Create a Checklist

---

At a glance

This article walks you through building a new checklist from scratch: naming it, setting its schedule, adding tasks, and publishing it so your team can use it. A simple daily checklist can be created in under ten minutes. OneClick supports nine task types, four repeat rules including a Persistent rule that carries items over between days, and Markdown formatting for photos and links inside tasks.

Before you start

1. You need a role with the Manage Checklists permission. If you do not have access, any role with that permission can grant it, or you can submit a permission change request.
2. Decide what the checklist is for (daily opening, weekly cleaning, BOH walkthrough, monthly deep clean) and when it should appear.
3. Have your list of tasks ready, either typed out or in a document you can copy from. For lists longer than twenty items, consider asking support to import from a spreadsheet, Jolt, or VSBL (see gotchas).
4. Check that no one else on your team is editing checklists at the same time. Only one device should be in the Checklist Manager at a time, or changes may be lost.
5. Estimated time: five to fifteen minutes depending on how many tasks the checklist has.

Steps

1. Select Checklists from the left navigation menu, then tap Manage Checklists at the top of the screen. You can also reach the Checklist Manager through Settings in the left nav, then Checklists in the Global Settings panel.
2. In the Checklist Manager, click + Create New Checklist at the top right. If OneClick provided a template checklist that matches what you need, you can press Use on that template instead of creating from scratch. The rest of these steps still apply for customizing it.
3. Give your checklist a name. Use a verb-led name that describes the task ("AM Leader Walkthrough," "BOH Pre-Close," "Monthly Deep Clean"). Avoid generic names like "Checklist 1," since team members will see this name directly.

4. Set the repeat rule under Manage Repeat Rules. Pick one of four:

5. Daily. Tasks that happen every day (opening, closing, daily cleanings).

6. Weekly. Tasks tied to specific days of the week (Tuesday truck order, Friday inventory).
7. Monthly. Once-a-month tasks. Choose a due date between 1 and 31. A new checklist version is generated after the due date.
8. Persistent. Weekly or monthly basis with items that carry over between days. Use this when tasks can be completed any day across the time window but everything must be done by a single due date. Weekly Persistent uses Sunday-Saturday due dates; Monthly Persistent uses dates 1-31.
9. Configure the optional fields if they apply. Require Permissions limits who can view and complete the checklist (leave it blank if anyone on the team should see it; setting this also auto-disables Auto-Assign for the checklist, so only the leader can assign it manually). Checklist Complete notifications and Checklist incomplete notifications send emails when the checklist is finished or missed.

10. Add your tasks. Type a task into the Enter a new task here... field and press enter. Choose the task type from the dropdown on the right. OneClick supports nine task types:

11. Checkmark. Simple done-or-not-done toggle. Most common type.

12. Number. Numeric input (counts, quantities, temperatures).
13. Slider. Numeric input with a slider control for ranges.
14. Dropdown. Pre-defined list of options to choose from.
15. Short Answer. Single-line text input for a quick note.
16. Long Answer. Multi-line text input for longer notes or observations.
17. Signature. Drawn or typed signature for sign-off.
18. Photo. Image upload for visual proof of work done.
19. Multiple Phase. Tasks with sub-stages, each completed in order. Use + Add Section to group related tasks under a heading. Sections are how you later assign specific team members to subsets of the checklist.
20. Add photos, links, or bold formatting inside any task using Markdown syntax (see the next section). Auto-Save captures text edits when you click outside a field, but major structural changes still need the final Save.
21. Click Save at the top of the expanded checklist. You should now see your new checklist in the Active Definitions list, and it will appear in the main Checklists view for team members on its next scheduled instance.

Adding photos, links, and bold text to tasks

Task text supports a small set of Markdown formatting inline. Use these for visual reference images, embedded instructions, or emphasis on critical steps.

