Restrict a Checklist to Leaders Only

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At a glance

Some checklists should only be visible to specific leadership tiers. Daily safe counts, manager walk-throughs, and end-of-day cash handling are the common examples. Use the Require Permissions field on any checklist to restrict who can view and complete it. When restriction is set, OneClick shows a Leader Only icon on the checklist and the Auto-Checklist auto-assignment feature is automatically disabled for that checklist.

Before you start

1. You need a role with the Create or Edit Checklists permission. Same permission that covers regular checklist configuration.
2. Decide which permission tier should be the minimum for viewing and completing this checklist. OneClick uses a hierarchical permission dropdown; setting a permission level means team members at or above that level in your Customization Rubric can access the checklist. [VERIFY: whether Require Permissions is exact-match (only the selected permission) or at-or-above (selected permission and all higher tiers).]
3. Know that restriction overrides Auto-Assign. Even if your store has Auto-Checklist enabled, a Required Permission disables auto-assignment for that specific checklist.
4. Estimated time: under one minute per checklist.

Steps

1. Select Checklists from the left navigation menu.
2. Press Manage Checklists.
3. Open the checklist you want to restrict, or press + Create New Checklist to build one from scratch.
4. Scroll to the Require Permissions section.

5. Click the Required Permission Level dropdown. The available options (in order) are:

6. Team Member

7. Advanced Team Member
8. Longterm Employee
9. Service Account
10. Trainer custom name
11. BOH Trainer
12. Team Leader
13. Shift Leader
14. Manager
15. Director
16. Billing Portal
17. Operator
18. Select the minimum permission level. Leave blank (or select None) to make the checklist visible to all team members.
19. Press Save.
20. You should now see a Leader Only icon next to the checklist name indicating restricted access. Team members who do not meet the required permission will not have this checklist assigned to them, even if their assigned position has Auto-Checklist configured.

Video

Video coming soon.

Common gotchas

The Auto-Checklist feature stopped working for this checklist.

That is intentional. When a Required Permission is set on a checklist, the Auto-Checklist feature is automatically disabled for that checklist. The thinking: auto-assignment is a broad-stroke distribution mechanism, and leader-only checklists need to be distributed more deliberately. Assign the checklist manually to the specific leaders who should complete it.

A Manager-restricted checklist is visible to a Team Leader who should not see it.

Check the Customization Rubric for your store. The permission tier dropdown uses the canonical OneClick names, but your store may have renamed tiers (for example, "Area Leader" mapped to Manager in the rubric). If the rubric mapping is unexpected, the behavior will be unexpected too. Confirm with your Operator or check Understand Your Customization Rubric.

I want the checklist to be visible to Shift Leaders and Managers but not Team Leaders.

The Required Permission dropdown is a single selection, and the hierarchy flows upward from the selected tier. Setting Shift Leader means Shift Leader, Manager, Director, Billing Portal, and Operator all see it. There is no exclusion logic. If you need non-contiguous access (skip a tier), the workaround is to set the restriction at the higher tier and assign manually, or create two duplicate checklists each restricted differently.

The Leader Only icon is not showing up.

First, confirm you pressed Save. The icon only appears after the restriction is saved. Second, check the checklist from the main Checklists list view, not from inside the edit view; the icon shows in the list.

A team member who was completing this checklist is no longer seeing it.

Likely because you added a permission restriction to a previously unrestricted checklist. Their permission tier does not meet the minimum. Either lower the restriction, change the team member's permission, or reassign the checklist manually.

Setting the restriction to Team Member did nothing.

Team Member is the lowest tier in the dropdown. Setting the restriction to Team Member means everyone at Team Member tier or above can access, which is effectively everyone. Use a higher tier if you want actual restriction.

I set Operator and now even my Managers cannot see the checklist.

Operator is typically the highest tier. If you set Operator-only, you are restricting to the smallest number of people. If you want Managers and Directors included, select Manager instead.

I want to apply a permission restriction to a one-off task.

One-off tasks do not have a Require Permissions field. They are assigned to a single specific team member, so access scoping is implicit in the assignee selection. If you need leader-only task distribution, create multiple one-off tasks (one per leader) or use a restricted checklist instead.

Related articles

1. Create a Checklist (How-To Guides). Full workflow for creating a new checklist.
2. Understand Checklist Structure (Reference). Includes the Require Permissions concept.
3. Understand Permission Levels (Reference). The canonical permission hierarchy used in the dropdown.
4. Understand Your Customization Rubric (Reference). How your store maps canonical permissions to local role names.
5. Set Up Auto-Schedule for Checklists (How-To Guides). Auto-Checklist interaction with Required Permission.
6. Create a One-off Task (How-To Guides). Alternative for single-leader work.

Still stuck

If the Require Permissions dropdown is missing, the Leader Only icon is not appearing after save, or a permission-restricted checklist is visible to a team member who should not see it, submit a support ticket and include:

1. Your store number.
2. The checklist name.
3. The Required Permission you selected.
4. The team member and their current permission tier.
5. A screenshot of the Require Permissions section on the checklist.

Support typically responds within one business day.

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Pre-publish checklist status

11 35420e96-9b80-4821-816b-fde1f7d52baa complete Seven sections filled.

12 9f980cb6-60ef-4e75-8de7-4361a705ccc6 complete Final step is a confirmation step.

13 5f8880b5-f501-499b-b3dc-b07bd9daf323 complete No em dashes, no hedge words, permission-based role references.

14 3c8edc98-b488-4b37-9622-29ff20e520d5 complete No real identifying data.

15 772c6c81-819b-4ee8-baef-61c1cd65c9d6 incomplete UI verified against Production.

16 a519bc7a-321c-43f7-8d1e-5a686dda1109 incomplete VERIFY block on exact-match vs at-or-above semantics for Required Permission.

17 1fc5be0e-9c34-427f-813a-bf2380b60494 incomplete Screenshots at decision points (Step 4: Require Permissions section; Step 5: dropdown open showing full canonical permission list; Step 8: Leader Only icon on checklist card).

18 84c64129-9ff5-4864-839e-34b7169d0f24 incomplete Related article links activated.

19 423d5480-c019-41da-9c70-ab88ec9adec0 incomplete Primary search term tested (likely "leader only," "restrict checklist," "manager checklist," "permission checklist").

20 02b787c6-6980-4d7f-a266-0185e84c374a incomplete Reviewed by Jared and Kevin.

Source

Existing kb.oneclickapp.com Leader Only Checklists article uploaded to KBRW Turn 26 (April 24, 2026). The canonical permission dropdown order (Team Member through Operator) comes directly from the source's dropdown screenshot. The Auto-Checklist auto-disable behavior is sourced from the article's FAQ section.