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Assigned Checklists

Navigate: Guided Training > Assigned checklists

Assigned checklists are checklist copies that have been assigned to individual learners. This page is used to review progress, manage assigned checklist details, approve checklist items, and complete final signoff.

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Managers can review and track checklists they have assigned. Administrator access depends on

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In this section​

List of assigned checklists​

Assigned checklists are shown in a standard table.

The table includes:

  • Actions – row actions such as Copy and Assign.
  • Name – the assigned checklist name.
  • Status – the assigned checklist completion status or attention reason.
  • Assigned to – the learner who received the checklist.
  • Assigned by – the manager who assigned the checklist.
  • Created – when the checklist was assigned.
  • Categories – the selected category.

Available table actions can include:

  • Archived – include archived assigned checklists.
  • Add – create a new checklist template.

Assigned checklist​

The assigned checklist page is used to manage one assigned checklist and track its progress.

The page can show:

  • Total items – the number of items in the assigned checklist.
  • Completed items – the percentage of items the trainee has completed.
  • Approved items – the percentage of items completed and approved where approval is required.
  • Visible to assignee – whether the checklist is visible to the learner in the learner portal.
  • Copy – create a new template from this checklist.
  • Assign – create another assigned checklist copy.
  • Delete – delete the assigned checklist when allowed and not already signed off by the manager.

The page has General, Items, and Signoff tabs.

General​

The General tab contains assigned checklist information and visibility settings.

The General section includes:

  • Name – the assigned checklist name.
  • Category – the assigned checklist category.
  • Signoff rating question (1 to 10) – the question shown to the trainee during signoff.
  • Checklist is ready to use, make it visible to the assignee – makes the assigned checklist visible to the learner.
  • Archive checklist – hides the assigned checklist from normal lists and from the learner portal.
  • Disable commenting – prevents comments on checklist items.
  • Expected duration (business days) – the expected completion time for the checklist.

The Owners section includes:

  • Content owner – the owner visible to the assignee.
  • Business owner – the business owner visible to the assignee.

Items​

The Items tab contains the tasks that must be completed. Items can be reordered while the assigned checklist is editable.

Available item list actions can include:

  • Show only my items – for trainers, show only items assigned to the current trainer.
  • Hide completed – hide items that are already completed and approved.
  • Add in bulk – switch between adding one item and adding multiple text items.

Each item can include the following item tabs:

  • Overview – item status, trainer approval information, trainer, and comments.
  • Mark as completed – allows the trainee to mark a text item as completed and set the completion date.
  • Approve – allows the assigned trainer to approve a completed item that requires trainer approval.
  • Add a comment – allows the manager, trainee, or trainer to add an item comment when comments are enabled.
  • Change trainer – allows the trainee to change the trainer for an unapproved text item that already has a trainer.
  • Edit – item type and item details while the checklist is editable.
  • Delete – permanent item deletion while the item can still be deleted.

Add item​

The Add item area creates one checklist item.

Item fields include:

  • Type – either Text or Course.
  • Task – the text task description for a Text item.
  • Trainer – the trainer responsible for approving the item, when used.
  • Requires trainer's approval – requires the trainer to approve the completed item.
  • Course – the LMS course that must be completed for a Course item.

Use the content description toolbar in text tasks when the task description needs links or formatting.

Add in bulk​

Add in bulk creates multiple text items at once.

The bulk field is Items, one per line.

Signoff​

The Signoff tab is used by the trainee and manager to complete the assigned checklist.

Trainee comments and signoff​

The trainee section can include:

  • Comments – final trainee comments.
  • Self-assessment – the trainee's 1 to 10 rating for the signoff question.
  • Sign off and send to manager for approval – sends the checklist to the manager after all items are completed and approved where required.
  • Trainee – the trainee who signed off.
  • Signed off at – when the trainee signed off.

Manager's comments and signoff​

The manager section can include:

  • Comments – final manager comments.
  • Sign off and mark the checklist as completed – completes the checklist after trainee signoff.
  • Manager – the manager who signed off.
  • Signed off at – when the manager signed off.

After manager signoff, the checklist is no longer editable.

About the process​

Assigned checklists involve three main roles: Manager, Checklist trainer, and Trainee.

Manager​

The manager assigns the checklist, reviews or adjusts the assigned copy, makes it visible to the assignee, tracks item progress, and completes final signoff.

Managers can approve only checklists they assigned or are otherwise allowed to manage.

Checklist trainer​

A checklist trainer can be any LMS user selected as the trainer for a text item.

When a text item requires trainer approval, the trainee must first complete the item. The trainer then approves the completed item from the item Approve tab.

Trainers can use Checklists needing attention to find items waiting for their approval.

Trainee​

The trainee completes the assigned checklist in the learner portal.

The trainee can complete text items, complete course items by taking the linked course, add comments when comments are enabled, and sign off after all items are completed and approved where required.

After trainee signoff, the manager can complete final signoff.