How Do I Add a Checklist to a Location?

Building a checklist doesn't put it in front of cleaners on its own—you have to assign it to the locations where you want it used. Once a checklist is attached to a location, anyone working a shift there sees its tasks in the mobile app.

There are three ways to do this, and which one you pick depends on what you're trying to do:

• Assign one checklist to many locations — start from Quality > Checklists and use Manage Assigned Locations. Best for rolling a single checklist out across a group of buildings.
• Assign the same locations to several checklists — start from Quality > Checklists and use Bulk Assign Locations. Best when multiple checklists should share the same location set.
• Manage every checklist on one location — start from the location's Scope of Work tab. Best for setting up one building, including assigning checklists to specific rooms or floors and fine-tuning each one.

Applies to: Account administrators and managers. You need the Checklist (Company) module to open Quality > Checklists, and access to Locations to use the Scope of Work tab.

Before You Start

• The checklist has to exist first. If you haven't built it yet, see How do I create a checklist? before assigning it.
• A checklist can live on as many locations as you want, and editing the checklist updates it everywhere it's assigned.
• The Scope of Work tab only shows up for service locations, and only after the location has been saved.

Assign One Checklist to Many Locations

Use this when you've built a checklist and want it on several locations at once.

1. In the left-hand menu, open Quality and select Checklists.
2. Find the checklist you want to assign, and click the ⋯ action menu on its row.
3. Choose Manage Assigned Locations.
4. In the dialog that opens, move locations from Available Locations (left) to Assigned Locations (right):
   • Click a location's add icon to assign it one at a time.
   • Select several first—Ctrl/Cmd-click for individual locations or Shift-click for a range—then use Add Selected. With nothing selected, the button reads Add All and assigns every available location.
   • To unassign, move locations back the same way with the remove icon, Remove Selected, or Remove All.
   • The search box at the top filters both panes, which helps when you have a long location list.
5. Click Save.

A location that's currently tied to a work order is locked in the Assigned Locations pane and can't be removed here—Clean Smarts shows the reason when you hover it. Detach the checklist from the work order first if you need to remove it.

Assign the Same Locations to Several Checklists

Use this when several checklists should all be on the same set of locations—for example, rolling out "Office Nightly," "Restrooms," and "Lobby" together.

1. In the left-hand menu, open Quality and select Checklists.
2. Click Bulk Assign Locations in the toolbar. Row checkboxes appear.
3. Check the checklists you want to update. Use the header checkbox to select all visible rows (search first if you need a filtered list).
4. Click Assign Locations.
5. In Assign Locations to Selected Checklists, move locations between Available Locations (left) and Assigned to All Selected Checklists (right) the same way you would for a single checklist.
6. Click Save.

How the panes work for multiple checklists:

• The right pane shows only locations already assigned to every selected checklist.
• Adding a location assigns it to all selected checklists.
• Removing a location unassigns it from all selected checklists.
• Locations assigned to only some of the selected checklists stay on the left and are left unchanged unless you add them.

Manage Every Checklist on One Location

Use this when you're setting up a single building, want to assign checklists to specific rooms or floors, or need to adjust how a checklist behaves at that location.

1. Open the location. Use the search bar at the top (or press Ctrl/Cmd + K) and type the location name, or find it in your Locations list.
2. In the location's left sidebar, click Scope of Work.
3. You'll see the location and its sublocations (rooms, floors, areas) in a tree, with a Checklists column showing what's already attached to each.
4. Find the row you want—the main location or any sublocation—and click its ⋯ action menu, then Manage Checklists.
5. In the Checklists assigned to this location dialog, click Add Checklist.
6. In the Add Checklists dialog, search if needed, check the checklists you want, and click Add Selected.

The checklists you picked now appear in the list for that location. From here you can fine-tune each one:

• Shift — assign the checklist to a specific shift, or leave it on Applies to all shifts so it shows up no matter when the cleaner clocks in.
• Task Visibility — open this to hide individual tasks that don't apply at this location, without changing the checklist itself.
• Reorder — drag a checklist up or down to set the order cleaners see.
• Remove — click the trash icon to take a checklist off this location. It stays available for every other location that uses it.

When you're done, click Close.

Which Method Should I Use?

All three methods write to the same place, so a checklist you assign from Quality > Checklists also shows up under that location's Scope of Work tab, and vice versa.

Tips and Troubleshooting

My cleaners still don't see the checklist. Confirm the checklist is assigned to the right location (and the right sublocation, if they scan into a room or floor). If it's assigned but tasks still don't appear, the issue is usually task recurrence or work-order checklists—see Why are my checklists not appearing?

I can't remove a location from a checklist. Locations tied to a work order are locked in the Assigned Locations pane. Remove the checklist from the work order first, then unassign the location.

A location I expected is still on the left in Bulk Assign Locations. That usually means it isn't assigned to every selected checklist yet. Locations shared by only some of the selection stay available until you add them—adding then assigns them to all selected checklists.

I don't see a Scope of Work tab. That tab only appears for service locations, and only after you've saved the location. Check the location's General tab to confirm it's set up as a service location.

I want this checklist on only part of a building. Assign it to the specific sublocation row from Scope of Work instead of the main location, or use Task Visibility to hide the tasks that don't apply there.

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