article was wrong because it relied on an existing KB description without confirming the flow in current UI. This rewrite is based on a direct screenshot walkthrough from Dan on April 23, 2026. If the alternate flow (Checklists screen drag direction) is still live, it may deserve its own short article later rather than a gotcha mention here.