--- title: "GravityBoard Checklist Templates" date: 2026-04-23 author: "GravityKit" link: "https://www.gravitykit.com/docs/gravityboard/gravityboard-checklist-templates/" --- Checklist Templates allow you to automatically add predefined checklist items to new entries in your GravityBoard. This feature streamlines workflow setup and ensures consistency across cards. ## Table of Contents - [Overview](#overview-apho5) - [Setting Up Checklist Templates](#setting-up-checklist-templates-m8kmy) - [How Templates Work](#how-templates-work-mog5t) - [Template Application Rules](#template-application-rules-y8zao) - [Multiple Board Templates](#multiple-board-templates-ktsgb) - [Template Format](#template-format-bxm6j) - [Common Use Cases](#common-use-cases-zmacs) ## Overview Checklist Templates provide a way to automatically populate new entries with predefined checklist items. This is particularly useful for: - **Standard workflows**: Ensuring all steps are included in repetitive processes - **Quality control**: Making sure important checks aren't forgotten - **Team consistency**: Providing the same starting checklist for all team members - **Onboarding**: Creating standardized task lists for new projects or clients ## Setting Up Checklist Templates ### 1. Enable Checklists for Your Board Before using templates, ensure checklists are enabled: - Edit your board feed or create a new one - In **Configure Board**, go to the **Checklists** section - Toggle **"Enable Checklists"** to ON - Go to the **Advanced** tab - Find the **"Checklist Template"** field - Enter your checklist items, **one per line** - Click **Save Settings** ![The Checklist Template setting in GravityBoard](https://www.gravitykit.com/wp-content/uploads/2025/10/file-WMkhrCWBn4.png) The Checklist Template setting in the Advanced tab of GravityBoard ### Example Template ``` Review project requirements Create initial mockup Get client approval Implement design Internal review Deploy to staging Client review Deploy to production ``` ``` Review project requirements Create initial mockup Get client approval Implement design Internal review Deploy to staging Client review Deploy to production ``` ## How Templates Work ### Automatic Application Templates are automatically applied to new entries created through: - **GravityBoard interface**: When creating cards directly in the board view - **Form submissions**: When entries are created via Gravity Forms - **API creation**: When entries are created programmatically - **Import operations**: When entries are imported into the form ### Template Processing - **Entry Creation**: When a new entry is created, GravityBoard checks for active board feeds - **Conditional Logic**: Each feed's conditional logic is evaluated against the entry - **Template Application**: If conditions are met and a template exists, items are added - **Merging**: Multiple templates are merged if multiple feeds apply (see below) - **Storage**: The complete checklist is saved with the entry ## Template Application Rules ### Conditional Logic Templates respect your board feed's conditional logic: - Templates are **only applied** if the feed's conditions are met - This allows different templates for different scenarios - Example: Different checklists for different product types or priority levels ### Timing Templates are applied: - **Immediately** upon entry creation - **Before** any manual checklist modifications - **Once only** - templates aren't reapplied to existing entries ### Permissions - Template application happens **automatically** regardless of user permissions - Users still need appropriate permissions to **view or edit** the resulting checklists ## Multiple Board Templates When multiple board feeds are active for a form, their templates can be combined: ### Merging Behavior - **Sequential Processing**: Feeds are processed in order of activation - **Cumulative Addition**: Each template's items are added to the checklist - **Flattening**: All items are combined into a single checklist - **No Duplicates**: Items maintain their original order without deduplication ### Example Scenario **Feed 1 Template** (General Tasks): ``` Initial setup Documentation Testing ``` ``` Initial setup Documentation Testing ``` **Feed 2 Template** (Client-Specific): ``` Client briefing Brand guidelines review Stakeholder approval ``` ``` Client briefing Brand guidelines review Stakeholder approval ``` **Resulting Checklist**: ``` ☐ Initial setup ☐ Documentation ☐ Testing ☐ Client briefing ☐ Brand guidelines review ☐ Stakeholder approval ``` ``` ☐ Initial setup ☐ Documentation ☐ Testing ☐ Client briefing ☐ Brand guidelines review ☐ Stakeholder approval ``` ### Integration with Existing Checklists When cards are created with both: - Programmatically added checklist items - Template items The items are **merged** together, with template items added after any existing items. ## Template Format ### Basic Format - **One item per line**: Each line becomes a separate checklist item - **Plain text only**: No HTML or Markdown formatting - **Empty lines ignored**: Blank lines are automatically skipped - **Automatic trimming**: Leading/trailing whitespace is removed ### Special Characters Templates support standard text including: - Numbers and bullets (though they're treated as part of the text) - Special characters (©, ™, etc.) - Emojis (📋, ✓, etc.) - International characters ### What's NOT Supported - **Nested checklists**: All items are at the same level - **Pre-checked items**: All items start unchecked - **Rich formatting**: Bold, italic, links are not supported - **Categories/Groups**: Items cannot be grouped into sections ## Common Use Cases ### Project Management ``` Define project scope Create project timeline Assign team members Set up project repository Configure CI/CD pipeline Create documentation structure Schedule kickoff meeting Define success metrics ``` ``` Define project scope Create project timeline Assign team members Set up project repository Configure CI/CD pipeline Create documentation structure Schedule kickoff meeting Define success metrics ``` ### Content Creation ``` Research topic Create outline Write first draft Internal review Edit and revise Add images/media SEO optimization Final proofread Schedule publication Promote on social media ``` ``` Research topic Create outline Write first draft Internal review Edit and revise Add images/media SEO optimization Final proofread Schedule publication Promote on social media ``` ### Customer Onboarding ``` Send welcome email Schedule onboarding call Create customer account Configure initial settings Provide training materials Set up first project Establish communication channels Schedule follow-up check-in ``` ``` Send welcome email Schedule onboarding call Create customer account Configure initial settings Provide training materials Set up first project Establish communication channels Schedule follow-up check-in ``` ### Quality Assurance ``` Review requirements Create test plan Execute test cases Log identified issues Verify fixes Regression testing Performance testing Security review User acceptance testing Sign-off for release ``` ``` Review requirements Create test plan Execute test cases Log identified issues Verify fixes Regression testing Performance testing Security review User acceptance testing Sign-off for release ``` ## Summary Checklist Templates in GravityBoard provide a powerful way to standardize workflows and ensure consistency across your boards. By automatically adding predefined items to new entries, they save time and reduce the chance of missing important steps. With support for conditional logic and multiple templates, you can create sophisticated, context-aware checklists that adapt to your specific needs.