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How to add an Event Step to an Activated Checklist
How to add an Event Step to an Activated Checklist

Instructions for adding an Event to an Activated Checklist

Andrew Sutton avatar
Written by Andrew Sutton
Updated over a week ago

If you're running a process that contains an "event" you can add an Event step to track this occurring. Think of an event like a "moment in time", when something is going to happen.

When creating an Event, you can choose to input a default date i.e. days / hours / minutes, or not set a default date which enables you to choose an Event date when you run the checklist.

Why would I add an Event to my checklist?

Adding an Event provides you with a goal date for something to happen. Whilst a due date refers to when an activity needs to be completed by, and so therefore can be completed early, an event is the time that something is scheduled to happen. Some example scenarios are:

  • You're running a process related to the delivery of an event e.g. a Trade Exhibition event

  • You have a process related to what needs to be done to open a store and the event step represents the day the store opens

  • You have a range of activities to perform before and after a Board Meeting

  • Noting milestone dates of an employee's onboarding journey e.g. the date their first month is completed

Where should you place an Event Step?

Because we think of an Event Step as a "moment in time", they should not be used as the last step in a checklist. They should be placed within the checklist to represent that event occurring with steps before and after it that detail what activity needs to occur around the "moment in time".

If you need to indicate a final due date for a checklist, a step with a Due Date should be utilized, for example, in an onboarding checklist, a final step saying "Confirm all onboarding activity is complete" could be used.

Adding an event to a step

1. Add the event using Step Types

When adding your Event, you'll need to select the arrow to expose the different Step Types and select Event - calendar icon


2. Format the event

To format the event, select the step which will open it up on the right side of the screen.

  • If you'd like the person(s) completing the checklist to be able to adjust the date of the event, you can do this by changing Can the event date be modified? to "Yes"

  • Select if you'd like to enable or disable Comments on the step

  • Leave Set a default event date? as "No" if you want to specify a date as you run the checklist. Change this to "Yes" if you want there to be a default due date that automatically calculates based on when the checklist is started

  • If setting a default due date, use the fields under Occurs from start to enter in the amount of time that you want the delay to be. If you don't require one of the fields, leave the amount at zero. Note: a day is calculated at 24 hours. So, in the below screenshot 3 days and 6 hours would be a total of 78 hours

If you're using Work Hours this will impact how you calculate the time to enter in the Occurs from start fields. You can hover over the blue question mark next to Occurs from start for more information on calculating the timeframe. Select Use the Work Day Calculator to help you convert actual time in to work hours


3. Schedules & Tasks

If you want to use the Schedules & Tasks criteria on an Activated Checklist that has an Event step, you need to ensure that there is a default due date set. Otherwise, you won't be able to format a Schedule or Task. This is because a checklist without a default due date requires a user to enter an event date, meaning the system cannot initiate the checklist instance.

You will see a warning when trying to add Schedules & Tasks.


Select the yellow warning icon to view details of the error.


You may also wish to check out the related guides below:

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