Glossary

One canonical name and meaning for each term used across this documentation. Where two terms are commonly confused, the difference is spelled out rather than implied.

The Core Objects

Term	Meaning
Template	The blueprint. Defines the tasks, content and behaviour that every checklist created from it will have. Versioned. See Create a Template.
Checklist	A running instance created from a template. What a person actually completes. See Create a Checklist.
Task	One completable step in a checklist. Has a checkbox, a status, optional due date and assignees, and contains controls.
Heading	A read-only divider in the task list. Has no checkbox and cannot be completed. Not a task.
Standalone task	A task raised on its own, with no template and no checklist behind it. See Create a Standalone Task.
Attached task	A standalone task linked to a running checklist. Still a standalone task — attached describes the link. See Attach a Task to a Checklist.
Tasks grid	The Tasks screen, listing every task you can see — checklist and standalone alike — one row each. See The Tasks Grid.
Snooze	Hiding a task from your own Tasks grid until a time you choose. Yours alone; it does not move the due date. See Snoozing Tasks.
Control	The building block of a task. Every task is made up of one or more controls. See Control Types.

Controls

Term	Meaning
Content control	A control that displays information and captures no answer. Read-only in the checklist, never blocks completion. Text, Image, Video, File, Mail-To, Embed, Separator.
Input control	A control that captures information from the person running the checklist. Short Text, Long Text, E-Mail, Website, File Upload, Date & Time, Dropdown, Multi-Choice, Sub-Tasks, Members, Table, Linked Checklist.
Halt task	A task carrying halt logic, which disables the tasks after it until it is complete. The feature is enforcing task order; the mechanism is a halt.
Tooltip	Optional guidance attached to any control, shown on hover. See Tooltips.

Automation

Term	Meaning
Parameter	A named value defined on a template and set when a checklist is created. Three types: String, Date & Time, Member or Group. Bound to controls or to task assignments. See Template Parameters.
Dynamic value	A value drawn from elsewhere — another control, or global data such as the current date — and inserted into a control. Two forms: placeholders (inline {{tokens}} in Text and Mail-To) and bindings (pre-filling an input control). See Dynamic Values.
Binding	The configured connection between a control and its source: a dynamic value, a template parameter, or a Data Set field.
Trigger	Two meanings — always say which. In conditional logic, the If side of a rule. In custom notifications, the event that fires the notification.
Action	Two meanings — always say which. In conditional logic, the Then side: showing or hiding tasks, headings and controls. In custom notifications, what happens when the trigger fires.
Anchor	Custom notifications only. What a notification is attached to — the checklist and/or specific tasks.

Data Sets

Term	Meaning
Data Set	A reusable table of reference data stored in the Library. Made of fields and records. See Data Sets Overview.
Record	One row of a Data Set.
Field	One column of a Data Set, with a name and a type. Use field for Data Sets and control for the things in a task — a control is not a field.
View	A saved combination of filters, sorts and hidden columns. Used by Data Sets, Reports and the Tasks grid. Every Data Set has an All Records view.
Display Field	The field whose value is shown to the person running the checklist.

People and Access

Term	Meaning
Role	One of exactly three baseline access levels: Administrator, Member, Guest. Every user has one.
Permission	An Area.Capability flag — Template.Creator, Report.Creator and so on — granted on top of the Member role. See User Permissions.
Administrator	The unrestricted role. Holds every permission implicitly; its permissions cannot be edited. There must always be at least one.
Member	A user whose access is determined by their permissions. Members are the users your subscription is counted in.
Guest	A free, limited role. Sees only their own dashboard and the tasks they are directly assigned to, and cannot be granted permissions.
Group	A named collection of team members. Can be assigned anywhere a member can. Only Administrators can create, edit and delete groups. Confers no permissions.
Folder	A container in the Library or the template list. Carries its own View, Edit or Deny permissions.

A role is not a permission

This is the distinction most often got wrong. Roles are Administrator, Member and Guest. Permissions are the Area.Capability flags. There is no such thing as a "Creator role" — Report.Creator is a permission granted to a Member.

AI

Term	Meaning
AI feature	Anything in CheckFlow that sends work to CheckFlow's AI model, such as the AI template generator. Switched on or off for the whole team. See AI in CheckFlow.
AI template generator	Builds a template from a description of a process or from documents. See Generate a Template with AI.
AI credit	The unit AI work is measured and paid in. Shared by the team: an allowance included with the plan, then any purchased credits. See AI Credits.
AI.User	The permission that lets a Member use AI features.
AI assistant	An assistant from another provider, such as Claude, ChatGPT or Copilot, connected to your workspace through the MCP server. Not an AI feature, and uses no AI credits.

Terms That Are Easy to Confuse

These look alike	The difference
Template and Checklist	The template is the blueprint; the checklist is one run of it. Answers live in the checklist, never in the template.
Task and Heading	A task can be completed. A heading is a read-only divider.
Standalone task and Attached task	Both are standalone tasks. An attached one is linked to a checklist; an unattached one belongs to nothing.
Snoozing and Completing	Snoozing hides a task from you for a while. Completing finishes it for everybody.
Field and Control	A field is a Data Set column. A control is a thing in a task.
Trigger in conditional logic and in notifications	One is the If side of a rule; the other is an event that sends a message.
File and File Upload	File gives a document to the reader. File Upload collects one from them.
Website and Embed	Website captures a URL from the user. Embed displays a page you chose.
Reports and Analytics	Reports lists individual checklists. Analytics aggregates them into trends.
Archiving and Deleting	Archiving hides a checklist and can be undone. Deleting is permanent.
AI features and AI assistants	AI features run on CheckFlow's own AI and use AI credits. An AI assistant runs on its provider's AI and connects through the MCP server. Each has its own switch on the AI tab.

Related Pages

• Core Concepts — how templates, checklists, tasks and controls fit together.
• Control Types — every control and what it supports.
• User Permissions — the canonical permission list.
• Getting Started — the walkthrough these terms describe.