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Task Lists help teams stay on track with essential work—from daily checklists to shift routines. Each Task List is made up of Sections (like BOH or FOH) and Steps (like “Are there cutting boards in the food prep area?”). You can build and manage Task Lists directly in the Opus dashboard, where you'll be able to schedule, translate, and customize them with your content.
When creating Task Lists, think about how your team will complete each step.
Use Do → Confirm for simple, familiar tasks—things your team already knows how to do but still need to check off for accountability. For example, during a closing shift, a team member might wipe down tables, then mark that it’s done.
Use Read → Do for more detailed or unfamiliar tasks where clear instructions are needed before taking action. A good example is setting up a new fryer—team members read each step first, then follow it exactly to make sure it’s done safely and correctly.
Building a Task List Step-by-Step
Go to the "Task Lists" page and click + New Task List.
Add a section to group steps by area or workflow (like "Interior" or "Exterior"). Each section can have a name, instructions, and linked content or media.
Add a title and description, update the cover with a photo, emoji, or upload, and link any media from your library.
Click + Add Step and choose a step type: Checkbox, Yes/No, Text Entry, Number Input, Temperature Input, or Multiple Choice.
Under the Manage tab, assign library access by role or location, set a schedule (e.g. weekdays at 3pm), and add tags.
Click Publish when you're ready. Team members with access will see the Task List in the Opus app and can complete it during their scheduled time.
Customizing Step
By selecting the ellipsis (...) on a step, you can:
Mark it required or optional
Add Triggers
Allow photo or video uploads
Allow notes
Link media or other content like resources or courses
Duplicate the step
Delete the step
📸 Collect photos and videos in Task Lists: You can add photo or video submissions on any step type in a Task List. Team members are taken straight to their camera app when they hit that step, and they can upload as many files as needed to fully document their work.
Triggers
Triggers automate an action when a step gets a specific response.
Click Add Trigger under Step Options.
In the If section, set the condition — for example, response is "No" or a temperature is out of range.
In the Then section, choose an action:
Flag for reporting
Suggest a corrective action
Send an automated message
Optionally, add a second action or custom note.
Click Add Trigger to save.
Conditional Steps
Conditional steps only show up based on how your team answers a previous question. This keeps Task Lists short and relevant, and your team only sees the steps that actually apply to them. To add a conditional step:
Open your Task List in the builder in the dashboard
Click the three-dot menu (...) on any step and select Add a conditional step
Set your condition. Choose when the follow-up step should appear:
Yes/No steps: Show if "Yes" or "No" is selected
Checkbox steps: Show if checked or unchecked
Multiple Choice: Show if a specific option is or isn't selected
Number/Temperature: Show if value is greater than, less than, equal to, or outside a range
Choose your follow-up step:
Create a new step. Select your step type and enter your question
Use a step you already created. Pick one from the drop-down. It'll move to this spot in your Task List.
Click Create condition
Example of a conditional question: If your team member answers the step "Does your location have an ice cream machine?" with "Yes," they'll see conditional follow-up steps. If they answer "No," those extra questions won't pop up at all.
Building Task Lists with AI (Step-by-Step)
Opus can help you turn any workflow or SOP into a structured task list in just a few minutes. Use the steps below to build a task list that your team can follow with confidence.
Open the Task Lists section in the Opus dashboard.
Click the blue + New Task List button to open the AI Task List Builder modal.
Add context (optional but recommended):
Provide any materials that help the AI understand the workflow you want to document.Upload files like SOPs, checklists, onboarding docs, or role guides
Attach existing tasks or resources
Or skip and jump straight to writing a prompt
Write a clear prompt
Describe the essentials so the AI builds accurate steps:Purpose of the task list
Who the task list is for
The process or workflow that should be captured
Any specific requirements (timing, required evidence, compliance steps, etc.)
Review the generated task list outline
Review things like the number of steps and step types.Use the right-side editor to adjust, rewrite, or add feedback.
Edit for accuracy and tone
Use the left-side editor to refine:Wording
Step order
Brand voice
Any operational nuance the AI might’ve missed
Generate the task list
Once it looks right, click Generate Task List to create the final, reusable checklist for your team.
💡 The AI Task List generator does not create conditional step types. Once your Task List has been generated, use the builder to refine it and make steps conditional as needed.
After Publishing
Give Your Team Access
Once a Task List is published, your team members need Library access to see and run it. You can set this up in the Manage tab of your Task List.
💡 Skip the clicks: Your team can now scan a QR code to jump straight into Opus. Post them where work happens to drive faster starts and higher completion. Head to the Manage tab > Settings > set QR code accessible to Yes.
Set a Schedule (Optional)
You can set a recurring schedule for any Task List so your team knows when it needs to be completed.
Open the Task List in the dashboard and go to the "Manage" tab.
Select a frequency and a time window.
Select the locations the schedule applies to.
Click "Create Schedule."
Collaborative Completion
By default, all Task Lists are collaborative, allowing multiple team members to work on the same Task List at the same time. This enables teams to complete tasks together in real time rather than individually.
When reviewing a Task List submission, you can see exactly who completed each step and section, providing full accountability. Team members working in the same Task List can also view each other’s entries in real time.
To turn off collaborative completion, open the Task List in the dashboard, go to Manage > Settings, and set Collaborative Completion Enabled to No.
💡 Want to know who submitted which step? Learn more about collaborative Task List Reporting here.
Step Types and When to Use Them
Step Type | When to Use It | Example |
Yes/No |
| “Are all exits unlocked?” |
Checkbox |
| “Wipe down counters.” |
Text Entry |
| “Describe any issues during your shift.” |
Number Input |
| “How many meals were prepped?” |
Temperature Input |
| “Enter fridge temperature” |
Multiple Choice |
| “Which station did you work today?” |
Each step can be customized with media, required actions, and automated triggers.
How to Use Triggers When Building a Task List
Triggers automate actions based on task responses. They create accountability by connecting task responses to real-time follow-ups, making sure your team stays informed and on track. Use them to:
Flag issues for easy reporting.
Suggest fixes when problems are found.
Send messages to notify the right team members.
Triggers save time, prevent missed follow-ups, and make sure tasks lead to real action — not just a checked box. Use them to keep your team accountable and focused.
You can find more information on how to set up Triggers here.
Sections vs Steps
Use sections to keep long task lists organized and steps to guide users through the work one action at a time.
Sections organize your Task List into groups, making it easier to navigate. Think of sections like chapters in a book—they help break up the list into logical parts.
Steps are the individual questions or actions within each section. They’re the tasks your team needs to complete, answer, or verify.
💡 Use the overview on the left of the builder to easily jump between Task List sections.
FAQs
How do I assign a Task List to employees?
Use Library Access controls to assign by parameters like role, location, hire date, etc., so only the right people see each Task List.
Can I schedule a Task List to appear at certain times?
Yes. You can create recurring schedules—like daily at 9am or weekends only—and track whether they were completed on time.
What should I do if a step isn’t completed correctly?
You can use Triggers to respond automatically. You can flag the step in reporting, suggest corrective action, or send an automated message to someone on your team.