Create custom checklists

Checklists are an optional, yet highly effective feature that helps you stay on top of onboarding and operational processes for both employees and operations.

Each checklist is fully customisable—you can add new items, edit existing ones, or remove tasks as your business needs evolve. This ensures your checklists always reflect your current processes, whether it’s onboarding new employees, setting up operations, or maintaining compliance.

This is especially useful for:

• Labour hire companies that regularly recruit employees and add new operations

• Businesses where multiple stakeholders participate in the recruitment process

• Businesses with detailed onboarding processes to ensure requirements are consistently met
• Training and development processes

Using checklists helps standardise processes across your team, taking the pressure off your admins and making sure every employee or operation is set up consistently, with nothing overlooked.
 

There are 4 main checklists foundU offers, these are:

• Onboarding Checklist - This checklist is primarily used by employees in the Pending People menu; it can still be accessed once they have been approved. 
  • The Onboarding Checklist will open by default for pending employees. 
  • This list is typically used for onboarding criteria and checks, such as: 
    • Checking resumes and references
    • Adding positions
    • Visa Checks
    • Interview Stages
    • Qualification and compliance checks
    • Sending documents (e.g., contracts, letters of offer)
• Compliance Checklist - This checklist is primarily used for employees who have just been approved, but it can still be accessed before they have been approved. 
  • The Compliance Checklist will open by default for approved employees. 
  • This list is typically used for onboarding criteria and checks, such as: 
    • Enabling phone clocking / submit shifts
    • First day orientation
    • Probation check-ins
  • However, you may want to utilise this checklist for other purposes if it is not required for onboarding, such as offboarding, orientations, or inductions. 

• Pending Operation Checklist - This checklist is exclusive to Pending Operations and is not available once an operation has been accepted.
  • This list is typically used for operation setup criteria and checks, such as: 
    • Reviewing operation details
    • Adding financial details (payroll state, pay period, etc)
    • Checking the invoice and quick settings
• Approved Operation Checklist - This checklist is exclusive to Approved Operations and is not available to operations prior to being accepted. 
  • This list is typically used for operation setup criteria and checks, such as: 
    • Adding rates book/ charge rates
    • Review the break scheduler
    • Reviewing clock rules and/ or installing the Clock App
    • Check contact details

  Please note: While you can fully customise the items within each of your four available checklists, once a checklist is applied, it will be assigned to all employee or operation profiles. You cannot create different checklists for specific groups of employees or operations.
 

Using a checklist

Once a checklist has been set up and added, it is automatically applied to all employee or operation profiles. From here, using a checklist is straightforward: when a task is completed, simply tick the checkbox next to the item. 

Doing so will automatically do the following actions:

• Record a timestamp of when the task was completed

• Record the name of the admin user who verified that the task was complete

• Apply the corresponding tag to the profile for easy reporting and progress tracking
   

Because each checklist item also adds a tag to the employee’s profile, these tags can be used across other areas of your platform, just like any other tag. Common uses include:

• Filtering the people menus, then performing bulk actions (such as sending emails or SMS)
• Using roster requirements to prevent an employee from having their shifts published if checklist item has not been actioned

Checklists are built using the tags feature in your platform, making them simple to customise and maintain. Each checklist is linked to a tag group, with each tag representing a checklist item - so you can add, edit or remove items by managing the relevant tags.

Once a checklist is set up, the same checklist applies across all employee or operation profiles in your platform. Any changes you make will automatically be updated everywhere (if the tags group is already linked to profiles), so we recommend discussing your requirements with other teams or departments before making updates to ensure they don’t affect how others use the platform.

By default, your platform includes pre-set tag groups for the Onboarding and Compliance checklists. If you’d like to update these, skip ahead to Add, edit or delete a tag in a checklist. Otherwise, follow the steps below to create a new tag group.
 

Add a new checklist:

1.  Navigate to the main menu > Platform Settings > Tag Library.

2. To add a new checklist, you will need to create a new tag group. To do so, select Add New. 

3. Complete the following details:

   • Enter Label - Provide a name for the tag group.

   • Hide Tag In - Select Create Job/ Roster if you do not require the tags to be included on the roster or shift. 

4. To save your changes, select Add. Once saved, you will be directed back to the Tag Library to add your tags. 

  Please note: You can not have more than one tag group assigned to each checklist. If you need additional checklist items, edit your existing tag groups to add them. 
 

