Checklists

The Checklists activity in PAR OPS is a powerful tool for store managers to ensure that daily, weekly, and monthly tasks are performed consistently and on time. By creating Checklist Templates, managers can reinforce the importance of routine functions, such as cleaning the store parking lot at open, mid, and close, ensuring bathrooms and lobby areas are cleaned every hour, and maintaining food safety standards. These checklists not only help enforce required work but also provide a way to track progress and maintain accountability by recording who performed each function. This systematic approach ensures that all necessary tasks are completed efficiently, contributing to the smooth operation of the store.

How do I use a Checklist?

1. Go to Checklists
2. Navigate to the checklist and select the < chevron
3. Enter Responses
   • Select a Checklist
   • Select a checklist Section
   • Enter responses for each checklist step in the section
   • Select the next Section
   • Enter responses for each checklist step in the section
4. Review Responses
   • Select View Summary
   • Review checklist entries
5. Create Task(s), Optional
   • Navigate to a failed step
   • Put a check in the box
   • Select Create Task(s)
   • Select AssignedTo
   • Enter task Due Date
   • Enter task Instructions
   • Select Save
6. Complete Task(s)
   • Select Complete Task
   • Select the task to complete by putting a check in the box
   • Perform the actual task
   • Select Complete Tasks

How do I create a follow up task?

1. Go to Checklists
2. Select Follow-up Tasks
3. Select Create Task(s)
4. Navigate to a failed step
5. Put a check in the box
6. Select Create Task(s)
7. Select AssignedTo
8. Enter task Due Date
9. Enter task Instructions
10. Select Save

How do I complete a follow up task?

1. Go to Checklists
2. Select Follow-up Tasks
3. Select Complete Task
4. Select the task to complete by putting a check in the box
5. Perform the actual task
6. Select Complete Tasks

How do I view the checklist templates available at my store?

1. Go to Checklist Templates
2. The list will show all Active Checklist Templates available at this store
3. Select Status: All to view both inactive and active templates

How do I change an inactive template to active?

1. Go to Checklist Templates
2. The list will show all Active Checklist Templates available at this store
3. Select Status: Inactive
4. Select Availability: Private
5. Navigate to the Template
6. Adjust the Toggle

How do I change an active template to inactive?

1. Go to Checklist Templates
2. The list will show all Active Checklist Templates available at this store
3. Select Status: Active
4. Select Availability: Private
5. Navigate to the Template
6. Adjust the Toggle

How do I create a checklist template at my store?

1. Go to Checklist Templates
2. Select Add Template
3. Enter the Template Name
4. Select Save
5. Navigate to your template, select the > chevron
6. Select Add Section
7. Enter Section Name
8. Select Save
9. Select the V chevron
10. Select Add Step
    • Enter Type
      • Logical (Yes/No) - Select if this step will be measured by selecting either Yes or No
        • *Enter Instruction
        • Add Image, if needed
        • *Which options passes? - Assign Yes or No
        • Fail response - Enter comment to be display upon fail
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Numeric- Select if this step will be measured using numbers with decimals
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Integer - Select if this step will be measured using whole numbers
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Period (Days) - Select if this step will be measured in the amount of days
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Date - Select if this step will be measured using a calendar
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the earliest date to be selected
        • Enter the Low threshold fail response - Enter comment to be displayed upon entering an earlier date
        • *Enter the High threshold - Enter the latest date to be selected
        • Enter the High threshold fail response - Enter comment to be displayed upon entering a later date
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Temperature- Select if this step will be measured using a temperature
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Comment- Select if this step will require a comment entry
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Image- Select if this step will require an image to be uploaded
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Custom- Select if this step will be measured by selecting from three respons optionsSelect Save
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Which option passes? - Enter text for the 3 possible responses and mark the option(s) that will serve as the passing choice
        • Fail response - Enter comment to be displayed upon fail
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
11. Select the V chevron to add additional steps and follow the steps above
12. Select Add Section if another section is needed and follow the steps above to add steps
13. Select the breadcrumb to navigate back to the Details page
14. Navigate to the template
15. Enter the timing of when the checklist should be accessible.
    • Select Start Time, if necessary
    • Select End Time, if necessary
    • Select Frequency
      • Daily - To allow entry of this checklist everyday
      • Weekly - To allow entry of this checklist on specific day(s) of the week
      • Monthly- To allow entry of this checklist on specific date(s) of the month
      • Sub-Period End - To allow entry of this checklist for the selected store on the last day of their sub-period
      • Period End - To allow entry of this checklist for the selected store on the last day of their period
      • Sub-Period Start - To allow entry of this checklist for the selected store on the first day of their sub-period
      • Period Start - To allow entry of this checklist for the selected store on the first day of their period
    • Select Frequency Option

How do I modify a checklist template at my store?

1. Go to Checklist Templates
2. Select Availability: Private
3. Navigate to the template
4. Enter the necessary modifications on the main row
5. Navigate to your template, select the > chevron
6. Enter the necessary modifications to Sections and/or steps

How do I create a Checklist Template to be applied to multiple locations?

