> For the complete documentation index, see [llms.txt](https://help.paintscout.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.paintscout.com/support/operations/tasks/checklists.md).

# Checklists

Create reusable task checklists to standardize workflows and apply them to deals in your Sales or Production pipeline.

A **checklist** is a reusable list of tasks that can be applied to any **Deal** in your Sales or Production pipeline. Instead of creating tasks from scratch on every job, you can build a checklist template in settings and apply it whenever you need it.

{% hint style="danger" %}
**Important:** this feature requires the paid **Operations add-on.**
{% endhint %}

Use checklists to standardize your workflow — whether that's a pre-job walkthrough, a production handoff process, or a post-job follow-up routine.

{% embed url="<https://www.loom.com/share/f9eaf47f71884794a2ce21beeb0ca7d2>" %}

***

## Creating a Checklist <a href="#h_e4dabaf415" id="h_e4dabaf415"></a>

1. Click the **person icon** in the top right and choose **Account Settings.**
2. Go to **Checklists.**
3. Click **+ New Checklist.**

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-c0d45d256296c7d2f91950736633e9959badad30%2F232.png?alt=media" alt=""><figcaption></figcaption></figure>

4. Give your checklist a name and add your tasks.

For each task, you can also set:

* **Assignee:** who the task goes to when the checklist is applied. New tasks default to **Deal owner**. You can also choose a specific active user, or leave it **Unassigned**.
* **Due:** how long after the checklist is applied the task is due, for example **3 days**.

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-ada5db95e9666341086d2bd03eba460765564784%2FScreenshot%202026-10-19%20at%2012.08.26%E2%80%AFPM.png?alt=media" alt="" width="563"><figcaption></figcaption></figure>

A few things to know when building your checklist:

* **Painter users** only appear in the Assignee list if they have the **Add/view tasks, notes, and files** permission. [Learn more about Painter permissions >](/support/account-settings/users-and-permissions/painter-user.md#h_8448340495)
* If a user is deactivated, any checklist tasks assigned to them go back to having no assignee.
* Checklists created **before** this update keep their tasks without an assignee or due date until you edit them.
* You can create as many checklists as you need (e.g. one for Sales handoffs, one for Production kickoff, one for job completion).

***

## Applying a Checklist to a Deal <a href="#h_426f8a526a" id="h_426f8a526a"></a>

1. Open any **Sales** or **Production deal.**
2. Go to the **Tasks** tab.
3. Click **+ New** and select the checklist you want to apply.

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-8768f2951f7d357e5459546381e2f527a96ab83f%2F232323.png?alt=media" alt=""><figcaption></figcaption></figure>

4. Once applied, each task from the checklist appears individually on the deal, using the assignee and due date set in the checklist:

* **Assignee:** set to the deal owner or the specific user chosen in Settings.
* **Due date:** calculated from when the checklist is applied. For example, a task set to **Due: 3 days** that’s applied on October 6 at 10:29 AM is due October 9 at 10:29 AM.

{% hint style="warning" %}
Tasks without a due date **won’t** appear on the Dashboard or Tasks pages. Set a due time and date on checklist tasks in Settings, or add one on the deal, so nothing falls through the cracks.
{% endhint %}

<figure><img src="https://231248629-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPyUbJF1GXLjxdJqm89IQ%2Fuploads%2Fgit-blob-1d464bdf2aee7bee0c4519dbf0c2319e0486bdb3%2FScreenshot%202026-10-19%20at%2012.15.25%E2%80%AFPM.png?alt=media" alt="" width="563"><figcaption></figcaption></figure>

{% hint style="info" %}
Assignees get a single **Tasks assigned** email listing all of their new tasks.
{% endhint %}

From the deal you can still:

* Change the **owner** or **due date and time** on any task.
* Check tasks off as they’re completed.

***

## Tips for Using Checklists <a href="#h_03b8a02174" id="h_03b8a02174"></a>

* Create separate checklists for Sales and Production so each team only sees what's relevant to them.
* Use a Production checklist to standardize your job kickoff — things like confirming paint colours, scheduling crew, and sending the work order.
* Tasks assigned to a Sales or Team user will show up in their Dashboard task view.

&#x20;&#x20;

## Related articles

<table data-card-size="large" data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Introduction to Tasks</strong></td><td>Understand the Tasks page, categories, filters, and sorting.</td><td><a href="/support/operations/tasks/introduction-to-tasks.md">Introduction to Tasks</a></td></tr><tr><td><strong>Create a Task</strong></td><td>Create tasks for reminders and follow-ups linked to deals.</td><td><a href="/support/operations/tasks/how-to-create-a-task.md">Create a Task</a></td></tr><tr><td><strong>Managing Tasks</strong></td><td>Create, edit, complete, and delete tasks in one workflow.</td><td><a href="/support/operations/tasks/managing-tasks.md">Managing Tasks</a></td></tr></tbody></table>


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