Checklist Automations Overview
Checklist Automations let you set rules so the right checklist is added to a job automatically based on the kind of work being done. Instead of one setting that adds the same checklist to every job (or building a separate job template for every variation), you can trigger checklists from data you’re already capturing on the job: tags, job types, business units, and line items.
This article walks through setting up Checklist Automations on the web portal, what your team will see when a checklist is auto-added, and answers a few common questions.
These features are in beta and not currently available to all accounts yet.
What you can do with Checklist Automations
Add a checklist to every new job (the existing default behavior — still available)
Add a checklist only when a job has a specific tag (e.g., “Deep Clean,” “Airbnb Turnover”)
Add a checklist only for a specific job type (e.g., “Installation,” “Maintenance”)
Add a checklist only for a specific business unit (e.g., your HVAC division vs. your Plumbing division)
Add a checklist when a specific service line item is on the job
Add a checklist when a specific material line item is on the job
When the rule is met, whether the job is brand new or you’re editing a saved one, the checklist is added in real time. Your team sees it appear without needing to refresh the page, and a confirmation note is recorded in the job’s activity feed.
Roles & Capabilities
Role | What they can do |
Admins and Office Staff | Set up and edit Checklist Automation rules from checklist template settings. View and update checklists on any job. |
Field technicians | See and complete auto-added checklists on jobs they’re assigned to. |
📌 Note: Checklist Automations apply to Jobs only in this release. They do not run on Estimates — see the FAQ below.
Set up a Checklist Automation
Automation rules live inside each checklist template’s settings — not in a separate “automations” center — so the rule is managed alongside the checklist it applies to.
Open a Checklist Template:
From account settings, select Checklists.
Click the checklist template you want to set up an automation for. (If you don’t have one yet, click + Checklist to create one first.)
Choose how the Checklist gets added to Jobs:
In the template’s settings, find the Automations section. You’ll see three options:
None — the checklist is only added when someone manually attaches it to a job. (Default for new templates.
Add to all new jobs — the checklist is automatically added to every newly created job.
Add to jobs with the following condition — the checklist is added when a job matches the rule you set.
Add a conditional rule:
Select Add to jobs with the following condition.
From the condition drop-down, pick one of the following:
Job Tag
Job Type
Business Unit
Service Line Item
Material Line Item
A values drop-down appears. Select one or more values:
For Tag, Job Type, and Business Unit, choose from your existing options.
For Service Line Item or Material Line Item, search your price book or pick from your favorited and frequently used items.
Save the template.
📌 Note: Only one condition type can be selected per checklist (for example, you can trigger off of tags or line items, but not both at the same time). You can, however, select as many values as you want within that one condition.
What your team sees when a Checklist is auto-added
Once the rule is saved, here’s what happens the next time a matching job is created or edited:
On a brand-new job (the + new job page): As soon as the triggering tag, type, business unit, or line item is added, the checklist appears on the job in real time.
On a saved job: When someone adds the triggering value, the checklist is added immediately, and a “Checklist added automatically” message appears at the bottom of the screen.
In the job’s activity feed: A new event is logged that reads “Checklist ‘[name]’ added.”
On the mobile app: Field techs see the auto-added checklist on their assigned jobs as soon as the conditions are met — no refresh needed.
🔎 For more details on how field techs interact with checklists on iOS and Android, check out our Help Center article How do Field Techs use Checklists on Mobile?
FAQs
Can I set up automations for Estimates?
Not in this release. Checklist Automations currently apply to Jobs only. We’re evaluating Estimates support for a future update.
Can I combine more than one condition (e.g., a specific tag and a specific line item)?
Not in this release. Each checklist template supports one condition type at a time. If you need a checklist to trigger from two different signals, you can either (a) create two checklist templates with different rules, or (b) use the Add to all new jobs option and remove the checklist manually when it doesn’t apply.
What happens to checklists that already had auto-add turned on?
They’ll automatically show Add to all new jobs selected in the new Automations section. No action needed on your part.
If I remove the triggering tag or line item from a job, does the checklist come off too?
The checklist stays on the job once it’s been added. Removing the triggering value doesn’t automatically remove the checklist, you can delete it manually from the job if needed.
Does this work for recurring jobs and jobs converted from estimates?
Yes — when a new job is created (including from a recurring series or from an approved estimate), automation rules are evaluated and matching checklists are added.
Can field techs set up or change automation rules?
No. Automation rules are configured in checklist template settings, which are managed by admins and office staff. Field techs see and complete the auto-added checklists on their assigned jobs.
Need help or have questions?
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