The purpose of this article is to help you learn: 

  • How checklists work
  • How to create a new checklist
  • How to use the checklist feature



The checklist feature in BookingKoala allows you to create custom checklists to help your providers conduct a thorough service.

Checklists are based on the service categories you've added to your booking form, allowing you to create specialized lists based on the services being offered. Checklists are organized into tasks and sub-tasks.  

Once a customer books a service that has a checklist, the provider/team will be able to view it on the Booking Details page in their dashboard. Providers can check tasks off the list or mark them as "Does Not Apply" if that particular task is not included in the service.

You can decide whether you'd like customers to be able to view a checklist or just allow staff, admin, and the provider to view the completed list.  If you allow customers to see your checklists, they will only be able to do so once the provider has clicked the "Complete" button.  

Customers can view completed checklists by logging into their dashboard and visiting the "Previous Appointments" tab.  Admin, staff, and the provider/team can view the completed checklist by visiting the "Booking Details" page.  


Create a New Checklist

To begin building a new checklist, please go to:

Settings > General > Checklist

Next, click the blue "Add New Checklist" button at the top-right corner of the page. 

You will be redirected to an "Add Checklist" page.  Start by entering a name for the checklist. 

Next, decide whether you would like customers to be able to see the checklist for their service.  Under "Allow customer to see the checklist", select "Yes" to allow customers to see the checklist only if it has been completed by the provider.  You can also select "No" so only the providers will be able to see the checklist.  

If your business has multiple industries and/or services, use the drop-down menus to select which industry and service you are making a checklist for.  This allows you to create checklists that are specific to each service category you have added to your booking form.  

Once you've selected a service category, you can begin adding tasks to the checklist.  Enter the first task into the box labeled "Enter Task". 

If you would like to add sub-task(s) for an item, enter the first subtask into the box labeled "Enter Sub Task".  

Click the blue "Add Sub Task" button to add additional subtasks. If your item does not require subtasks, click the trashcan icon to delete the subtask(s).  

Click the green "Add Task" button at the bottom of the page to add more tasks to the checklist.  

Once you are finished adding your tasks, click the blue "Save" button at the bottom right corner of the screen.  

A green system notification will appear in the top-right corner of the page letting you know your checklist has been saved successfully.  Any checklists you save will be listed in the general "Checklist" section.  

If you ever need to update your checklist, you can do so from this section by clicking on "Options" and selecting "Edit".  

If you want to delete a checklist entirely, click on "Options" and select "Delete". A pop-up window will appear confirming that you want to delete the checklist. Click the blue "Yes" button to proceed.  


Using Checklists

Once a checklist has been saved, providers will be able to access it whenever they view the booking details page.

To mark a task as finished, providers can click the green checkbox to the left of each task or subtask.  If the provider has taken any pictures of the completed task, they can click the camera icon to upload photos.

As tasks are completed, the "Booking Progress" bar will display the percentage of completion at the top of the section.  If a task was completed accidentally, the provider can click the "Restore" button to mark it as incomplete again.

If a certain task does not apply to the service, providers can click the "Does Not Apply" button to the right of the task's name.  

A pop-up will ask if the provider is sure they want to cancel the task.  Click the blue "Yes" button to proceed with canceling the task. 

Once the task is canceled, it will no longer count towards the percentage of completed tasks at the top of the page.  To resume a canceled task, providers can click on the "Apply" button to add it back to the list.  

Once each applicable task has been marked as completed, providers can save the completed checklist into the booking by clicking the blue "Complete" button at the bottom of the page.

Once a checklist has been marked "Complete" by the provider, the list will not be able to be updated. 

If the customer is allowed to view the checklist, they can now do so by logging into their customer dashboard. Customers can click on the "Previous Appointments" tab and then select the blue "View Details" button under the booking they would like to view.  

Once on the "Booking Details" page, they will click the "Checklist" tab at the top of the page to view the completed checklist.  

Admin and staff can also view checklists as long as they have been completed by the provider or team.  If there is a checklist available for viewing, there will be an orange "View Checklist (Completed)" button on the right-side menu when viewing the booking from the calendar view, or by visiting the "Booking Details" page.