Two different things share the name "Checklist" in ClientManager: a to-do list tied to one Project, and a duties list tied to a Role that every person holding that role sees on their own "My Tasks" page. This guide covers both, with the Role side as the main focus.
On a Project's own detail view, the Checklist tab lets you build a punch list, pre-construction list, or any named list of items specific to that Project — each item can be assigned to a staff member as a planning hint, marked visible to the client on their Portal, or assigned to a specific client Contact to complete themselves.
This is the original checklist feature and works independently of everything below — a Project checklist has nothing to do with anyone's Role.
Side menu → Site Admin → Role Checklists. Each Role in your system (Administrators, Estimator, Project Manager, whatever Roles you've set up) can have its own separate checklist — a list of things anyone holding that Role should do, either once (onboarding-style) or on an ongoing basis (a standing duty).
When editing an item's description, two optional URL fields sit alongside it:
Guide URL — a "Learn how →" link to a how-to guide explaining the task (like this page). Action URL — a "Go to Settings →" link straight to the actual in-app page where the task gets done. A task can have either, both, or neither — whichever is actually useful.
Every item has an "Ongoing duty" checkbox. Leave it unchecked for a one-time onboarding step (e.g. "Complete Settings") — once marked complete, it moves to a Completed section with the date, and stays done. Check it for a standing responsibility (e.g. "Keep vendor insurance up to date") — marking it done just records "Last done: [date]" and it stays visible as a reminder, since a duty like that is never really finished forever.
Small arrow buttons sit to the left of each item — use them to move an item earlier or later in the list. There's no drag-and-drop here on purpose: simple tap targets work more reliably on phones and tablets than a drag handle does.
Side menu → My Tasks (a direct link now, not a menu you need to expand first). This shows your own personal copy of every item from every Role checklist that matches a Role you currently hold — not the admin's shared template, your own instance of it, with your own completion state.
The first time you visit My Tasks, it checks which Roles you hold and copies in any checklist items you don't already have — nothing to set up yourself. If an admin adds a new Role to you later, the next visit to My Tasks picks up that Role's checklist automatically too.
If an admin fixes a typo, changes a link, or flips whether an item is a one-time task vs. an ongoing duty on the shared Role Checklist, everyone who already has that item sees the update right away — your own copy always reflects the current wording, it's not a frozen snapshot from whenever you first saw it. Only the completion state (done or not, and when) is personal to you.
An item removed from a Role Checklist template doesn't just disappear for people who already had it — the admin action "retires" it rather than deleting it outright, so historical completion records stay intact. Retired items simply stop showing on My Tasks going forward.
Anyone new to the system is sent straight to My Tasks on login instead of the usual home page — and any other page they try to visit bounces them back here too, until they click "I'm all set — stop showing me this" at the top of the page. It's a one-time acknowledgment, not tied to actually finishing every item, so it stays a nudge rather than a hard requirement.