Photos

Upload the image to a cloud storage service like Google Drive, then open the image preview and click the three-dot menu and choose "Open in new window" (the photo preview itself will not work; it has to be the full window URL). From the URL, copy the HASH (the random string between /d/ and /view). In the task, use this syntax with your HASH substituted in:

textTask name

A complete worked example you can copy and paste to test:

textCow Image

Links

Embed a link into a task using bracket-paren Markdown:

textDisplay text

A complete worked example:

textBasics of OneClick

Bold

Emphasize a word or phrase using double asterisks or double underscores. Write **word** or __word__ in the task text. When the checklist renders for team members, the word appears bold.

Save the checklist after adding formatted text to ensure the rendering is preserved.

Video

Video coming soon. If the written steps do not cover your situation, submit a ticket (see Still Stuck).

Common gotchas

My new checklist does not appear for my team today.

Your team will see the new checklist on its next scheduled instance, not immediately. If you created a daily checklist this afternoon and the daily schedule already ran this morning, the checklist will appear tomorrow. For weekly checklists, it appears on the next scheduled day of the week you selected.

I do not know which repeat rule to pick.

Daily is for things that happen every day (opening checklists, closing checklists, daily cleanings). Weekly is for tasks tied to specific days (Tuesday truck order, Friday inventory). Monthly is for once-a-month tasks (monthly deep cleans, end-of-month counts). Persistent is the right choice when the work spans multiple days but has a single due date, for example a weekly cleaning checklist where tasks can be knocked out any day of the week but everything must be done by Saturday. Items on a Persistent checklist carry over between days inside the window, which Daily, Weekly, and Monthly do not.

My text edits were saved but my structural changes disappeared.

OneClick auto-saves individual text edits when you click outside a text field. Structural changes (adding or removing tasks, changing task types, renaming sections) still need the Save button at the top of the expanded checklist to commit. If you navigated away or lost connection after making structural changes without pressing Save, those changes are lost.

My edits were saved but then disappeared even though I pressed Save.

OneClick does not currently support two leaders editing or creating checklists at the same time, or the same leader working from two devices. If another device is in the Checklist Manager when you save, your work can be lost. The Checklist Manager shows a banner warning about this. Coordinate with other leaders before building a new checklist.

I set a Required Permission Level and now nobody on my team can see the checklist.

Required Permission Level is a gate: only team members whose role has that permission level will see the checklist. If you wanted the whole team to be able to complete it, open the checklist from Manage Checklists and set Required Permission Level back to None (or leave it blank). See Restrict a Checklist to Leaders Only for when you actually want this gating.

I want to load tasks from a spreadsheet or from Jolt or VSBL instead of typing them.

OneClick does not currently support bulk task import in the Manage Checklists UI. If you have a large list from Jolt, VSBL, or your own spreadsheet, submit a support ticket with the document attached (CSV, PDF, or Excel accepted). The support team can load the tasks into your account. This is the fastest path for lists longer than about twenty items and is the standard migration path for stores switching from Jolt or VSBL to OneClick.

I picked the wrong task type and cannot see how to change it.

Task types can be changed after creation. Open the checklist from Manage Checklists, find the task row, and use the task type dropdown on the right side of that row (the dropdown that currently shows Checkmark, Number, etc.). Select the new type and click Save at the top of the checklist.

My photo Markdown is not rendering the image.

Three common causes. First, the Google Drive photo needs to be opened in a new window (not the preview); the preview URL does not work. Second, the HASH must be the exact string between /d/ and /view, with no extra characters. Third, the file must be shared publicly (or at least anyone-with-link) in Google Drive, or the Markdown render shows a broken-image icon.

My Markdown link is showing as plain text instead of a clickable link.

Check the exact syntax: [Display text](URL) with square brackets around the display text and parens around the URL, no space between the ] and (. If the link still does not render, save the checklist; some rendering does not kick in until after save.

I want to make a checklist visible to only my leaders.