To add, edit or delete a tag in a checklist:

1. From the Tag Library, select the name of the tag group you are looking to edit or add tags to. 
2. Apply your changes:
   • Add new tags - Select Add New. In the Tag Label(s) field, type your new items and select Add to save.
   •  Edit tags - Select the pencil icon. Update your tag's label, and select the tick to save. 
     
       Hot tip: Checklist items will appear in alphabetical order. If you require your tags to be done in a specific order, add a prefix such as 01, 02, 03a, or 03b. 
      
   • Delete tags - Select the bin icon. You will then receive a warning to confirm your deletion, select Ok to delete. 
3. If your checklist is already visible on employee or operation profiles (Compliance and Onboarding checklists should be visible by default), these changes are updated automatically. If checklists are not visible, continue to our next section: Enabling a checklist.

Once you’ve created a tag group for your checklist, the next step is to make it visible in the relevant area of the employee/ operation profile. You'll do this by linking your customised tag group to the corresponding checklist in your settings menu.

If you've edited a default tag group for the Onboarding and Compliance checklists, it's likely already linked in your settings menu, so you can skip this step. 

To enable a checklist:

1. Navigate the main menu > Platform Settings > System Settings.
2. Locate the relevant setting in the list below to update:
   • Tag Group For Approved Operations - This will apply to the Approved Operation Checklist. 
   • Tag Group For Pending Operations - This will apply to the Pending Operation Checklist. 
   • Tag Group For Unverified Candidate - This will apply to the Onboarding Checklist. 
   • Tag Group For Verified Candidate - This will apply to the Compliance Checklist. 
3. In the field next to the relevant setting, select the tag group you would like applied.  
   
     Please note: You can apply 1 tag group per setting. The tag group name isn’t shown on the checklist - checklists will simply display as Onboarding, Compliance, etc even if you update the tag group name. 
4. To save your changes, navigate to the bottom of the page and select Save Settings. 

  Hot tip: After applying a tag group as a checklist, you may want to navigate to an employee/ operation profile to check that the checklist displays as expected. If not, just update the tags. 

If you want to keep track of your employees and see how they’re progressing through your internal onboarding process, exporting a checklist report is the easiest way. Instead of checking each employee individually, you can quickly view who has completed their tasks and what still needs attention.

Because your checklist is made up of tags, once an item is marked as complete, the corresponding tag is automatically added to the employee’s profile. You can then export this information using People Exports (from either Approved or Pending People) and select the relevant tag groups. This allows you to see which checklist items have been assigned to each profile and easily monitor overall progress.

Additionally, you can also export checklist items from operations using the bulk actions from the Pending or Approved Operations menus. 

  For the full guide on exporting tags and checklists, please refer to our article on Customise your platform with tags. 

Can checklists be tailored to different operations or employee groups?

Checklists are shared across all employees and operations and can’t be tailored to specific groups.

This ensures consistency across your business, so it’s important to design checklist items that are relevant and applicable for everyone who will use them.

I can see that we can have checklists for onboarding and compliance. Can we add additional checklists for offboarding, orientations, or any others we may want to add?

Currently, there are two checklist types available for employees — Onboarding and Compliance and two for operations - Pending and Approved. 

While additional checklist types (such as offboarding or orientations) aren’t available at this time, you can use the Compliance checklist to capture offboarding or other process-specific items if needed.

Can I rearrange the order of items in a checklist?

Yes! Checklist items are displayed alphabetically based on their tags, so the order isn’t determined by how they’re added. 

If you want to organise your checklist in a specific sequence, you can edit the tags and add a numbered prefix (for example 01., 02., 03a., 03b.). Just be sure to use leading zeros (01 instead of 1) if you have more than 9 items, to keep the order consistent.

Checklists are available on employee profiles — can I add them to other areas of the platform, like payroll?

Checklists are available on Employee and Operation profiles to support setup and onboarding.

Currently, they can’t be added to other areas of the platform.

Can I edit or delete items on a checklist?

Yes! You can edit, add, or delete items in your checklists. Before making changes, keep the following in mind:

• Editing a checklist item will update it for all employees or operations it’s applied to.
• Deleting an item will remove it from all profiles and cannot be recovered.
• Adding a new checklist item will display it on all profiles and operations, but it won’t be automatically selected for existing employees — their profiles will need to be reviewed and selected as needed. 

Can I rename a checklist?

You can rename the tag group linked to your checklist to help identify it when selecting in System Settings. 

However, this name won’t appear on employee or operation profiles, and the default checklist names — Onboarding,  Compliance etc. — cannot be changed.