Checklists help teams stay on track with essential work, from daily Checklists to shift routines. Each Checklist is made up of Sections (like Sales Floor or Stockroom) and steps (like "Is the stockroom clean and organized?").
Build and manage Checklists in the Opus dashboard, where you can schedule, translate, and customize them with your content.
Think about how your team will complete each step as you build:
Do-Confirm: for simple, familiar tasks your team already knows how to do but still needs to check off for accountability.
For example, during a closing shift, a team member wipes down counters, then marks that it's done.
Read-Do: for detailed or unfamiliar tasks where clear instructions are needed before taking action.
For example, when setting up a new piece of equipment, team members read each step first, then follow it exactly to make sure it's done safely and correctly.
Table of Contents:
Building a Checklist Step-by-Step
Go to Operations > Checklists, click New Checklist, and choose New checklist from scratch.
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 a step and choose a step type:
Yes/No
Checkbox
Text entry
Number input
Temperature
Multiple choice
Click Publish when you're ready.
On the Overview tab, finish setting up the Checklist:
Library Access: click Make available next to Available in library to give access by Role, or by Role at specific Locations.
Schedule (optional): add one under Schedules (for example, weekdays at 3pm).
Tags (optional): add them in the Settings card.
Team members with access see the Checklist in the Opus Training app and can complete it during its scheduled time.
š” Changes reach your team when you publish: Your edits save to a draft automatically. Team members keep seeing the last published version until you click Publish again.
Customizing Steps
Open the ā¦ menu on a step to:
Mark it required or optional (not available on Checkbox steps)
Add Triggers
Allow photo or video uploads
Allow notes
Link media or other content like Resources or Courses
Duplicate the step
Delete the step
š” Collect photos and videos: Add photo or video submissions to any step type. Team members can take a new photo or video or choose one from their camera roll, and upload as many files as they need. To require live photos, open Photo/Video on that step and turn on Disable camera roll.
Triggers
Triggers automate an action when a step gets a specific response.
On the Build tab, click Edit. Open the ā¦ menu on the step and select Add Trigger.
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 as issue for reporting
Suggest corrective action
Send automated message
Optionally, click Add action to add another.
Click Add Trigger to save.
Click Publish to apply your changes.
Conditional Steps
Conditional steps only show up based on how your team answers a previous question.
To add a conditional step:
Open the Checklist's Build tab and click Edit.
Open the ā¦ menu on a Yes/No, Checkbox, Multiple choice, Number input, or Temperature step and select Add a conditional step. Other step types don't support conditions.
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 the 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 dropdown. It moves to this spot in your Checklist.
Click Create condition.
šÆ Example: If a team member answers the step "Does your location have a self-checkout station?" with "Yes," they'll see conditional follow-up steps. If they answer "No," those extra questions won't pop up at all.
Building a Checklist with AI
Describe the work, and Opus builds the Checklist with you in the builder.
In the dashboard, go to Operations > Checklists and click New Checklist.
Under Create checklist with AI, describe the Checklist: its purpose, who completes it, the steps to capture, and any timing or evidence it needs.
Click Start building.
Opus creates the Checklist, opens it in the builder, and keeps building it with you in the Primary Agent panel. Ask for changes there, or edit steps directly.
Review each step, then click Publish.
š” Prefer to start blank? Click New checklist from scratch in the same dialog.
After Publishing
Give Your Team Access
Once a Checklist is published, your team members need Library Access to see and run it.
On the Checklist's Overview tab, click Make available next to Available in library.
Choose who should have access.
Click Save.
š” Skip the clicks: Your team can scan a QR code to jump straight into the Checklist in Opus. To turn it on, open the ā¦ menu > Settings and set QR code accessible to Yes.
Set a Schedule (Optional)
Set a recurring Schedule for any published Checklist so your team knows when it needs to be completed.
Open the Checklist in the dashboard.
On the Overview tab, click Create Schedule next to Schedules (or Add Schedule if it already has one).
Enter a Name and select the Locations the Schedule applies to.
Under Recurring times, set the days and time window. Click Add a recurring time to add more.
Click Create schedule.
š” Publish first: On a draft Checklist, Create Schedule is unavailable and Schedules shows Available after publishing.
Collaborative Completion
Checklists are collaborative by default, so several team members can work on the same Checklist at the same time.
Collaboration stays accountable:
When reviewing a submission, you can see exactly who completed each step and Section.
Team members working in the same Checklist can view each other's entries in real time.
To turn off collaborative completion, open the Checklist in the dashboard and either:
Click the value next to Collaborative in the Settings card on the Overview tab and choose No, or
Open the ā¦ menu > Settings and set Collaborative Completion Enabled to No.
ā”ļø Learn more:
Collaborative Checklist Reporting: see who completed each step and Section.
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 items were received?" |
Temperature Input |
| "Enter storage room temperature" |
Multiple Choice |
| "Which area did you work today?" |
How to Use Triggers When Building a Checklist
Triggers automate actions based on step responses. Use them to:
Flag issues for easy reporting.
Suggest fixes when problems are found.
Send messages to notify the right team members.
ā”ļø Learn more:
How to Set Up Triggers in Checklists: how to set up conditions and actions on a step.
Sections vs Steps
Use Sections to keep long Checklists organized, and steps to guide your team through the work one action at a time.
Sections organize your Checklist into groups, making it easier to navigate.
Think of Sections like chapters in a book: they break 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.
š” Jump between Sections: Use the overview on the left of the builder to move between a Checklist's Sections.
FAQ
How do I give my team access to a Checklist?
Use Library Access to give access by Role, Location, hire date, and more, so only the right team members see each Checklist. Set it on the Checklist's Overview tab under Available in library.
Can I schedule a Checklist to appear at certain times?
Yes. You can create recurring Schedules, like daily at 9am or weekends only, and track whether each one was completed on time.
What should I do if a step isn't completed correctly?
Use Triggers to respond automatically. You can:
Flag the step in reporting
Suggest a corrective action
Send an automated message to someone on your team