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Overview

Go to Settings → Checklists to manage the task lists your company reuses across events. Saved checklists are available to your whole team. There are two checklist types: Use the Event brief and Admin tabs to switch between the two libraries. The list shows each checklist’s description or a preview of its tasks, its task count, when it was last updated, and which checklist is the default.
Every company has one default checklist of each type. Changing a default affects new events; it does not replace checklists already added to existing events.

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Create a Saved Checklist

1

Choose the checklist type

Open Settings → Checklists, then select the Event brief or Admin tab.
2

Create the checklist

Click New checklist, enter a name, and optionally add a short description. The description makes similar checklists easier to identify in the library.
3

Add tasks

Click Add task and enter a description for each task. A task must have a description before it can be saved.
4

Return to the library

Changes save automatically. Wait for the Saved status, then use the back arrow to return to your checklists.

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Event brief checklist tasks

Event brief tasks are grouped into six stages:
  • Prep & Loading
  • Travel to Event
  • Setup
  • Service
  • Post-Event Cleanup
  • Return & Unload
Drag a task to reorder it within a stage or move it to another stage. You can also open a task’s menu and choose Move to or Duplicate. Each task can include an optional quantity and unit, such as 4 cases, 2 trays, or 0.5 gal. The unit field accepts free text and suggests common or previously used units. Quantities appear in a light blue label on the staff-facing event brief.

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Admin checklist tasks

For each admin task, set how many days before the event it is due. Flashquotes keeps admin tasks in due-date order, matching the order shown on events. Use 0 for a task due on the event date.

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Faster keyboard entry

When entering event brief tasks, press Tab to move from the description to quantity, unit, and then the next task. Pressing Tab after the final unit starts another task. A gray unit suggestion can also be accepted with Tab. Press Enter to add another task while editing a saved checklist. A blank new row is removed when you click away.
Use Markdown in a task description to add links, emphasis, lists, or headings. For example, [Setup guide](https://example.com) creates a link, and **Important** creates bold text.

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Manage Saved Checklists

Open a checklist by selecting its row, or use the row menu for these actions:
  • Edit — update its name, optional description, and tasks in the autosaving editor.
  • Duplicate — create a copy and open it for editing.
  • Set as default — use this checklist when Flashquotes creates a new event.
  • Delete — remove the saved checklist without changing copies already added to events.
You cannot delete the default checklist or the only checklist of a type. To remove a default checklist, first set another checklist of the same type as the default.

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Plan limits

Plans below Plus include one saved Event brief checklist and one saved Admin checklist. Plus and higher plans can create, duplicate, and save multiple checklists for different event types, services, or teams.

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Use Admin Checklists on Events

The default Admin checklist is copied into the Tasks section of every new event. Tasks can be added, renamed, checked off, assigned a due date, or deleted without changing the saved checklist they came from. To use a different saved checklist on an event:
  1. Open the event’s Tasks section.
  2. Open Checklist options (the three-dot menu).
  3. Choose Replace with…, then select a saved Admin checklist.
  4. Confirm Replace tasks.
Replacing an event’s Admin checklist removes its current tasks and completion history. This cannot be undone.
Select Manage checklists from the same menu to open the Admin checklist library.

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Add default tasks to upcoming events

When you add tasks to your default Admin checklist, you can copy the missing tasks to upcoming events:
  1. Open Settings → Checklists and select Admin.
  2. Click Add default tasks to upcoming events.
  3. Confirm Add tasks to events.
Existing tasks are kept, and Flashquotes does not add a task when that event already has a matching task.

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Use Event Brief Checklists on Events

The default Event brief checklist is copied to the event brief for each new event. From an event’s Event brief tab, you can:
  • Select Add checklist to add the default, copy another checklist on the event, or use a saved checklist.
  • Select a checklist name to switch between checklists. Select the active name again to rename it.
  • Open Checklist options to save the active checklist as a reusable template , edit defaults, or delete the active checklist.
  • Edit task descriptions, quantities, and units directly. Drag tasks between stages, or use a task’s menu to duplicate or move it.
Multiple checklists on one event require Plus or higher. An event brief must always retain at least one checklist.
Event checklist changes affect only that event. If the changes should be reusable, choose Checklist options → Save as template, or update the saved checklist in Settings → Checklists.
For the full event workflow, see Create and manage event briefs.

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Best Practices

  • Name checklists for their purpose, such as “Wedding reception,” “Lead barista,” or “Premium bar cart.”
  • Use a short library description to distinguish similar checklists.
  • Begin task descriptions with an action verb and keep them specific.
  • Add quantities and units when the event team needs to pack, prepare, or verify an exact amount.
  • Review the defaults before a busy season; default changes apply only to new events.
  • Duplicate a checklist before making substantial changes for a new event type.

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Next Steps