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About GravityBoard Checklists

Estimated reading: 2 minutes

Updated on April 23, 2026

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

Table of Contents #

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:

  1. 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
  2. Edit your board feed or create a new one
  3. Go to the Checklists tab
  4. Toggle “Enable Checklists” to ON
  5. Configure permissions (see below)
  6. 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

  1. Open a card by clicking on it
  2. Scroll to the Checklists section (below the main card content)
  3. Click “Add an item” or press the + button
  4. Type your checklist item and press Enter
  5. The item is automatically saved

Editing Checklist Items

  1. Click the text of any checklist item
  2. Modify the text in the input field
  3. Press Enter to save or Escape to cancel (or click the visible Save and Cancel buttons next to the field)
  4. 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.

  1. Click the delete icon (trash can) aligned with the item
  2. The item is permanently removed

Reordering Items

  1. Click and drag a checklist up or down to its new position
  2. See the border representing where the checklist item will be placed
  3. Release to drop the item
  4. 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

  1. In the WordPress sidebar, navigate to Forms, click on your form, and then select Entries
  2. Click the column selector (gear icon)
  3. Find “GravityBoard Checklists” in available columns
  4. Drag it to your selected columns
  5. 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

  1. Use the search field in entries table
  2. Select “Any form field” or “GravityBoard Checklists” as the field
  3. Enter keywords from checklist items
  4. 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

  1. Verify checklists are enabled in board settings
  2. Check user permissions – ensure you have view permission
  3. Clear browser cache if recently enabled
  4. Check JavaScript console for errors

Can’t Edit Checklists

  1. Verify edit permissions in board settings
  2. Ensure you’re logged in with appropriate role
  3. Check if board is read-only for your user role

Items Not Saving

  1. Check internet connection
  2. Verify form permissions haven’t changed
  3. Look for JavaScript errors in console
  4. Try refreshing the page

Developer Information #

Hooks and Filters

Refer to the GravityBoard Developer Hooks doc.

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