{"id":13622,"date":"2026-06-26T10:00:00","date_gmt":"2026-06-26T08:00:00","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=13622"},"modified":"2026-11-10T08:21:45","modified_gmt":"2026-11-10T07:21:45","slug":"checklists-in-planfix-how-to-eliminate-chaos","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/checklists-in-planfix-how-to-eliminate-chaos\/","title":{"rendered":"Task Checklists in Planfix: How to Stop Missed Steps"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Task checklists in Planfix help when employees miss steps in multi-step work and tasks get done only halfway. A checklist is a list of items that must be completed for a task to be done properly. This two-minute video shows how to use <a href=\"https:\/\/planfix.com\/features\/checklists\/\" target=\"_blank\" rel=\"noopener\" title=\"\">checklists <\/a>in Planfix to break complex tasks into simple steps, give each step an owner and track progress without opening the task.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Checklists in Planfix: How to Eliminate Chaos\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/w-BJf71uSo8?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you\u2019ll learn: how to use task checklists in Planfix<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Why checklists matter: nothing gets missed, and complex tasks become simple steps (0:06).<\/li>\n\n\n\n<li>Create items with Enter, add several at once and make sub-items with keyboard shortcuts (0:20).<\/li>\n\n\n\n<li>Assign an item to a specific employee (0:32).<\/li>\n\n\n\n<li>Use the item menu and turn any item into a task (0:46).<\/li>\n\n\n\n<li>Choose which items to display and show or hide subtasks in the checklist settings (1:04).<\/li>\n\n\n\n<li>Show the checklist on Planner cards (1:30).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to set up a task checklist in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Add checklist items<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">There are several ways to <a href=\"https:\/\/planfix.com\/help\/Adding_a_checklist\" target=\"_blank\" rel=\"noopener\" title=\"\">add checklist items<\/a>. In the task card, type text in the <strong>Add checklist item<\/strong> field and press Enter. To add several items at once, put them on separate lines: Enter creates an item for each line, while Ctrl+Enter saves multi-line text as one item. A checklist holds up to 300 items. You can also add an existing comment with <strong>Add to checklist<\/strong> in its context menu, and the item links back to it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Build the structure with sub-items<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Drag and drop items to put them in the order the work should be done. Press TAB to move an item one nesting level down and Shift+TAB to move it back up. A <a href=\"https:\/\/planfix.com\/help\/Multilevel_checklists\" target=\"_blank\" rel=\"noopener\" title=\"\">multilevel checklist<\/a> collapses with the triangle next to an item\u2019s name, so even a large one can be folded to its top level.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Assign items to employees<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Click the three dots next to an item to open its menu with <strong>Quote<\/strong>, <strong>Select assignees<\/strong>, <strong>Add subitem<\/strong>, <strong>Edit<\/strong>, <strong>Delete<\/strong> and more. Use <strong>Select assignees<\/strong> to give the step one or more owners. Learn how to assign<a href=\"https:\/\/planfix.com\/help\/Checklist_item_operations\" target=\"_blank\" rel=\"noopener\" title=\"\"> checklist items <\/a>and convert them into subtasks.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Turn an item into a subtask<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Open the item\u2019s menu and create a full-fledged subtask from it. The video uses this to break large, long-term work into stages.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Filter what\u2019s left to do<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Back in the parent task, open the <strong>\u2026<\/strong> menu next to the checklist header. <strong>Incomplete checklist items<\/strong> shows what is still open, and <strong>My checklist<\/strong> shows items assigned to you plus those with no assignee. The <strong>Subtasks<\/strong> toggle shows or hides subtasks right in the checklist.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 6. Show the checklist in the Planner<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To follow progress without opening each task, open the list settings in the Planner, select the cards view and add the checklist to the displayed fields.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Checklist vs subtasks in Planfix: which to use<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Use a checklist item for a step that belongs to one task: it is checked off with one click, can have its own assignee, and the discussion stays in that task. Use a subtask when the step grows into separate work that needs its own description and room for discussion.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The two are closely related: Planfix can display subtasks as a checklist in the main task panel. When you create a task with several assignees, it can add a checklist item or a subtask for each of them (<strong>Additional parameters<\/strong> tab); with items, everyone keeps talking in one task. For steps that form a chain, see <a href=\"https:\/\/planfix.com\/blog\/video\/sequential-tasks\/\" target=\"_blank\" rel=\"noopener\" title=\"\">sequential tasks<\/a>: the order of subtasks in the parent task\u2019s checklist sets the order in which the chain is completed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who task checklists are for<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A process checklist for employees pays off wherever multi-step work repeats and a missed step means redoing it:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Team leads:<\/strong> split a large task into parts with separate assignees and track each part and the whole task.<\/li>\n\n\n\n<li><strong>Project coordinators:<\/strong> turn agreements and work stages settled in the comments into checklist items.<\/li>\n\n\n\n<li><strong>Process owners:<\/strong> let scripts add or check off checklist items and react to conditions such as <strong>Has incomplete checklist items<\/strong>.<\/li>\n\n\n\n<li><strong>Mobile teams:<\/strong> view, edit and add items in the task card\u2019s <strong>Checklist<\/strong> panel in the mobile app.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-add-a-checklist-to-a-task-in-planfix\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I add a checklist to a task in Planfix?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Type an item in the <strong>Add checklist item<\/strong> field of the task card and press Enter. You can also add one while creating or editing a task, in a new comment or from an existing comment.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-who-can-mark-a-checklist-item-as-complete\"><h3 class=\"aioseo-faq-block-question\"><strong>Who can mark a checklist item as complete?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">If the item has assignees, only they, the task creator or the person who created the item can mark it complete. If it has none, any task assignee can.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-are-checklist-items-checked-off-when-the-task-is-completed\"><h3 class=\"aioseo-faq-block-question\"><strong>Are checklist items checked off when the task is completed?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">By default, yes: when a task moves to <strong>Ready for review<\/strong> or <strong>Complete<\/strong>, Planfix marks all its checklist items done, though not subtasks shown in the checklist. Unchecking an item returns the task to <strong>In progress<\/strong> or to the status set for the Accept button. Turn this off in <strong>Account management<\/strong> \u2192 <strong>System settings<\/strong> \u2192 <strong>Tasks<\/strong>, and Planfix asks first.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Break down your next complex task<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Pick one task your team often finishes halfway, split it into checklist items and give each an owner. Checklists are built into Planfix\u2019s online<a href=\"https:\/\/planfix.com\/task-management\/\" target=\"_blank\" rel=\"noopener\" title=\"\"> task management<\/a> software: items are created, assigned and checked off right in the task card. For routine work, set up <a href=\"https:\/\/planfix.com\/blog\/video\/recurring-tasks-how-to-automate-routine-work\/\" target=\"_blank\" rel=\"noopener\" title=\"\">recurring tasks <\/a>that arrive with their checklist filled in. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\" target=\"_blank\" rel=\"noopener\" title=\"\">Sign up<\/a> to try it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This video was featured in <a href=\"https:\/\/planfix.com\/blog\/news\/whats-new-in-planfix-june-2026\/\" target=\"_blank\" rel=\"noopener\" title=\"\">What\u2019s New in Planfix: June 2026<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Task checklists in Planfix split complex work into steps, give each item an owner and show progress on Planner cards. See how in this two-minute video.<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[320,502],"class_list":["post-13622","post","type-post","status-publish","format-standard","hentry","category-video","tag-checklist","tag-subtasks"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" content=\"Task checklists in Planfix split complex work into steps, give each item an owner and show progress on Planner cards. 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