Templates & Checklists FAQ
What Is the Difference Between a Template and a Checklist?
This is the one concept to get straight before anything else in CheckFlow makes sense.
| Template | Checklist | |
|---|---|---|
| What it is | The blueprint for a process | One run of that process |
| How many | One per process | As many as you need |
| Holds | Tasks, content and behaviour | Everything from the template, plus the answers people give |
| Example | Invoice Creation Template | The invoice you raised on Tuesday |
You define a process once as a template, then run a checklist from it every time the process needs doing.
What Is a Template?
A template is the master blueprint of a process — the set of instructions that says exactly how it should be carried out.
It can contain text, images, files and input controls for capturing information, and it defines how every checklist created from it behaves: task assignments, due dates, conditional logic, enforced ordering.
Building the behaviour into the template is the point. Set it up once and every checklist inherits it, rather than configuring the same rules each time.
See Create a Template.
What Is a Checklist?
A checklist is one instance of a template. If you have an Invoice Creation Template, you run a new checklist each time an invoice needs raising.
It arrives carrying everything the template defined, and follows the workflow rules the template set — due dates, conditional logic, enforced task order. Everything filled in, ticked off, uploaded or attached lives in the checklist, not the template, so each run keeps its own record.
See Create a Checklist.
How Do I Create a Template?
Click the + button in the navigation bar and choose Template, or click Template in the Library's toolbar. The Create a Template dialog offers three ways to start:
- Generate with AI — describe the process, or import a document you already have, and AI builds the template for you. See Generate a Template with AI.
- Start from Scratch — a blank template, for you to add the tasks and task content and set up the workflow yourself.
- Start from an Example — import one of CheckFlow's example templates and adapt it.
See Create a Template for the walkthrough.
How Do I Create Checklists?
You need a template first — a checklist takes its content from one.
- On the dashboard, click Create & Run New Checklist.
- Anywhere else, click Quick Create and choose Create & Run New Checklist.
Both open a popup. Choose the template, name the checklist, and click Create & Run New Checklist. It opens ready to work through.
If the template has parameters, you are asked for their values at this point.
To create checklists automatically on a recurrence instead, see Create a Schedule.
Related Pages
- Create a Template — the full walkthrough.
- Create a Checklist — running one, by hand or from a link.
- Control Types — everything a task can contain.
- General FAQ — what CheckFlow is and how to reach support.