Answers to the most common questions about building, sharing, completing, and reporting on Checklists in Opus.
Table of Contents:
Building Checklists
How do I build a Checklist?
Checklists are built in the Opus dashboard. They support auto-translation, auto-save, and real-time collaboration. Each Checklist is made up of Sections (like Food Prep Area or Register) and Steps (like "Are there cutting boards in the food prep area?"). Leanr more here.
What types of steps can I add to a Checklist?
You can add the following step types:
Checkbox
Yes/No
Text input
Number input
Temperature input
Multiple Choice
Each step can be required or optional. You can also allow photo uploads or notes. Any step can trigger alerts if something isn't right.
Sharing & Scheduling
How do I share a Checklist with my team?
Use Library Access to share Checklists by Role, location, hire date, and more. This ensures team members see only the lists they need. Checklists appear on the homepage of the Opus app during the scheduled time frame, and your team can open and complete them directly from there.
Can I schedule Checklists?
Yes, you can set Checklists to appear in the Opus app on a recurring schedule (like "Mondays at 3pm" or "daily from 9-11am").
Based on your permissions, you are able to see which teams completed the list during the scheduled window. Under Reporting, you can see if a Checklist was not completed during its scheduled time.
Can I set reminders or notifications for Checklists?
No. Checklist notifications aren't supported, since access is based on the filters you set (like Locations, Departments, or Roles) rather than individuals. We recommend setting reminders manually or using a standing process (like a daily huddle or checklist review) to keep Checklist usage consistent.
Completing Checklists
How do team members complete a Checklist?
Checklists are completed in the Opus app. They can't be completed on the dashboard.
Can multiple team members work on the same Checklist during a shift?
Yes! Multiple team members with access to a Checklist can work on it together, and only one of them has to submit it. Everyone with access will see answers update in real time as teammates complete tasks, even before anyone hits submit.
Can I turn off collaborative completion?
Yes. To require each user to complete the Checklist individually, open the Checklist in the dashboard, go to the Manage tab > Settings, and set Collaborative Completion Enabled to No.
Can a checklist create a follow-up Task?
Yes. After a submission, a manager or admin can add a follow-up Task by hand. See How to Set Up and Manage Tasks.
Reporting
What kind of reporting is available for Checklists?
There are three types of reports:
All Submissions: See a list of every completed Checklist, who submitted it, and any flagged issues.
Schedule Completion: See which locations completed a Checklist during its scheduled time window.
Summary: Understand trends step-by-step, like average answers, number of responses, and how often each step was flagged.
Triggers & Conditional Steps
What happens if a step isn't completed the way I expect?
If a step doesn't meet your standards, like a team member reporting the soda station is out of straws or a fridge temp being too high, you can set up a Trigger to respond automatically. Triggers let you decide what happens next.
What are Triggers and why should I use them?
Triggers let you define what happens when a step in a Checklist needs attention. Based on the team member's response, you can:
Flag an issue – Mark the step so it stands out in reporting (e.g. "No straws at soda station").
Suggest corrective action – Prompt the team member to fix the issue on the spot (e.g. "Please restock straws").
Send an automated message – Notify someone who needs to know about the issue (e.g. "Send a message to the Manager if fridge temp is too high").
Triggers help you catch and respond to issues in real time, instead of finding out later.
Why did extra steps appear while I was completing a Checklist?
Your answer to a previous question triggered additional follow-up steps that are specific to your situation.
For example, if you answer "Yes" to "Do you have an ice cream machine?", you'll see additional questions about cleaning and maintenance procedures for that equipment. If you had answered "No," those steps wouldn't appear at all. This ensures you only complete the steps that actually apply to you.