Build and edit checklists in the master matrix

Checklists V2 under Jobs management is where every checklist in the business is authored. It is a single matrix rather than a folder of documents: tasks run down the left under the pinned MASTER CHECKLIST column, units run across the top, and each cell holds a tick per job sub-type.

Three tabs sit above the grid — Clean, Audit and Maintenance — and each is an independent matrix for that job type.

Adding categories and tasks

Tasks live inside categories, and categories can nest. Use Insert New Category in the header of the master column to start a group; a category’s own row menu offers Edit Category, Insert Below Category and Delete.

To add a task, use Insert New Task on a row, which lets you choose Insert task above or Insert task below. That opens a drawer headed Create Task (or Edit Task for an existing one) with a save button that stays disabled until you have changed something.

Choosing a task type

The Task Type field determines what the cleaner or handyman actually does in the field:

• Checkbox — a simple tick.
• YesNo — an explicit yes or no answer.
• Condition — a set of Option choices you define.
• Count — a number, bounded by Range Start, Range End and Target.
• Questionnaire — a free answer.
• Upload Media — this is how you require a photo; media is required by default for this type.
• Rating — a scored answer.

A Required checkbox controls whether the task must be answered before the job can be completed; it defaults to on for new tasks. The description panel adds a Description for the field staff and a Make this task mandatory option.

Tasks can also carry triggers, described in the drawer as a way to extend use cases for your task. A trigger tests the answer — Checkbox is, Question is, Rating is, Count is, Photo is, Answer is — and then fires either Add New Task or Add New Issue, so that a failed check automatically raises follow-up work.

Mapping tasks to units

There is no separate assignment screen. A task applies to a unit when you tick the box in that task’s row under that unit’s column, and each tick is specific to a job sub-type. Hovering a tick shows which sub-type it belongs to.

Bulk tools keep this manageable. From a task’s row menu you can use Copy checkmarks from this task and Paste checkmarks into this task, or Check this task in all units and Uncheck this task in all units. Column menus offer the same copy and paste at unit level. Reorder rows by dragging them. Use Search tasks and Search units to narrow the grid, and Shorten unit names to fit more columns on screen.

Two traps in the bulk tools. First, Check this task in all units only ever covers the units currently visible — with a unit filter active the label changes to name a count, and it will overwrite ticks already set in those units. Second, drag-to-reorder is blocked while a search is running; you will get Can’t reorder tasks while a search is active — clear the search first. Task search is also indexed asynchronously, so a task you have just renamed may take a moment before it is findable.