Running a checklist instance for an Activated Checklist with an Event Step is similar to running a standard Activated Checklist, however there is one additional field at the very start.
An Event can never become overdue, it will always be on time, because it's a point in time and it self completes. A person cannot complete an Event, however, they can extend or shorten it if the Event step has been formatted to allow the collaborator to modify the "Occurs from start" period.
You will still be required to select the Play button, name your instance in the Activity Title field, add Collaborators if required, and select when to Send Invites. Prior to pressing Start you will need to review the Event Dates.
There are two ways you will review these.
If a default date is not set for the Event
When the default date for the event to occur has not been set, you will need to enter this using the date selector prior to beginning the checklist.
When a default date has been set and you can change the event date
When the default date for the event to occur has been set and you can change the event date, you can either:
Proceed to Start using the set event dates
Select the "Edit" button to choose your own event date
When a default date has been set and you cannot change the event date
When the default date for the event to occur has been set and you cannot change the event date, you will not see the Event Dates field and will proceed straight to selecting Start.
Viewing an Event step
Step(s) with an event will show with the calendar symbol against them. They will also show the dark green vertical line indicating that this step is Confirmed and On Time.
The top of the checklist will also show the On Time indicator and the Checklist Due date
Select the step to see the details of when the event is due to occur. Note: if you are using Work Hours, then there will be a "shovel" icon, to indicate that the time period has been adjusted to allow for this. Hover your mouse over the icon for an explanation of what it means.
Select the arrow next to Step Auto Completes to expand the date selector. If it is greyed out, like the below screenshot, then you are unable to change this event date.
If the date selector is white, like the below screenshot, then you are able to change the event date.
Select the calendar icon to amend the date and time
You can view changes to the event date by clicking the edit link. There will always be at least 1 edit as this refers to the initial calculation of the date. If it shows more than 1 edit, selecting this will show who made the edit and when. The presence of the silhouette icon indicates the change was made by a person; no silhouette means that Way We Do initiated the edit.
Once the time for the event has passed the step will automatically be checked off and you can continue the checklist.
Ending the Event Step early
An Event is designed to auto complete once the scheduled date and time has passed. However, if you would like to manually end the event, this can be done, but only once all other steps within the checklist have been completed.
Once all steps within the checklist are marked off, a Complete button will appear at the top of the checklist. Selecting this will end the Event, this way you do not need to let the checklist sit there until the scheduled date and time.
After selecting the Complete button, a confirmation pop-up will appear. Select OK to confirm you want to end the checklist.
You may also wish to check out the related guides below: