Task Management

How to Create Custom Checklists

Build custom digital checklists for daily, weekly, and monthly food safety tasks with automated reminders.

Overview

Digital checklists in VeriFood replace paper forms and ensure consistent completion of food safety tasks. This guide shows you how to create, customize, and automate checklists for your team.

Benefits of Digital Checklists

  • Never miss a task - Automated reminders and notifications
  • Photo documentation - Attach images as proof of completion
  • Real-time tracking - See what’s done and what’s pending
  • Audit ready - All records timestamped and stored digitally
  • Analytics - Track completion rates and identify issues

Step-by-Step: Create a Checklist

Step 1: Access Checklist Builder

  1. Log in to your VeriFood dashboard
  2. Click Tasks in the left sidebar
  3. Select Checklists from the menu
  4. Click Create New Checklist button

Step 2: Name and Configure Basics

Checklist Title: Give your checklist a clear, descriptive name

  • Good: “Morning Opening Checklist - Kitchen”
  • Avoid: “Checklist 1”

Category: Select the type of checklist:

  • Opening Procedures
  • Closing Procedures
  • Cleaning & Sanitation
  • Equipment Maintenance
  • Food Safety Checks
  • Delivery Receiving
  • Custom

Frequency: Choose how often this checklist should be completed:

  • Daily (every day)
  • Weekly (specific days)
  • Monthly (specific date)
  • Custom schedule (advanced)

Example Daily Schedule:

Monday: Yes
Tuesday: Yes
Wednesday: Yes
Thursday: Yes
Friday: Yes
Saturday: Yes
Sunday: No (Closed)

Start Time: 6:00 AM
Due Time: 8:00 AM

Step 3: Add Checklist Items

Click Add Item to create individual tasks.

For Each Item, Configure:

Item Description: Be specific and actionable

  • Good: “Check refrigerator temperature is between 35-38°F”
  • Avoid: “Check fridge”

Response Type: Choose how the item should be completed:

  1. Checkbox - Simple yes/no completion

    • Example: “Floors swept and mopped”

  2. Temperature Reading - Numerical input with range validation

    • Example: “Walk-in cooler temperature”
    • Min: 32°F, Max: 40°F

  3. Text Response - Short answer field

    • Example: “Name of delivery driver”

  4. Photo Required - Must attach image to complete

    • Example: “Photo of cleaned prep station”

  5. Multiple Choice - Select from predefined options

    • Example: “Condition of product: Fresh / Acceptable / Reject”

  6. Time Stamp - Records time of completion

    • Example: “Time delivery received”

Is This Item Critical? Mark critical items that affect food safety:

  • ✅ Critical items require immediate attention if failed
  • Failed critical items trigger alerts to management

Corrective Actions: Define what should happen if this item fails:

If temperature is out of range:
1. Immediately check equipment
2. Move product to working unit
3. Notify manager
4. Call maintenance if needed
5. Document incident

Step 4: Add Sections (Optional)

Organize long checklists into logical sections:

Example Opening Checklist Sections:

  1. Building Inspection (5 items)

    • Check exterior for pests
    • Verify doors and windows secure
    • etc.

  2. Equipment Check (8 items)

    • Verify all refrigeration running
    • Check oven temperature
    • Test temperature probes
    • etc.

  3. Food Storage Review (6 items)

    • Check product dates
    • Verify FIFO rotation
    • etc.

To add sections:

  1. Click Add Section
  2. Name the section
  3. Drag items into the section
  4. Collapse/expand for easier viewing

Step 5: Set Up Automation

Auto-Population: Link to sensors or previous data:

Example: Temperature items can pull readings from wireless sensors automatically

  1. Select a temperature item
  2. Toggle Auto-populate from sensor
  3. Choose which sensor to use
  4. Set acceptance range
  5. Save

Conditional Items: Show/hide items based on previous answers:

Example:

  • If “Delivery received today?” = Yes
    • Then show: “Delivery temperature check”
    • And show: “Supplier name”
  • If No
    • Skip those items

To set conditions:

  1. Click the item’s gear icon
  2. Select Add Condition
  3. Choose trigger item and value
  4. Save

Step 6: Assign to Team Members

Who Should Complete This?

