Once you have Lightspeed Tasks up and running, you can set up checklists for your staff to ensure they know what needs to be done, when it needs to be done, and to verify that it’s been done correctly.
Creating a checklist
Checklists are lists of tasks that must be completed. When creating a checklist, you can schedule it by day or time and assign it to specific people or roles. Email notifications can be sent to employees and managers to remind them of the task and to confirm completion.
- Navigate to Tasks > Checklists in the Back Office.
- Click Create Checklist.
- Fill in the checklist settings as needed.
- Click Create checklist to finish setting up the checklist.
Checklist settings
You enter a checklist's settings when you create it, but you can also edit them at any time thereafter. These settings are split into a few sections: Details, Notifications, and Tasks.
Details
Checklist details include the checklist's title, which users it applies to, its schedule, and other basic information.
| Setting | Description |
|---|---|
| Checklist title | This is the checklist’s name. Giving it a descriptive name will help identify it. |
| Create copies for | For businesses with multiple locations, checklists are assigned to one or more locations. |
| Assigned to | The user tag of the group of users assigned to this checklist. Configure your user tags in the Back Office by navigating to Tasks > Settings. |
| Due days | Check the box next to each day the checklist is to be completed. Multiple days can be selected. For lists that must be completed daily, there is an option to select Everyday. |
| Due time | Select the time when the checklist must be completed. Only one time may be selected. |
| Checklist visible | Select when the checklist is visible: All day, Morning (00:00 to 11:59), Afternoon (12:00 to 23:59). |
Notifications
Checklist notifications are optional alerts that can be sent to remind staff before the checklist is due or confirm the checklist's completion.
| Setting | Description |
|---|---|
| Send reminder 15 minutes before due time |
Enable this option to send a reminder email to the selected recipients fifteen minutes before the checklist is due if it has not been completed. Once enabled, a drop-down menu of available Back Office users and POS users with an email address appears. Multiple recipients can be selected. |
| Send email notification when completed |
Enable this option to send an email notification to the selected recipients when the checklist is completed. Once enabled, a drop-down menu of available Back Office users and POS users with an email address appears. Multiple recipients can be selected. |
Tasks
Tasks are added to a checklist by clicking the + Add task button. At least one task must be added to a checklist before it can be saved.
| Setting | Description |
|---|---|
| Title of task | The name of the task to be completed. 60 characters maximum. |
| Description (Optional) | A more detailed description of the task, if needed. Additional information or reminders be included here. |
| Response type |
To complete the task, a response must be submitted by the assigned user on a Lightspeed Pulse device in Staff mode. Select the best type(s) of response the task requires. At least one response type is required, but multiple can be selected.
|
Using the checklist summary
Back Office users with the correct permissions can view the reports of scheduled checklists to see their completion rates or any notifications that may need attention. Users can only see reports for the locations that they have access to.
To view the checklist summary, navigate to Tasks > Summary in the Back Office.
Summary details
-
Date: The date or date range of the summary. By default, the report for today is displayed on the page.
To change the date, click on it. Then select a new start date and end date from the calendar that appears. To view a single day, select the same date as both the start and end. Click Apply to view the report with the new date range.
- Location: Checklists are sorted by location.
- Completion rate: The fraction and percentage of checklists completed, as well as a line graphically showing the percentage of checklists completed.
- Name: Title of the checklist.
- Due by: The required completion time of the checklist.
- Status: The current status of the checklist: In progress or Incomplete.
- Progress: The fraction and percentage of tasks completed, as well as a line graphically showing the percentage of tasks completed.
The number of rows per page and page navigation are at the bottom of each location’s section.
Viewing completion logs
To view the completion logs of a checklist, click the title of the checklist in the summary.
Completion log details
- Summary: Displays the Completion rate as a percentage of tasks completed, Tasks completed as the number of tasks completed, and Time between tasks which is the average time between task completion.
- Task: The name of the task.
- Status: The current status of the task: Completed, In progress, or Incomplete.
- Completed by: The name of the user that completed the task and the date and time it was completed.
- Issues: Any problems or missing information related to the task completion is noted here, such as a missing response or a temperature that exceeds a set minimum.
- Comment: Any additional comments or information provided by the user completing the task.
To expand the task details, click the arrow icon at the start of the row.
Editing a checklist
Edit a checklist to make changes to it. For example, you may need to change the users assigned to it, add or remove tasks, or update notification settings.
- Navigate to Tasks > Checklists in the Back Office.
- Click the name of the checklist you wish to edit.
- Make your desired changes to the checklist settings.
- Click Update checklist to save.
Changing the order of a checklist is done by dragging the stacked three lines to the left of the task name to its new position.
Deleting a checklist
Delete checklists you are no longer using to remove them from the Back Office.
- Navigate to Tasks > Checklists in the Back Office.
- Click the trashcan icon in the row of the checklist you wish to delete.
-
Review the prompt that appears.
Deleting a checklist will also remove all of its tasks. This action cannot be undone.
- Click Delete checklist to confirm the deletion.
What's next?
Using Lightspeed Tasks in Lightspeed Pulse
In the Lightspeed Pulse app, staff can complete the checklists you set up for Lightspeed Tasks.
Setting up Lightspeed Tasks
Learn how to set up Lightspeed Tasks, create user tags, and switch the Pulse app to Staff mode.