> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flashquotes.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Checklists

> Build reusable event brief and admin checklists, choose defaults, and add them to events

export const PlusBadge = () => <span style={{
  backgroundColor: '#EFF6FF',
  color: '#2563EB',
  padding: '2px 8px',
  borderRadius: '4px',
  fontSize: '12px',
  fontWeight: '600',
  marginLeft: '6px',
  display: 'inline-block',
  verticalAlign: 'middle',
  border: '1px solid #BFDBFE'
}}>
    Plus
  </span>;

## Overview

Go to [**Settings → Checklists**](https://app.flashquotes.com/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:

| Checklist       | Use it for                                                                  | Added by default to                     |
| --------------- | --------------------------------------------------------------------------- | --------------------------------------- |
| **Event brief** | Packing, setup, service, cleanup, and other instructions for the event team | The event brief for each new event      |
| **Admin**       | Internal work for you and your back-office team                             | The **Tasks** section on each new event |

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.

<Note>
  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.
</Note>

## Create a Saved Checklist

<Steps>
  <Step title="Choose the checklist type">
    Open **Settings → Checklists**, then select the **Event brief** or **Admin** tab.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Add tasks">
    Click **Add task** and enter a description for each task. A task must have a description before it can be saved.
  </Step>

  <Step title="Return to the library">
    Changes save automatically. Wait for the **Saved** status, then use the back arrow to return to your checklists.
  </Step>
</Steps>

### 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.

### 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.

### Faster keyboard entry

When entering event brief tasks, press <kbd>Tab</kbd> to move from the description to quantity, unit, and then the next task. Pressing <kbd>Tab</kbd> after the final unit starts another task. A gray unit suggestion can also be accepted with <kbd>Tab</kbd>.

Press <kbd>Enter</kbd> to add another task while editing a saved checklist. A blank new row is removed when you click away.

<Accordion icon="markdown" title="Format task descriptions with Markdown">
  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.
</Accordion>

## 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. <PlusBadge />
* **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.

### Plan limits <PlusBadge />

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.

## 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**.

<Warning>
  Replacing an event's Admin checklist removes its current tasks and completion history. This cannot be undone.
</Warning>

Select **Manage checklists** from the same menu to open the Admin checklist library.

### 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.

## 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 <PlusBadge />, 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.

<Tip>
  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**.
</Tip>

For the full event workflow, see [Create and manage event briefs](/events/event-brief#checklist-management).

## 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.

## Next Steps

* [Create event briefs with checklists](/events/event-brief)
* [Set up event timelines](/events/timeline)
* Test your default checklists on a new event