Assignment Options:

By Role:

  • All Team Members at Kitchen location
  • All Managers
  • Specific role groups

By Individual:

  • John Smith
  • Jane Doe
  • Any team member (first available)

Rotation Schedule: Automatically rotate assignments:

Week 1: John
Week 2: Jane
Week 3: Mike
Week 4: John
(Repeats)

Step 7: Configure Notifications

Reminder Settings:

Pre-Task Reminders:

  • 30 minutes before due time
  • When task becomes available

Overdue Alerts:

  • 15 minutes after due time → Assigned person
  • 30 minutes after due time → Their manager
  • 1 hour after due time → Location admin

Completion Notifications: Send confirmation when completed:

  • To assignee (optional)
  • To manager (for critical checklists)

Notification Methods:

  • Push notification (mobile app)
  • SMS text message
  • Email
  • All of the above

Step 8: Preview and Test

Before publishing:

  1. Click Preview Checklist
  2. Complete a test run yourself
  3. Check all items display correctly
  4. Verify photo upload works
  5. Test automated fields
  6. Review mobile view

Test on Mobile: Most team members will complete checklists on tablets or phones:

  • Download VeriFood mobile app
  • Log in with your credentials
  • Navigate to test checklist
  • Complete all items
  • Review how it looks and feels

Step 9: Publish and Deploy

When ready:

  1. Click Save as Draft (to review later) or Publish
  2. Select start date (when checklist becomes active)
  3. Choose locations where this applies
  4. Click Publish Checklist

Team members will now see this checklist in their task list

Advanced Features

Version Control

Track changes to checklists over time:

  1. VeriFood automatically saves versions when you edit
  2. View history: Settings → Version History
  3. See what changed and when
  4. Restore previous version if needed

Why this matters:

  • Maintain audit trail
  • Rollback if needed
  • Track compliance evolution

Clone and Customize

Create variations of existing checklists:

  1. Find checklist to copy
  2. Click Clone
  3. Rename for new location or purpose
  4. Modify as needed
  5. Publish

Use Case: Create “Morning Checklist - Kitchen” then clone for:

  • Morning Checklist - Bar
  • Morning Checklist - Prep Area

Checklist Templates

Start with pre-built templates:

Available Templates:

  • Opening Procedures (customizable for any food business)
  • Closing Procedures
  • Daily Cleaning Schedule
  • Weekly Deep Clean
  • Monthly Equipment Maintenance
  • Delivery Receiving
  • Temperature Log

To use a template:

  1. Click Create from Template
  2. Choose template
  3. Customize for your needs
  4. Publish

Managing Existing Checklists

Edit a Checklist

  1. Go to Tasks → Checklists
  2. Find the checklist
  3. Click Edit
  4. Make changes
  5. Important: Changes apply to future instances only

Archive a Checklist

Stop using a checklist without deleting history:

  1. Open checklist settings
  2. Click Archive
  3. Confirm

Archived checklists:

  • No longer appear in active task lists
  • Historical data preserved
  • Can be restored later

Reports and Analytics

View checklist performance:

Completion Rate Report:

  • Which checklists are completed on time
  • Which are frequently late or skipped
  • Completion trends over time

Common Failures:

  • Which items fail most often
  • Patterns in failures (time of day, day of week)
  • Corrective actions taken

Team Performance:

  • Individual completion rates
  • Average time to complete
  • Quality of responses

Access reports: Reports → Checklist Analytics

Best Practices

Keep It Focused

  • Ideal length: 10-20 items per checklist
  • Too long? Break into multiple checklists
  • Too short? Combine related tasks

Use Clear Language

  • Write at 8th-grade reading level
  • Be specific and actionable
  • Avoid jargon and abbreviations
  • Use positive language

Include Visual Guides

For complex items:

  • Attach reference photos showing correct completion
  • Add diagram or illustration
  • Link to video tutorial
  • Include acceptance criteria

Regular Review

Monthly:

  • Review completion rates
  • Gather team feedback
  • Update confusing items

Quarterly:

  • Full checklist audit
  • Align with regulatory changes
  • Remove obsolete items
  • Add new requirements

Troubleshooting

Checklist not appearing for team member

Check:

  1. Is it published (not draft)?
  2. Is the start date in the past?
  3. Is team member assigned to this location?
  4. Does their role have permission?

Items not auto-populating from sensors

Verify:

  1. Sensor is online and connected
  2. Sensor selected in item settings
  3. Sensor assigned to correct location
  4. Data is recent (not offline)

Team says checklist takes too long

Solutions:

  1. Review for redundant items
  2. Enable auto-population where possible
  3. Simplify complex items
  4. Break into multiple shorter checklists
  5. Adjust due time windows

Video Tutorials

Need Help?

Can’t find what you’re looking for?

  • Live Chat - Available 24/7
  • Email - support@verifood.com
  • Phone - 1-800-VERIFOOD
  • Request Checklist Setup - We can help build your first checklists

Last Updated: January 2025

Related Topics: checklists tasks automation compliance

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