Checklists are structured task lists that guide an employee through a process — onboarding, induction, a role change, a compliance cycle, or offboarding. As an Administrator, you build and manage the checklist templates that are then assigned to employees, either automatically by rule or manually. Tasks are grouped into sections, and progress can be tracked and exported for reporting. This guide covers the full lifecycle — building, editing, deleting, cloning, ending, and exporting checklists.
Who this is for: Administrators
Read time: 9 minutes
Prerequisites
- You must be an Administrator.
- The Checklists module must be enabled for your organisation.
Part 1 — How to build a Checklist
Step 1 — Open Manage Checklists
From the Prosper main menu, navigate to Onboarding and select Checklists.
Step 2 — Create a new Checklist
Select Create New Checklist.
Step 3 — Add a title and description
Populate the checklist's Title and Description. The description is visible to the employee and their Manager, so use it to explain what the checklist covers and what "done" looks like.
Step 4 — Add your first section
Select + Add Section and populate the phase Title and Description. Sections break the checklist into stages — with items, descriptions and due days.
Step 5 — Add items to the section
Within the phase, select + Add Item and populate the Title, Due days, and Description. Keep task names action-led so it's clear what the owner has to do — for example Complete food safety induction rather than Food safety.
Step 6 — Save and enable Checklist
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Save Checklist to finalise.
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Enable to make checklist available to assign.
Step 7 — Assign checklist
To assign a checklist ad-hoc, the administrator can select Assign under Actions.
Checklist can be assigned to individuals, or to a specific Team, Location, or Position.
Step 8 — Set auto-assign rules (optional)
Select Auto-assign the administrator can select Automation Settings under Actions.
Automation settings vary from Disabled (No employees will be assigned automatically).
All new starters (Every new employee will be assigned this checklist upon activation).
To have the checklist assigned automatically when an employee matches your chosen criteria — for example a specific Team, Location, or Position - select Specific teams, locations, or positions.
Scroll down to select Teams, Locations, and/or Positions.
Important Note: To auto-assign this checklist to new starters only, scroll to the bottom and check Only new starters in these teams, locations or positions and Save.
Part 2 — Editing a Checklist
Checklists can be edited freely.
Step 1 — Open Manage Checklists
Navigate to Checklists..
Step 2 — Choose a draft Checklist to edit
Choose a checklist to Edit.
Step 3 — Edit details, phases, and tasks
Edit the Title and Description if applicable. Scroll down to edit phases, edit tasks, or change task owners and due timings.
Step 4 — Delete an item
To delete an item select Remove item on the section footer.
Step 5 — Add a section or task
To add an item, select + Add item within the relevant section. To add a section, select + Add section.
Step 6 — Save checklist
Scroll to the bottom and select Save Checklist.
Part 3 — Deleting a Checklist
Step 1 — Open Checklists
Navigate to Checklists and select Manage Checklists.
Step 2 — Delete the Checklist
Select Delete under Actions. A confirmation pop-up will appear — select Delete.
Part 4 — Exporting a Checklist
Please note: Checklist exports include the following employee information: Employee Name, Team, Location, Job Role, Checklist Name, Phase, Task Name, Task Owner, Due Date, Completion Date, and Completion Status.
Step 1 — Export the results
Select Report for any checklist.
Flick between Completed and Pending to see who's up-to-date, and who needs following up, and to export into a CSV, select Export.
Tips and best practices
- Section for clarity. Use section titles and descriptions to give employees and Managers structure — a checklist broken into clear stages feels achievable rather than overwhelming.
- Keep sections short. Aim for a handful of items per section. Long, undifferentiated item lists are the most common reason checklists stall.
- Name with reporting in mind. Clear, dated checklist names (for example, Lifeguard Onboarding — 2026) make exports easy to identify and compare.
- Review auto-assign rules before publishing. An overly broad rule can assign a checklist to far more people than intended.
Troubleshooting
The checklist isn't auto-assigning.
Check that the employee matches every criterion in the auto-assign rule. Rules apply from the point the employee matches them, so employees who already existed before the rule was created may need to be assigned manually.
Can I delete a published or active checklist?
Delete is available under Actions. Take care deleting checklists with completed data — if you need the completion records for reporting, export them first.
The export is missing some employees.
Confirm those employees were assigned the checklist and that it reached the status you're exporting from. Completion status is included in the export, so you can see who has and hasn't completed.
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