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Using the Checklist/To-Do List Feature

Learn how to use systemHUB checkboxes for scannable layout design and printable manuals, and discover why live task tracking should live inside your project management software.


🔍 1. systemHUB vs. Project Management

To keep your business running smoothly, it is important to understand the difference between Project Management and Systems Documentation:

  • Project Management (Who, What, When): Use platforms like Asana, Monday, or ClickUp to assign tasks, set deadlines, and track accountability.
  • systemHUB (How): This is where you store the detailed, step-by-step instructions. You should link your systemHUB processes directly to your project management tasks.

🎯 2. The Purpose of the Checklist Feature

Within systemHUB, you can format your procedures using the To-Do List icon. However, these are designed for visual clarity rather than live task tracking.

  • Visual Aid: Checkboxes make a system easier to read and scan, especially for complex processes with multiple sub-steps.
  • Printable Manuals: If you print a system or download it as a PDF, the checkboxes provide a physical space for team members to mark their progress on paper.

🚀 3. How to Add Checkboxes

When editing a system, policy, or training:

  1. Open the document and click the Edit button.
  2. Navigate to the Procedures or Details section.
  3. Highlight your text or place your cursor where you want a step to begin.
  4. Click the To-Do List Item icon in the formatting toolbar.
  5. Click Publish to save your changes.

⚠️ 4. Important Limitation: Non-Editable on View

Once a system is published, the checkboxes are not clickable for team members in "View Mode."

  • Why? systemHUB is not a workflow manager. We prevent users from checking boxes online so they don't mistakenly think they are reporting a task as "complete" to their manager.
  • Accountability: All progress tracking and "marking as done" should remain inside your dedicated project management software to ensure there is one single source of truth for accountability.

🎉 You're All Set!

You now know how to format beautifully clean checklists for your team while keeping your tracking workflows sharp and accountable. If you have any questions about integrating systemHUB with your project management platform, reach out to our support team!