Use Require Permissions at step 5, or see Restrict a Checklist to Leaders Only for the dedicated workflow.

Related articles

1. Understand Checklist Structure (Reference)
2. Edit a Checklist (How-To)
3. Duplicate an Existing Checklist (How-To)
4. Deactivate a Checklist (How-To)
5. Assign a Checklist to a Position (How-To)
6. Set Up Auto-Schedule for Checklists (How-To)
7. Review a Completed Checklist (How-To)
8. Create a One-off Task (How-To). Single-person single-due-date companion to recurring checklists.
9. Restrict a Checklist to Leaders Only (How-To). Dedicated workflow for the Require Permissions gating.
10. Why a Checklist Is Not Appearing (Troubleshooting)
11. Turn Off Email Notifications for a Checklist (How-To)
12. Request a Permission Change (How-To). Use this if you need Manage Checklists permission and do not have it.

Still stuck

If this article did not solve your issue, submit a support ticket and include the following so the team can help you faster:

1. Your store number.
2. The name of the checklist you were trying to create.
3. A screenshot of the Checklist Manager showing what you are seeing.
4. What you expected to happen versus what is happening.

Support typically responds within one business day.

---

Pre-publish checklist status

57 5ca3aa52-6f1d-4371-a057-0067f21eea1a complete All seven sections filled.

58 dda59283-766e-4ac0-a6f0-c7163d582c15 complete Final step is a confirmation step.

59 ff90b430-a4db-4b90-8b49-33401457f821 complete No em dashes.

60 5be8be1f-3039-4bf0-aea2-6bc245330711 complete No hedge words.

61 9fe1d8bc-46cb-4a10-b83a-5fe5c2041041 complete Role references are permission-based.

62 f46d13f8-a9e9-4089-b4ef-03a5fee8ea40 complete Navigation path verified against a real store on Alpha (v1) and cross-checked against kb.oneclickapp.com source (v2).

63 ebbc33d7-1672-49fd-9a98-95916fae55ad complete No real store numbers in body or metadata.

64 df9da60a-4c4f-46c8-9a65-79b5b6e11c2b complete Flag 24 enrichment: nine task types enumerated, four repeat rules with Persistent carry-over, Auto-Save behavior, Markdown syntax for photos/links/bold.

65 fd5392f0-3149-41d6-b3ce-84d25e22e359 complete Related article links activated.

66 91172e71-1ff5-454f-9b58-905b938014ae complete Turn 28 fix: Photos Markdown examples converted to fenced code blocks so the syntax renders as literal code instead of a broken image embed.

67 d35cefa0-9837-4fb9-9723-54c1a27f974b incomplete UI verified against Production before publishing.

68 9ed7a5a1-244f-4b92-a0ff-5590c44c49ea incomplete Screenshots to be inserted at decision points (Step 1, Step 2, Step 4 Repeat Rules panel, Step 5 Require Permissions and notifications, Step 6 task type dropdown showing all nine options, Markdown rendering examples).

69 5c0972f5-3d9a-4916-9b73-a0e4ab2a9779 incomplete Primary search term tested in HubSpot KB search.

70 5a6be6d4-183c-4649-b1c2-6ba36d6bfdd4 incomplete Reviewed by Jared.

71 be9c8ae1-8c30-4eb5-b9e2-2ed8e1dab3cc incomplete Reviewed by Kevin.

Source of common gotchas

Gotchas are drawn from three sources. First, the HubSpot customization-tagged ticket pull on April 23, 2026, filtered for Checklists-module tickets marked "In-app customization available," which surfaced the "new checklist not showing up today" pattern, the bulk-import-from-Jolt pattern, and the permission-level confusion pattern. Second, the in-product banner warning in the Checklist Manager observed in the source store. Third, the kb.oneclickapp.com Checklists article uploaded to KBRW Turn 26 (April 24, 2026), which provided the Auto-Save behavior, Markdown syntax examples, and the complete nine-task-type list.