With Ziik’s Checklist module you can effortlessly collaborate and assign work throughout your organisation. Whether it’s providing onboarding guides to new employees, rolling out internal changes, or keeping track of daily operations, checklists helps you run your operation smoothly.

Permissions required:

Role permission "Can create checklists" enables users to create and share checklists

🧠 When to Use Checklists

Common use cases include:
🔄 Onboarding – Create a checklist once, assign it automatically to every new hire
✅ Routines – Automise daily/weekly/monthly processes at unit or group level
📣 Rollouts – Ensure that every location or department adopts internal changes
📂 Personal task tracking – Keep your own to-do list or assign it to an employee

Activate the Checklist module and Assign permissions

As a site admin, go to the admin menu, click modules, and activate Checklist. The module will appear in the left hand menu on web, and as a tile on the app's home screen

Screenshot 2025-06-02 at 09.38.25

Assign permission to create checklists

To create checklists, your role needs to be given permission

Go to your cogwheel settings, and click "Roles"

Specify what roles should be allowed to create checklists

🏗️ Checklist Types: Which one should I use?

When creating a checklist, you’ll be asked to choose a type. This determines how the checklist is distributed and who will complete it. You cannot change the type of a checklist once you have created it.

🤝 Collaborative checklist

Select this type to invite colleagues to collaborate in a shared checklist, or for keeping track of your private tasks.
Use for projects, shared responsibilities, or tracking your own work.

👉 Assigning checklists

You can choose to assign checklists to:

👤 Users

Each selected user is assigned their own checklist. You can track progress on each of them.
Perfect for onboarding and individual responsibilities.

📍 Units

Each unit is assigned their own checklist. You can track progress on each of them.
Ideal for location-based routines or projects.

👥 Groups

Each group is assigned their own checklist. You can track progress on each of them.
Best for coordinating across project or interest-based groups.

✍️ How to Create a Checklist

Go to “Checklists” in the left menu
Click “Create new Checklist”
Choose your Checklist Type
The checklist is created in an unpublished state - to prepare it for publishing:
Add:
- Title
- Description (supports images, videos, and files)
- Tasks (include title, optional description, and whether an answer is required)
Decide who can administer the checklist with you
Configure the sharing settings
Publish when ready

📝 Tip: You can edit tasks, titles, or descriptions even after publishing. You can also unpublish the checklist and move it back to the draft stage without losing the progress

👥 Sharing settings

🤝 Collaborative checklist

By default, a collaborative checklist is private to you.

If you want to make your checklist collaborative, you can choose to add:

Units & Roles - All current anf future users with memberships matching your selection will be added as participants

Groups - All current and future members of the group(s) selected will be added as participants

Users - All individual users selected will be added as participants

👤 Assigned to users

Each user you select will get their own version of this checklist. You can choose what users should be assigned the checklist using:

Units & Roles - All users with memberships matching your selection will be assigned the checklist.

Groups - All members of the group(s) selected will be assigned the checklist

Users - Selected individuals will be assigned the checklist

📍 Assigned to units

This option lets you assign one checklist per unit and choose which roles should participate in them.

You select units to assign the checklist to.
You select roles that should participate in each unit's version.
Only units that have at least one user with the selected roles will receive the checklist.

👥 Assigned to groups

With this type you can choose to share a checklist with:

Groups - All groups selected will be assigned their own version of the checklist, with the members in each group as participants in their respective version.

📊 Checklist Administration

When creating a checklist, you become an admin of it. When it has been created you can add others who should be able to administer the checklist with you. So what does it mean to be admin?

Checklist Admins can:

Edit the checklist title and description
Add, edit, and delete tasks
Mark completed tasks as uncompleted
Add and remove other admins
Edit sharing settings
Access stats and track completion across all versions of that checklist

🧑‍🦯‍➡️ Use cases - practical examples

Example 1: Assign a project to several units

Let’s say you want to assign a checklist to all your restaurants, guiding them through preparations for an upcoming campaign.

When creating a checklist, choose "Assign to Units"
Define tasks: Put up new posters and table signs, Go over the campaign with the team, Make sure stock is in etc...
Configure sharing:
- In the Units selector - select all the restaurants that you wish to assign the checklist to. You can select entire regions or markets and include their sub units.
- In the Roles selector, you choose the roles that should participate in the checklists. In this case, I want the roles Kitchen, Restaurant Manager and Service to collaborate each unit's checklist.

The checklist will only be assigned to units that include at least one user with one of these roles. Each unit gets assigned a unique checklist and users with the selected roles are added as participants in each checklist.

In the example shown in the images, “Aarhus Region” and “Copenhagen Region” don’t have any users with the roles kitchen, restaurant manager, or service, so they won’t get the checklist - only the restaurants will.

Example 2: Coordinate team work

Share a checklist between yourself and selected colleagues for coordinating projects or other team work.

1. When creating a checklist, choose "Collaboration"

2. Add tasks

3. Choose who to include as participants in the checklist

4. If you want to allow other participants to add tasks, add them both as participant and admin

Example 3: Onboarding

Set new employees up for success by guiding them through tasks to complete and content to review in their first days.

When creating a checklist, choose "Assign to users"
Add tasks: Introduction to team members and manager, intro to IT systems, review procedures and standards etc...
Configure sharing:

You have two options when sharing an onboarding checklist.

a. Assign the list to selected roles in selected units. This will distribute the checklist to all existing users with this role, and to all new users with this role. The upside - all is done automatically. The downside - current users get the checklist, not only new ones.
b. Assign the list manually to new hires. Instead of assigning the checklist to a certain role, assign it individually to a new employee when their profile has been created. The upside - only new employees get the checklist. The downside - the workflow requires some maintenance.

Example 4: Individual assignments

Share assignments to one or more individual users.

1. When creating a checklist, choose "Assign to users"

2. Add tasks

3. Choose whether to share the assign the tasks to a single individual users, several individual users, or with all users part of a specific group, role or unit.

Note: if you share with a group or a unit/role combination, all future users matching the selection will also be assigned the checklist, in additon to existing ones.

Example 5: Personal to-dos

Keep a private checklist for your own to-dos.

When creating a checklist, choose "Collaboration"
You will automatically be added as a participant in the checklist
As long as you do not change the sharing configuration, this checklist is only visible to you
You can easily move between admin view and user view in the checklist

Note: If your profile is deleted, another user will take over ownership of the checklist, as described in Deletion of the last admin.

💡Good to know

Deletion of the last admin

All checklists need an admin. If a user who is the only admin of a checklist gets deleted from Ziik, we assign the admin role to another user in the following order:

1. Another user in the unit from which the checklist was created, with permission to create checklists.

2. If no other user in that unit has permission to create checklists, a Ziik site admin becomes admin of the checklist.

Removal of checklist versions or participants

Groups

- If a group is deleted, any checklist versions that have been shared with that group will be deleted

Units

- If a unit is deleted or no longer has a user with the roles selected, checklist versions that have been shared with that unit will be deleted

Users

- If a group that is used to assign a checklist to individuals is deleted, users who were assigned the checklist because of that group membership will no longer be assigned the checklist

Collaboration

- If a group that is used to add participants to a checklist shared by all is deleted, users who were part of the checklist because of that group membership will be removed as participants

Notifications

Notifications are sent:

To all users added as participants when you publish a checklist.
To users who get added as participants to a published checklist as a result of changed sharing configurations.

Notifications are not sent:

When users get added as participants to a checklist as a result of changes in that user's unit/role memberships or group memberships.