> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/workflow/checklist-templates.md).
# Checklist Templates
Reusable lists of steps for your team and your clients. Build them once in the Checklist Templates builder, then add them to jobs, tasks and records.
A checklist template is a reusable list of steps. Add it to a job, task, household, opportunity or lead, and each step becomes something to tick off. Steps can be for your **Team**, or for the **Client**. Client steps are sent to the client as one page they work through: see [Client Requests](/workflow/client-requests.md).
## Find the builder
Go to **Home → Settings → Checklist Templates**.
All names shown are examples.
The list on the left shows every template and how many steps it has.
* **Search templates…** finds a template by name.
* The chips under the search box, such as **Financial Planning** or **Lending**, show one category at a time. Set a template's category on its **Settings** tab.
* Click a template to open it, or **New template** to start one.
* To delete a template, hover over it, click the bin, then confirm.
The expand button at the top right opens the builder full screen. Press **Esc** to come back.
## Make a template
Click **New template**, then either:
* add steps yourself with **+ Add step**, or
* click **AI Draft** and describe the checklist, such as *"Onboard a new SMSF client referred from an accountant"*. Click **Generate**, check the steps, use **Refine** to ask for changes, then **Apply to template**.
Give it a name on the **Settings** tab and click **Save template**. Nothing is saved until you do; **Cancel** throws away your changes.
## Steps
Each step has a name, and a **Team** or **Client** switch.
* Rename a step by typing over its name.
* Use **▲** and **▼** to change the order.
* Click **×** to remove a step, then confirm.
### Team steps
A team step is something your team does, such as *Check the fact find against our file*. Clients never see team steps.
| Setting | What it does |
| -------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- |
| **Assigned to** | **Anyone**, **A role** (whoever holds that role on the household, such as the **Broker** or **Adviser**), or **A specific person**. |
| **Days** | How many days the step has before it's due. |
| **Description (optional)** | Notes or instructions for whoever does it. |
**When an agent runs this** holds extra settings for steps an AI agent completes. Most templates don't need it.
### Client steps
For a client step, choose what the client does: **Form**, **Document**, **Text answer**, **Choice**, **Link** or **Acknowledgement**. Each type has its own settings, explained in [Building a Client Request Template](/workflow/client-requests/building-a-client-request-template.md).
## Settings
| Setting | What it does |
| ------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Name** and **Description** | What your team sees when they choose a template. |
| **Status** | **Active** templates can be added. **Inactive** ones are kept but hidden. |
| **Category** | Groups templates in the list, such as *Onboarding*. It doesn't control who can use them. |
| **Can be added to** | Which records the template can be used on: **Task**, **Opportunity**, **Lead**, **Account**, **Contact** or **Job**. Pick none to allow any record. |
| **If a task closes with steps open** | **Warn and log a reason**, or **Block until complete**. |
## Template ID
When a template is open, its ID shows at the top with a **Copy** button. Paste it into a Flow to attach the checklist automatically: see [Linking Checklist Templates to Task Templates](/workflow/linking-checklist-templates-to-task-templates.md).
## Using a checklist on a record
On a job, household, opportunity or lead, click **Add Checklist** and choose:
* **From Template**: pick one of your templates.
* **Generate with AI**: describe what you need.
* **Start Blank**: add the steps yourself on the record.
Click **Add to Record**. For a template with client steps, **Add and send to client** adds it and goes straight to sending: see [Sending a Client Request](/workflow/client-requests/sending-a-client-request.md).
### Ticking off steps
Click the dot beside a team step to change its status: complete, then waiting, then not applicable, then open again. Click a step to open it, add notes or dates, or turn it into its own task with **Create Task**.
**Complete all** ticks off every step at once. You have 30 seconds to **Undo** it. On a checklist with client steps, **Complete all** sits in the **Team** heading and ticks off the team steps only.
### Changing the list on one record
Changes here affect this record only. The template stays as it is.
* **Edit list**: rename steps or change their order, then click **Done**.
* **Add item**: add a step that isn't in the template. On a checklist with client steps, you get the same step card as the builder, including the client step types.
All names shown are examples.
### Checklists by stage
On a job, the checklist panel can show just the checklists for the job's current stage, plus any you've added by hand. Checklists from earlier stages sit behind an **Earlier checklists** link. Your admin turns this on for the job page.
