Create and Assign Checklists

Checklists allow you to break down tasks into smaller, trackable items, making it easy to track the progress of work within each task. 

Checklists are typically used to outline granular details associated with a task. Whether it’s a multi-step process or a set of recurring action items, checklists help ensure that nothing falls through the cracks. Team members can check off individual items as they go, providing visibility into what’s been completed and what’s still outstanding.

In this article, we’ll walk through how to create and assign checklists in TaskRay. 

Checklist Creation and Organization

Checklists are especially helpful when a task involves multiple steps or granular details that need to be tracked individually. If your task requires more than a simple description—or if there are specific items that need to be completed in sequence—a checklist is the ideal way to organize those details. Checklists are a great way to break down the work, improve clarity, and help team members understand exactly what needs to be done to move the task forward.

Create Checklists

1. Locate the task where you want to add a checklist and open its Task Details.

2. Click on the Checklist tab.

3. Click on the + New Checklist button at the bottom of the tab.
   

4. Enter a Checklist Name, then press Enter. You can create multiple checklist groups by repeating this step. 

5. Once the checklist is created, you can add items to it by clicking + Add Checklist Item below its name.

6. In the text box that appears, enter the checklist item information.

7. Hit Enter on your keyboard to save the new checklist item. 

Edit Checklists

Need to make a quick update to an existing checklist item? Whether you’re correcting a typo or adjusting the language to better reflect the task, you can make edits to checklist items directly from the Checklist tab within Task Details.

To edit a checklist item, simply click on it, and it will switch to editing mode where you can adjust the text as needed. When you are done, click Save.

Organize Checklist Groups and Items

As checklists grow in size or complexity, it’s important to keep them structured and easy to navigate. In this section, we review how to reorganize checklists and move items around when it becomes necessary.

You can reorder checklist items or move them between groupings using drag and drop. 

You can also reorder the checklist groups using the up/down arrows in their headers.

Assign Checklists

Need to reassign a checklist item? TaskRay makes it easy to assign ownership of individual checklist items to keep responsibilities clear and progress on track.

Checklist items can be:

• Assigned to specific team members – In most cases, this will be the task owner.

• Assigned to a Role – Ideal for when an item should be delegated to a department or function rather than an individual.

• Left unassigned – Useful for flexible workflows where ownership isn’t defined yet.

Using Roles is a great option when a checklist item doesn’t need to be routed to a specific person but should be picked up by someone within a particular team or function. 

1. Locate the checklist item that needs to be assigned and click on the circle icon to the right of its description.
2. This will reveal the Assignee field. Type the name of the user or role that you want to assign the checklist item to and click on the name to select it.
   

The bottom bar of the Checklists tab will display all of the team members added to the project. You can drag and drop the avatars to reassign checklist items. 

If a task includes checklist items assigned to different team members or roles other than the task owner, you will see visual indicators on the task card in different views. 

Kanban View Task Card

Plan View Task Row

Delete Checklists

If a checklist or a checklist item is created by mistake or is not needed on a task, it can be deleted.

Delete a Checklist Item

To delete a checklist item, click on the checklist item to enter editing mode and then click on Delete.

Delete a Checklist Group

To delete a checklist group, click on the edit pencil in the checklist header and click on Delete.