1. Go to Checklist Templates Administration
2. Select Add Template
3. Enter the Template Name
4. Select Save
5. Navigate to your template, select the > chevron
6. Select Add Section
7. Enter Section Name
8. Select Save
9. Select the V chevron
10. Select Add Step
    • Enter Type
      • Logical (Yes/No) - Select if this step will be measured by selecting either Yes or No
        • *Enter Instruction
        • Add Image, if needed
        • *Which options passes? - Assign Yes or No
        • Fail response - Enter comment to be display upon fail
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Numeric- Select if this step will be measured using numbers with decimals
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Integer - Select if this step will be measured using whole numbers
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Period (Days) - Select if this step will be measured in the amount of days
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Date - Select if this step will be measured using a calendar
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the earliest date to be selected
        • Enter the Low threshold fail response - Enter comment to be displayed upon entering an earlier date
        • *Enter the High threshold - Enter the latest date to be selected
        • Enter the High threshold fail response - Enter comment to be displayed upon entering a later date
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Temperature- Select if this step will be measured using a temperature
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter the Low threshold - Enter the lowest amount to pass this step
        • Enter the Low threshold fail response - Enter comment to be display upon entering a value that is too low
        • *Enter the High threshold - Enter the highest amount to pass this step
        • Enter the High threshold fail response - Enter comment to be display upon entering a value that is too high
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Comment- Select if this step will require a comment entry
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Image- Select if this step will require an image to be uploaded
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
      • Custom- Select if this step will be measured by selecting from three respons optionsSelect Save
        • *Enter Name
        • Enter Instruction
        • Add Image, if needed
        • *Which option passes? - Enter text for the 3 possible responses and mark the option(s) that will serve as the passing choice
        • Fail response - Enter comment to be displayed upon fail
        • *Enter Max retries - Enter the amount of times this step can have a different value entered.
        • Select Add Step
11. Select the V chevron to add additional steps and follow the steps above
12. Select Add Section if another section is needed and follow the steps above to add steps
13. Select the breadcrumb to navigate back to the Details page
14. Navigate to the template
15. Enter the timing of when the checklist should be accessible.
    • Select Start Time, if necessary
    • Select End Time, if necessary
    • Select Frequency
      • Daily - To allow entry of this checklist everyday
      • Weekly - To allow entry of this checklist on specific day(s) of the week
      • Monthly- To allow entry of this checklist on specific date(s) of the month
      • Sub-Period End - To allow entry of this checklist for the selected store on the last day of their sub-period
      • Period End - To allow entry of this checklist for the selected store on the last day of their period
      • Sub-Period Start - To allow entry of this checklist for the selected store on the first day of their sub-period
      • Period Start - To allow entry of this checklist for the selected store on the first day of their period
      • Yearly - To allow entry of this checklist for the selected store on specific date(s) of the year
    • Select Frequency Option
16. Select the  Unit Groups tab
17. Navigate to your template, select the > chevron
18. Select Add Group
19. Select the Group(s)
20. Select Add

How do I modify a Checklist Template to be applied to multiple locations?

1. Go to Checklist Templates Administration
2. Navigate to the template
3. Enter the necessary modifications on the main row
4. Navigate to your template, select the > chevron
5. Enter the necessary modifications to Sections and/or steps

How do I add a Smart Group to a Checklist Template?

1. Go to Checklist Templates Administration
2. Select the Unit Groups tab
3. Navigate to your template, select the > chevron
4. Select Add Group
5. Select the Group(s)
6. Select Add

How do I modify a Smart Group to a Checklist Template?

1. Go to Checklist Templates Administration
2. Select the  Unit Groups tab
3. Navigate to your template, select the > chevron
4. Select the Trash Can icon to delete current group applied
5. Select Add Group
6. Select the Group(s)
7. Select Add

How do I delete a Smart Group from a Checklist Template?

1. Go to Checklist Templates Administration
2. Select the  Unit Groups tab
3. Navigate to your template, select the > chevron
4. Select the Trash Can icon to delete current group applied
5. Select Save

FAQ

Who cares about checklists?

Store managers, supervisors, and staff responsible for maintaining operational standards and ensuring tasks are completed consistently care about checklists.

What is the goal of checklists?

The goal of checklists is to ensure that daily, weekly, and monthly store functions are performed consistently and on time, reinforcing the importance of routine tasks and maintaining accountability.

Where can this information be viewed?

This information can be viewed in the PAR OPs system, specifically within the Checklists activity and related administrative settings.

What other reports or activities are impacted by an entry in checklists?

Entries in checklists impact task tracking, progress monitoring, and accountability reports, ensuring that all required work is completed efficiently and documented properly.

Can a template be assigned to multiple locations?

Each template can be assigned to multiple stores using the Checklist Templates Administration activity by an Above Store users.  This is completed by assigning the appropriate smart group to the designed ttemplate smart group