Create and Manage Checklists in Alkimii Property

Checklists help your team complete regular tasks the same way every time, such as daily fire checks or room inspections. In Alkimii Property you can create a checklist from a template or from scratch, choose who can see it, and edit it later. Templates are quicker, so start there if you're unsure. 

Open your checklists

1. Use the menu to go to Checklists.
2. Along the top, select Manage Checklists. You'll see all the existing checklists for your site. 

➕ Add a checklist

From a template

Templates are fully editable, so you can adapt them to your site.

1. In the top right, select More Templates to see the full range.
2. Choose the template that fits best. You'll be taken to the checklist-building page.
3. Edit the tasks:
   • Change a task or subtask title: click the text and type.
   • Add a task: scroll to the bottom of the checklist and select Add Task.
   • Add a subtask: select Add subtask in the bottom corner of the parent task.
4. Set who can see it, the category and how often it runs (see "Checklist settings" below).
5. Select Save in the top right.

A parent task is a main task on the checklist. A subtask is a smaller step within it.

From scratch

1. Select Add Checklist in the top corner.
2. In the pop-up, enter a title for your checklist.
3. Choose the settings: sites, departments and roles, category, and frequency (see "Checklist settings" below). You can also lock it here (see "Lock a checklist").
4. Select Save. You'll be taken to the checklist-building page.
5. Select Add in the middle of the box and type your first task into the text field.
6. Use the actions to the right of a task to add a subtask or delete it. There's no limit on subtasks.
7. Select Save in the top right.

💡 Tip: Keep each task to one action, starting with a verb, for example "Check fire exits are clear". Short, direct wording helps everyone, especially colleagues who are reading in a second language or checking tasks quickly on a phone.

Checklist settings

After you save, the settings panel on the right of the checklist-building page shows every option. They appear in this order:

• Status: shows whether the checklist is Published and who created it.
• Site: where the checklist is available. If your organisation has more than one site, choose which ones. It defaults to the site you're in.
• Who can see it: choose departments or individuals. Only the people you choose can see and use the checklist.  
• Category: choose the reporting category from the dropdown. If the one you need isn't there, see How to create checklist reporting categories.
• Frequency: how often the checklist is generated, for example Daily (Once per day). Templates fill this in for you. To change it, choose another option from the dropdown. 
• Start date: this only becomes available when a checklist is published, based on the frequency selected. 
• Require subtasks completion: [confirm, for example: when this is on, a parent task can't be completed until all its subtasks are].
• Require NFC to be scanned: when this is on, tasks linked to an NFC tag can only be completed by scanning the tag. See "Tasks linked to NFC tags". 
• Locked: stops anyone else from editing the checklist, so you're the only person who can change it. Only lock a checklist when you really need to. If you leave the business, it unlocks automatically so whoever takes over can manage it.
• Published: makes the checklist live for your team. Until you turn this on, the checklist stays a draft and your team can't use it. You can save as you go, but you need to switch this on to publish.

To group results across checklists, see How to create a reporting group for Alkimii checklists?.

✏️ Edit a checklist

1. Go to Manage Checklists and find the checklist. Use the filters, the search bar, or both.
2. In the Actions column on the right, select the pencil icon.
3. On the checklist-building page, make your changes:
   • Change a task or subtask: click the text and type.
   • Add a task or subtask: use Add Task at the bottom, or Add subtask on the parent task.
   • Delete a task or subtask: use the actions to the right of the text.
   • Change the settings: sites, departments, roles, category, frequency, Published and Locked.
4. Select Save in the top right.

When changes take effect: a new category applies straight away. Changes to the name or tasks don't appear until the next checklist is generated. The date is shown above the task list.

Only want to look? Select the eye icon instead. It opens the checklist without letting you change anything.

Deleting a checklist: the bin icon soft deletes it and only appears if you have delete access.

Tasks linked to NFC tags

If your site uses NFC tags, some tasks may be linked to one. An NFC tag is a small tag fixed to a place or item, such as a fire extinguisher or a door. When someone taps their phone on the tag, the task is marked complete, and Alkimii records their name with the date and time. This works the same on iPhone and Android.

Should scanning be compulsory? Use the Require NFC to be scanned toggle in the checklist settings.

How tasks are linked: tags are linked to tasks on the mobile app during set-up, not in the checklist builder. For the steps, see How to use NFC tags with checklists.

Important: editing, moving or deleting a linked task unlinks it from its tag. That includes changing the wording. The tag then needs to be linked again on the mobile app. Make all your changes first, then re-link the tags once you've saved.