Operational Checklists

Operational Checklists are your standard operating procedure (SOP) templates. You build a checklist once, link it to a service or program, and your Safety Team Members work through it each time they serve. This ensures consistent execution across every event.

What Are Operational Checklists?

A checklist template defines the steps your team should follow during a service or program. Each template contains a list of items organized by phase and sort order, giving you full control over the sequence of operations.

Examples:

• Sunday Service Opening — Unlock doors, sweep building, check radios, brief team, verify post assignments
• Kids Ministry Check-In — Set up check-in stations, verify volunteer credentials, confirm emergency exits
• Parking Lot Setup — Position cones, test radios, verify sight lines, brief traffic flow

Accessing Checklist Management

1. Navigate to Admin in the sidebar.
2. Click on Checklists or Operational Checklists.
3. The list displays all checklist templates for your organization.

Creating a Checklist Template

1. Click Add Checklist (or the + button).
2. Fill in the template details:

Field	Required	Description
Name	Yes	Display name (e.g., “Sunday Service Opening Procedures”)
Active	Yes	Whether this template is currently in use

3. Add checklist items to the template. Each item has:

Field	Required	Description
Phase	Yes	Groups items into logical phases (e.g., “Pre-Service”, “During Service”, “Post-Service”)
Title	Yes	Short description of the task
Description	Optional	Detailed instructions or notes
isRequired	Yes	Whether this item must be completed
sortOrder	Yes	Numeric order within the phase
defaultPostId	Optional	Which post is responsible for this item by default

4. Click Save to create the template.

Linking Templates to Services or Programs

Once you have created a checklist template, you can link it to one or more Service Definitions or Program Definitions:

1. Open the checklist template.
2. Use the Link to Service or Link to Program option.
3. Select the service or program definition.
4. Save.

When an event is generated from that service or program, the linked checklist items become part of the event’s operational workflow.

Unlinking Templates

To remove a checklist from a service or program:

1. Open the checklist template.
2. Find the linked service or program.
3. Click Unlink.
4. Confirm.

Unlinking does not affect events that have already been generated — it only prevents the checklist from being included in future events.

Editing a Checklist Template

1. Find the template in the list.
2. Click Edit (or the pencil icon).
3. Add, remove, or modify items. Adjust phases and sort orders as needed.
4. Toggle Active on or off to control whether the template is in use.
5. Click Save.

Audit Logging

All checklist operations — creation, editing, linking, unlinking, and deletion — are recorded in the audit log. This provides accountability and a clear record of who changed your SOPs and when.

Best Practices

• Phase Your Checklists — Use phases like “Pre-Service”, “During Service”, and “Post-Service” for a natural operational flow.
• Mark Critical Items as Required — Ensure that safety-critical steps cannot be skipped.
• Assign Default Posts — When a checklist item is always handled by the same post (e.g., “Check radios” belongs to the Team Lead post), set the defaultPostId to pre-assign responsibility.
• Review Regularly — SOPs should evolve as your ministry grows. Review checklists quarterly.
• Keep Items Concise — A checklist item should be a clear, actionable task. Use the description field for additional detail.

Next Steps

• Service Definitions — Configure the services your checklists apply to.
• Program Management — Configure the programs your checklists apply to.
• Admin Panel Overview — Return to the full list of admin areas.