Shyfter Checklists - User Guide
ℹ️ Availability: the Checklists feature is included only in Pro subscriptions. To upgrade your subscription, please contact our sales team.
What is a Checklist?
A Checklist is a list of tasks to be completed during a shift. You create reusable checklist templates (for example "Opening", "Closing", "Cleaning"), associate them with the relevant shifts, and your employees complete them from the mobile app during their service.
At a glance, you know what has been done, by whom, and when.
Example use cases:
- Opening and closing tasks for a store
- Hygiene and safety controls (HACCP, temperatures, etc.)
- Equipment or stock checks
- Internal procedures to follow on every shift
Overview of the journey
- Configure a checklist template (one time)
- Attach the checklist to a shift
- The employee completes the checklist on the mobile app
- You track completion from the reports
Step 1 - Configure a checklist template
Go to Settings → Schedule → Checklists.
There you will find the list of your existing templates. Click New to create one.
Fill in the template information
- Name (required): the title of the template, visible everywhere (e.g. "Opening").
- Description (optional): a short explanation of how the template is used.
Add tasks
Click Add task for each item to check. For each task, you define:
- The label of the task (e.g. "Put out the flags")
- The expected response type (see below)
- Required: if enabled, the employee will have to complete this task (see the mobile step)
Available task types
Type | What the employee sees | Use it for… |
|---|---|---|
Checkbox | A box to tick once the task is done | A simple action to validate ("Put out the flags") |
Yes / No | Two buttons: Yes or No | A clear yes/no question ("Is the fridge clean?") |
Number | A numeric field (with optional min/max) | A measurement or quantity ("Fridge temperature") |
Text | A free-text field (optional max length) | A comment or a note |
Photo | The ability to take/attach a photo | Visual proof ("Photo of the tidied bar") |
💡 For Number tasks, you can set a minimum and maximum accepted value.
For the Text type, you can limit the length of the message.
Reorder, edit or delete
- Reorder: drag and drop tasks using the handle on the left of each task to set the display order.
- Delete a task: click the red icon on the right of the task (a confirmation will be requested).
- Click Save to store the template.
Edit or delete an existing template
From the list of templates:
- Edit: opens the template for editing.
- Delete: removes the template (a confirmation will be requested).
Step 2 - Attach a checklist to a shift
When creating or editing a shift, you can attach a checklist to it.
- Open the shift in the schedule.
- In the Checklist section, select the desired template from the list.
Once the template is selected, its tasks are automatically added to that shift.
💡 The checklist is a copy of the template at the moment you attach it: editing the template later does not affect shifts that are already planned.
Step 3 - Customize a shift's checklist
You can adapt the checklist for this specific shift, without changing the original template.
- After selecting a template, click Edit (or "Edit items").
- Add, remove or modify tasks as in the configuration step.
- Confirm.
This allows, for example, adding an exceptional task for a particular day.
Step 4 - On the employee's side: the mobile app
When an employee is on a shift that has a checklist attached, it appears in the mobile app.
Completing tasks
Depending on the task type, the employee:
- Checkbox: ticks the box once the task is done.
- Yes / No: taps Yes or No (they can deselect by tapping again).
- Number: enters a value (a message appears if it is outside the defined limits).
- Text: enters a comment.
- Photo: takes a photo or selects one from their gallery.
Required tasks and clocking
Tasks marked as required are flagged with an asterisk (*). As long as they are not completed, the employee is prompted to finish them.
Progress is saved automatically: the employee can complete the checklist gradually throughout their service.
Step 5 - Track completion (Reports)
Go to Reports → Checklists to monitor the status of your teams' checklists.
There you will find a table with, for each checklist:
- User: the employee concerned
- Shift: the date and times
- Section (if applicable): the section/zone of the shift
- Template: the checklist template used
- Status: Pending, In progress or Completed
- Progress: the number of completed tasks (e.g. 2/2)
Filtering
You can filter by period, by status and by employee to quickly find a checklist.
View the detail
Click a row to open the detail: you see each task, the answer provided (value, text, photo…) and anything that may have been left incomplete.
Frequently asked questions
Can I reuse the same template on several shifts?
Yes. A template is designed to be reused as many times as needed.
If I edit a template, do already-planned shifts change?
No. Each shift keeps the version of the checklist from the moment it was attached.
Can an employee modify their answers?
(Placeholder: specify the behaviour depending on your configuration.)
Who can create and manage checklist templates?
Template management is done from the Settings, available to profiles with management rights. (Placeholder: specify the roles concerned.)
Need help? Contact our support team from the app or via the Shyfter help center.
Updated on: 02/06/2026
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