Purpose Statement

The Event Checklist section within Events and Activities Setup enables administrators to build and manage customized checklists for specific event types that can serve as task lists or reminder systems for event participants. This functionality supports structured event completion tracking, standardized procedures, and consistent documentation requirements through configurable checklist items with various field types and validation options.

Background Information

Event checklists provide structured guidance and documentation requirements for event participants, functioning as either reminder systems or mandatory task completion tracking depending on administrative configuration. Each event type can have one associated checklist with multiple customizable items that support different data types and response requirements.

The checklist system integrates directly with event creation, automatically appearing in the checklist tab when event creators select event types with associated checklists. Once checklist items are utilized within events, they become permanently associated with historical data and can only be deactivated rather than deleted, ensuring data integrity and maintaining audit trails for completed events.

Required Permissions

Based on the system permissions structure, users need the following permissions to manage event checklists within Events and Activities Setup:

Required for Event Checklist Setup Access:

• Events > General > Events Setup

Note: The video content demonstrates checklist creation and management functionality but does not specify additional permission requirements beyond basic setup access.

Video

Step-by-Step Guide

Accessing Event Checklist Setup

1. Navigate to Event Checklist Configuration
   • Go to Events and Activities module → Setup
   • Select the "Event Checklist" section to access checklist management functionality
     

Creating New Event Checklists

1. Select Event Type for Checklist Creation
   • Choose an event type that does not already have an associated checklist
   • Each event type can only have one checklist associated with it
2. Initiate Checklist Item Creation
   • Click "Add Checklist Item" to begin creating checklist components

Configuring Checklist Item Field Types

1. Boolean Field Type
   • Provides true or false selection options for stated questions
   • End users choose between two opposing responses
     
     
     
     
     
2. Date Field Type
   • Enables end users to input only date information
   • No time component is allowed in responses
   • Useful for deadline tracking or completion date documentation
     
     
     
     
     
3. Date and Time Field Type
   • Allows end users to input both date and time information
   • Provides precise timing documentation for time-sensitive activities
   • Supports detailed scheduling and completion tracking
     
     
     
     
     
4. Free Text Field Type
   • Enables open text responses including alphanumeric and special characters
   • Provides maximum flexibility for descriptive responses
   • Supports detailed explanations, observations, or documentation
     
     
     
     
     
5. Integer/Number Field Type
   • Restricts input to numeric values only
   • No alpha or special characters are permitted
   • Ideal for measurements, quantities, or scoring systems
     
     
     
     
     
6. Single Select Field Type
   • Allows end users to select only one answer from administrator-defined choices
   • Supports standardized response options with consistent data collection
     
     
     
     
     
7. Multiple Select Field Type
   • Enables end users to choose multiple answers from administrator-defined choices
   • Supports comprehensive response capture when multiple options may apply
     

Completing Required Checklist Item Fields

1. Configure Question Content
   • Complete the question area (required field)
   • Keep questions concise but descriptive for clarity
   • Ensure questions clearly communicate expectations to end users
2. Set Mandatory Response Requirements
   • Select whether checklist item requires mandatory response
   • Exception: Boolean items cannot be made mandatory
   • All other field types can be configured as mandatory
3. Configure Item Status
   • Choose whether checklist item is active or inactive
   • Important: Inactive items will not display in the event checklist tab
   • Use inactive status to temporarily disable items without deletion
     
4. Configure Single Select Options or Multiple Select Options
   • Complete the first answer or option
   • Choose whether the answer should be active or inactive
   • Click the plus icon to create additional answer choices
   • Repeat process until desired number of choices are created
5. Manage Answer Options
   • Use the trash can icon to delete specific answer choices
   • Ensure answer options remain relevant and appropriately configured

Managing Checklist Items

1. Clone Checklist Items
   • Use the clone icon to duplicate existing checklist items
2. Delete Checklist Items (Limited)
   • Use trash can icon to delete items only if they haven't been utilized in events
   • Once items are used in events, deletion is permanently restricted
     
     
     
     
3. Finalize Checklist Creation
   • Click "Save" after completing all desired checklist items
     

Editing Existing Checklists

1. Access Checklist for Modification
   • Select an event type that already has an associated checklist
   • Choose to add new checklist items or modify existing ones
2. Understand Editing Limitations
   • If checklist items have been utilized in events, only Active status can be changed
   • Question content and field types cannot be altered for utilized items nor is deletion possible for items with associated event data
3. Use Bulk Duplication Features
   • "Duplicate All" button copies all currently displayed checklist items
4. Save Modifications
   • Click "Save" after completing editing changes
     

Best Practices

Do's

• Keep questions concise but descriptive to ensure clarity for event participants
• Use appropriate field types that match the information you need to collect
• Test checklists with sample events before full implementation
• Consider making critical items mandatory to ensure completion
• Use inactive status to temporarily disable items rather than attempting deletion
• Plan checklist structure carefully since utilized items cannot be easily modified

Don'ts

• Don't create overly complex checklists that overwhelm event participants
• Don't make boolean items mandatory as this is not supported by the system
• Don't attempt to delete checklist items that have been used in events
• Don't create duplicate or confusing answer choices in select field types
• Don't forget to save changes after creating or modifying checklist items
• Don't overlook the permanent nature of utilized checklist items when planning

Tips & Recommendations

• Start with essential checklist items and expand based on user feedback
• Use consistent question formatting and language across all checklist items
• Consider the end user experience when designing choice-based field options
• Document checklist purposes and intended usage for administrative reference
• Plan for checklist evolution since utilized items become permanent
• Train event creators on checklist functionality and participant expectations
• Regular review checklist effectiveness and participant compliance

Troubleshooting & FAQs

Q: I created a checklist for an event type but it's not appearing when I create events. What's wrong?
A: Verify that you saved the checklist after creation and that the checklist items are set to active status. Also ensure you're selecting the correct event type that has the associated checklist. Inactive checklist items won't display to end users.

Q: Why can't I delete a checklist item that I no longer need?
A: Once checklist items have been utilized within events, they can only be made inactive, not deleted. This preserves data integrity for historical events. If the item hasn't been used yet, you should be able to delete it using the trash can icon.

Q: I need to change the question text for a checklist item, but the system won't let me. How can I fix this?
A: If the checklist item has already been used in events, the question and field type cannot be altered. You'll need to make the item inactive and create a new checklist item with the corrected question text.

Q: Can I copy checklists from one event type to another?
A: The system provides clone functionality for individual items and a "Duplicate All" button for entire checklists. You can use these features to copy checklist structures between event types, though you'll need to manually configure them for each specific event type.

Q: Why can't I make boolean checklist items mandatory?
A: Boolean items are inherently true/false selections, so making them mandatory wouldn't provide meaningful validation since users can simply select either option. The system prevents mandatory settings for boolean items to avoid confusion.

Q: How do I know if a checklist item has been utilized in events and can't be deleted?
A: The system will prevent deletion of utilized items and the trash can icon may not be available or functional for these items. If you can't delete an item, it has likely been used in events and can only be made inactive instead.

Related Articles

1. Events & Activities Setup: General
   
2. Events & Activities Setup: Notifications
3. Events & Activities Setup: Daily Log
4. Events & Activities Setup: Programs
5. Events & Activities Setup: Event Types
6. Events & Activities Setup: Templates