Purpose Statement
The Event Checklist feature allows administrators to create structured task lists or prompts associated with specific Event Types. Checklists help ensure consistency, accountability, and completion of required steps before, during, or after an event.
Background Information
Event Checklists are built at the Event Type level and serve as reminders or required task lists for participants completing events.
Key considerations:
Only one checklist can be created per Event Type.
Checklist items can be configured as optional or mandatory (except Boolean fields).
Once a checklist item has been used within the module, it cannot be deleted—it may only be marked inactive.
If a checklist has already been used in events, the question and field type cannot be modified—only the active/inactive status can be changed.
This structure preserves historical data integrity while allowing administrators to manage checklist relevance over time.
Required Permissions
Users must have the following permissions:
Access to the Events & Activities Module
Administrative or configuration permissions for:
Event Type Management
Checklist Configuration
Module Settings
Important Note:
Checklist configuration is typically restricted to administrators or designated data managers.
Video
Step-by-Step Guide
Access the Event Checklist Area
Navigate to Events & Activities from the main navigation menu.
Select Setup.
Click on Event Checklists.
Select an Event Type that does not yet have a checklist if a new one is being created.
Select an Event Type that does have a checklist if you are editing the content of the checklist
Add a Checklist Item
Select Add Checklist Item.
Enter the Question or Prompt in the question field.
Select the appropriate Field Type:
Boolean (True/False) - Creates a toggle switch on the checklist to indicate the the answer to the question or prompt. Enabled = True, Disabled = False
Boolean responses cannot be made mandatory and are always Active
Date - User will indicate a date only on the checklist
Date and Time - User will indicate a date and time stamp on the checklist
Free Text - This creates a free text field on the checklist allowing for letters, numbers and special characters
Integer/Number - This creates a number only field on the checklist
Single Select (user selects one option) - Users will create multiple choice answer but only one of them may be selected when using the checklist.
The Answer may be made active (default) or in-active by selecting the checkbox
The answer may be deleted by selecting the trash can
Multi Select (user selects multiple options)- Users will create multiple choice answer and any number of them may be selected when using the checklist
The Answer may be made active (default) or in-active by selecting the checkbox
The answer may be deleted by selecting the trash can
(Optional) Mark the item as Mandatory. - This action will require the user to answer the question in the checklist
Note: Boolean fields cannot be marked mandatory.
Set the item status to Active.
Once a checklist question has been used in an event, it can no longer be deleted, only de-activated
Repeat as needed to build out the checklist.
Save the Checklist
After all desired checklist items have been added, select Save.
The checklist is now associated with the selected Event Type.
Edit an Existing Checklist
If the checklist has not been used:
Modify the Question.
Change the Field Type.
Update answer options.
Delete unused items if necessary.
If the checklist has been used in events:
Only the Active/Inactive status may be changed.
The Question and Field Type cannot be edited.
Used items cannot be deleted.
Clone a Checklist Item
Select the Clone icon next to an existing item.
Modify the duplicated item as needed.
Save changes.
Duplicate All Checklist Items
Select Duplicate All to create copies of all displayed checklist items.
Modify the duplicated items as needed.
Save changes.
Delete a Checklist Item
Checklist items that have not been used can be deleted using the Trash Can icon.
If an item has been used, it must be set to Inactive instead of deleted.
Best Practices
Build checklists that align with operational standards and compliance requirements.
Use clear, action-oriented language in checklist questions.
Avoid excessive mandatory fields to prevent user frustration.
Use Single Select and Multi Select fields for standardized reporting.
Inactivate outdated checklist items rather than attempting deletion.
Test new checklists with a sample event before full deployment.
Review checklists annually to ensure continued relevance.
Troubleshooting & FAQs
Why can’t I delete a checklist item?
If the item has been used in an event, it cannot be deleted. Set it to Inactive instead.
Why can’t I edit the question or field type?
Once a checklist has been used, the Question and Field Type become locked to preserve historical data accuracy.
Can I create multiple checklists for one Event Type?
No. Only one checklist may be created per Event Type.
Can Boolean fields be marked as mandatory?
No. Boolean (True/False) fields cannot be set as mandatory.
What does Duplicate All do?
Duplicate All creates copies of all currently displayed checklist items, allowing administrators to quickly replicate checklist structures.