Manager guide
Sign in
- Manager: open your site, tap Manager, and enter the 6-digit manager code.
- Owner or admin: sign in at checklistsdone.com/login with your email and password. This also unlocks billing and account settings.
- Tap Done or Sign out when you finish, especially on a shared device.
Add your team
Everything is on Staff members & owners, in one list:
- Add someone: type their full name (initials fill in automatically), make up a 4-digit code, and tap Add. Tell them the code privately.
- Fix a name or initials: edit it in the list and tap Save (or press Enter).
- Change a code (forgotten or shared): type a new 4-digit code in their row and tap Save. The old code stops working right away and they're signed out of any device.
- Someone leaves: tap Turn off. Their past checks keep their name.
Rules for codes: exactly 4 digits, different for every person, not the manager code, and nothing easy to guess like 1111 or 1234. Codes are stored scrambled, so nobody, including you, can look one up later; you can always type a new one.
Every day
- Dashboard: today's progress for every checklist, what's overdue, and who did each task.
- List owners: on Staff members & owners, pick who owns each checklist today. Anyone can still check items; the owner is accountable for getting it to 100%.
- Alerts: you get an email when a checklist is overdue past the grace time, or a reading is out of range. Set the emails and grace time in Settings.
- Auto sign-out: a team member's screen signs out after 10 minutes with no touch (after a 30-second "Still working?" warning). Change it to 3, 5, 15 or 30 minutes in Settings. Shorter is safer on shared tablets; longer suits phones in pockets.
- Lists can be partly done. The next person continues, and every check keeps the name of whoever did it.
Checklists
- Turn on or off: on the Checklists page, use the switch on each checklist. A list that's off is hidden from staff and members but keeps its tasks and history. You're billed only for lists that are on.
- Add a checklist: tap Add checklist and choose a template, import your own, or have us build it.
- Change tasks: use Edit tasks to add, remove or reword tasks, set due times, and set ranges for readings. Tap Save when you're done.
QR signs
On the Checklists page, tap Print QR signs (all lists) or QR sign on one list. Each sign has a code that opens that checklist's sign-in, plus the three steps for staff. Choose Facility Status page (public) for a sign anyone can scan to see when each area was last checked. Turn on English + Spanish for bilingual signs. Print one per page and post it where the work happens; laminate it for wet areas.
Reports and exports
Open Reports, choose a period (last 7, 30 or 90 days, this month, last month, or custom dates) and all checklists or one.
| Section | What it tells you |
|---|---|
| Completed | Share of tasks due that got done |
| Done on time | Share done before their due time |
| Items missed | Tasks due that nobody checked |
| By checklist / By person | Which lists and people are keeping up |
| Most often missed | Tasks to retrain on, move or reword |
| Readings out of range | Each bad reading and what was done about it |
| Notes & problems | Everything staff wrote in Notes |
Detailed log (CSV) gives every task for the period, with missed ones marked MISSED. Summary tables (CSV) gives the report's tables. Print / save as PDF gives a clean copy for a board meeting or inspector. All history at once is under Settings → Export.
Screens and members
- Wall screen or TV: open your site address + /dashboard. It refreshes every 2 minutes.
- Facility Status: your site + /status is a public page (no code) showing when each area was last checked. Open Facility Status on the Checklists page to switch each checklist between Shown and Private. Private checklists, timelines and lists that are turned off never appear, and the page never shows names, codes or notes.
- Tablet that stays in one room: in Settings → This device, set it to that checklist.
A good weekly habit (5 minutes): open Reports for the last 7 days. Thank the people at the top of By person, look at Most often missed, and check that every out-of-range reading has an action written down.