Associate a Checklist with a Position

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At a glance

Associating a checklist with a position means that any team member assigned to that position on the Shifts screen automatically gets that checklist. Configure once in the Layout Editor, save time every shift. This article covers the workflow.

Before you start

1. You need Manager, Director, or Operator permission by default to access the Layout Editor.
2. The checklist must already exist and be active. Only active checklists appear in the association dropdown. If your checklist is not listed, check Checklists settings; inactive or draft checklists are not available here.
3. Confirm Checklist Associations are enabled at the template level. Manage Layout Templates lets stores disable auto-assignment across an entire template; if that is off, this setting will not fire at runtime.
4. Estimated time: under one minute per position.

Steps

1. Open the Layout Editor.
2. Select FOH or BOH using the toggle at the top.
3. Select the template that contains the position you want to associate a checklist with.
4. Click the position title. The right column updates to show that position's settings.
5. Find the Associated Checklist box in the right column.
6. Click the dropdown and choose the checklist to associate with this position. Only active checklists appear.
7. Press Save All.
8. Press Update Layout or Update All Layouts to push the change to the Shifts runtime.
9. You should now see the checklist auto-assigned the next time a team member is placed into this position on the Shifts screen. Their roster card shows the checklist indicator, and the checklist appears in their assigned checklists.

Video

Video coming soon.

Common gotchas

The checklist I want is not appearing in the dropdown.

Only active checklists appear. Open the Checklists module and confirm the checklist's status. Draft, inactive, or archived checklists are hidden from this dropdown. Activate the checklist in the Checklists module, return to the Layout Editor, and it should appear.

I associated a checklist but assigned team members are not getting it.

Check three things in order. First, did you press Save All and then Update Layout? Without Update Layout, the change does not push to running shifts. Second, is Checklist Associations enabled at the template level? Open Manage Layout Templates and verify. Third, is the checklist still active? A checklist that went inactive after the association was set up stops auto-assigning even though the association record persists.

I want to associate a checklist only for a specific shift time, not every time this template runs.

Templates apply across every active time they cover. If the association should vary by time (for example, a deep-clean checklist only on overnight shifts), the cleanest approach is to create a separate template for the overnight shift with the deep-clean checklist associated, and keep the original template unassociated. Assign the two templates to their respective active times.

The associated checklist is auto-assigning but I only want it for new hires.

Associated Checklist is position-based and applies to everyone assigned to that position. It does not filter by team member attribute. If you want a checklist to auto-assign to new hires specifically, keep it unassociated and use manual assignment from the Checklists module, filtered by team member tenure.

I removed a checklist association but team members who were already assigned still have it.

Removing the association stops future auto-assignment but does not unassign the checklist from team members who already received it. If you need to remove the checklist from everyone currently assigned, do that from the Checklists module separately.

The Associated Checklist box is not visible in the right column.

Make sure you have a position selected (not a section, and not nothing). Section titles and the Manage Template panel do not show Associated Checklist because that setting only exists at the position level.

I want to associate more than one checklist with a single position.

[NEEDS JARED CONFIRMATION: whether multiple checklists can be associated with a single position. The source article suggests a single-select dropdown; current Production may differ.]

Related articles

1. Understand the Layout Editor (Reference, Core slot 21)
2. Customize a Layout Template (How-To, Core slot 22)
3. Manage Layout Templates (How-To, bonus). Template-level enable or disable of Checklist Associations.
4. Create a Checklist (How-To, Core slot 3). Build the checklist first; then associate it here.
5. Understand Checklist Structure (Reference, Core slot 4)
6. Assign a Checklist to a Position (How-To, Phase 1 bonus). Overlapping topic; this is the same workflow documented from the Checklists module perspective.

Still stuck

If associations are not saving, the checklist dropdown is empty, or auto-assignment is not firing at runtime, submit a support ticket and include:

1. Your store number.
2. The template and position involved.
3. The checklist name and its current status (active, draft, archived).
4. A screenshot of the Associated Checklist box with the dropdown open.
5. Whether you pressed Save All and Update Layout.

Support typically responds within one business day.

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Pre-publish checklist status

11 0f667bbb-1c05-4ab7-8dd6-80731c1de1ff complete Seven sections filled.

12 8070b841-2cb3-4c2a-bf5a-f0caef884696 complete Final step is a confirmation step.

13 f728eb43-7323-4252-87ff-9152cd8143f5 complete No em dashes, no hedge words, permission-based role references.

14 3cb2655a-7879-4a99-b703-b6e7ea957789 complete No real identifying data.

15 f6c642ae-dd6d-4e7b-9b42-aeecb65cc9a5 incomplete UI verified against Production.

16 6c3b72c9-2758-4b4c-b532-8d39d5ba8e2e incomplete VERIFY block on multi-checklist association support.

17 eaad76a7-a18e-4cbc-a313-339b4aa90967 incomplete Screenshots at decision points (Step 4: position selected with right column; Step 5: Associated Checklist box; Step 6: dropdown open with active checklists listed).

18 1a154e02-5ff2-4699-bd01-c3b13c017885 incomplete Related article links activated.

19 e949ba6a-76a7-4af8-b572-9f18fa77430c incomplete Primary search term tested (likely "associate checklist," "auto-assign checklist").

20 71ac1f84-56f2-4d20-b382-d1a868a47ff2 incomplete Reviewed by Jared and Kevin.

Source

Existing kb.oneclickapp.com Layout Editor article, Associated Checklists section.