---
title: "About GravityBoard Checklists"
date: 2026-04-23
author: "GravityKit"
link: "https://www.gravitykit.com/docs/gravityboard/about-gravityboard-checklists/"
---

This guide covers everything you need to know about using checklists in GravityBoard, from basic setup to advanced features.

## Table of Contents

- [Overview](#overview-japek)
- [Enabling Checklists](#enabling-checklists-11edn)
- [Checklist Permissions](#checklist-permissions-56aga)
- [Using Checklists](#using-checklists-abcx6)
- [Checklist Features](#checklist-features-mefzo)
- [Gravity Forms Entries Table Integration](#display-checklist-progress-in-gravity-forms-entries-qlnz3)
- [Export and Import](#export-and-import-n4ara)
- [Developer Information](#developer-information-_pefq)
- [Troubleshooting](#troubleshooting-1zinq)

## Overview

Checklists in GravityBoard allow you to add task lists to cards, making it easy to track progress on multi-step processes. Each card can have multiple checklist items that can be checked off as they're completed.

## Enabling Checklists

To enable checklists for your board:

- In the WordPress sidebar, navigate to Forms. Click on the form you want to edit, then go to Settings, and choose GravityBoard from the submenu
- Edit your board feed or create a new one
- Go to the **Checklists** tab
- Toggle **"Enable Checklists"** to ON
- Configure permissions (see below)
- Click **Save Settings**

## Checklist Permissions

GravityBoard provides two permission levels for checklists:

### View Checklists Permission

Controls who can see checklists on cards. Options include:

- **Disabled for Everyone**: No one can see checklists
- **Everyone (including logged-out users)**: Public access
- **All Logged-in Users**: Any authenticated user
- **Specific Gravity Forms capabilities**: Based on form permissions
- **WordPress Roles**: Specific roles like Administrator, Editor, etc.

### Edit Checklists Permission

Controls who can add, edit, delete, and check/uncheck items. Same options as viewing, but typically more restricted.

**Best Practice**: Set viewing permissions broader than editing permissions. For example, allowing all logged-in users to **view**, but only editors and above to **edit**.

## Using Checklists

### Adding Checklist Items

- **Open a card** by clicking on it
- **Scroll to the Checklists section** (below the main card content)
- **Click "Add an item"** or press the + button
- **Type your checklist item** and press Enter
- The item is automatically saved

### Editing Checklist Items

- **Click the text** of any checklist item
- **Modify the text** in the input field
- **Press Enter** to save or **Escape** to cancel (or click the visible Save and Cancel buttons next to the field)
- Changes are saved automatically

### Checking/Unchecking Items

- **Click the checkbox** next to any item to toggle its completion status
- **Use the spacebar** when the checkbox is focused (keyboard navigation)
- Progress is shown as a percentage at the top of the checklist

### Deleting Items

**Note:** Unlike cards, checklist items are deleted without any confirmation.

- **Click the delete icon** (trash can) aligned with the item
- The item is permanently removed

### Reordering Items

- **Click and drag** a checklist up or down to its new position
- See the border representing where the checklist item will be placed
- **Release** to drop the item
- The new order is saved automatically

## Checklist Features

### Progress Tracking

- **Visual progress bar** shows completion percentage
- **Item counter** displays "X of Y completed"
- **Real-time updates** as items are checked/unchecked
- **Color coding**: Progress bar changes color based on completion

## Display Checklist Progress in Gravity Forms Entries

Checklists are integrated into the Gravity Forms entries table:

### Adding the Column

- In the WordPress sidebar, navigate to Forms, click on your form, and then select Entries
- Click the **column selector** (gear icon)
- Find **"GravityBoard Checklists"** in available columns
- Drag it to your selected columns
- Click **Save**

### Column Features

- **Progress display**: Shows "☑ 3/5 (60%)" format
- **Clickable links**: Click to jump to the checklist inside the entry details
- **Searchable**: Filter entries by checklist content
- **Sortable**: Sort by completion percentage

### Searching Checklists

- Use the **search field** in entries table
- Select "Any form field" or **"GravityBoard Checklists"** as the field
- Enter keywords from checklist items
- Results show all entries containing those keywords

## Export and Import

### Exporting Checklists

When exporting entries (CSV, Excel, etc.), checklists are included:

- **Format**: Each item on a new line with `☑` for completed and `☐` for incomplete
- **Example output**: `☑ 2/5 (40%) ☐ 0/2 (0%)`

### Importing Checklists

Currently, checklists cannot be imported directly. Items must be added manually after import.

## Troubleshooting

### Checklists Not Appearing

- **Verify checklists are enabled** in board settings
- **Check user permissions** - ensure you have view permission
- **Clear browser cache** if recently enabled
- **Check JavaScript console** for errors

### Can't Edit Checklists

- **Verify edit permissions** in board settings
- **Ensure you're logged in** with appropriate role
- **Check if board is read-only** for your user role

### Items Not Saving

- **Check internet connection**
- **Verify form permissions** haven't changed
- **Look for JavaScript errors** in console
- **Try refreshing the page**

## Developer Information

### Hooks and Filters

Refer to the [GravityBoard Developer Hooks doc](https://www.gravitykit.com/docs/gravityboard/developer-hooks/).