Subtask Checklists add a trackable to-do list within each subtask. They help you manage granular steps, monitor progress, and clarify ownership as work moves toward completion.
Subtasks are standalone components of a task—they have their own assignees, due dates, and progress tracking. Checklists are different: they live inside a subtask and track smaller, actionable steps related to that subtask.
Checklists can be added in new tasks, existing tasks, and task templates.
Why this matters
A subtask may still be too broad on its own. Subtask Checklists help break work into smaller, verifiable steps so your team can track progress more accurately—especially during tax season or when work requires multi-step preparation.
Table of Contents
Add a Subtask Checklist to a New Task
Create a task:
Click the Global Plus (+) icon > Create Task,
Or go to Work > Task List > Create Task.
Or open an already existing task in the Task List.
In the task, scroll to the bottom and click Add subtask.
In the subtask, click Add checklist item.
Enter a checklist item name, then click Save.
Click Add checklist item again—or press Enter—to add more items.
Click the trash icon to delete an item if needed.
Drag the dot handle to reorder items.
When the task is complete, click Create and manage to preview the checklist.
Add a Subtask Checklist to an Existing Task
Navigate to the Task List or the Client Record > Tasks tab.
Note: Subtasks only appear in My Work if the "Subtasks" setting is enabled in the three-dot menu. This setting resets when the view is closed.
Click the task name to open the task.
Open a subtask, or create a new subtask.
Click Add a tool and select Checklist.
Click Add checklist item.
Enter the item name and click Save.
Press Enter to quickly add another item.
The checklist auto-saves. You can begin using it immediately.
Add a Subtask Checklist to a Task Template
If you need help creating a Task Template, click here.
Open a new or existing Task Template.
Add a new subtask or choose an existing one.
In the subtask’s Checklist section, click Add checklist item.
Add, move, or delete checklist items as needed.
Save the template.
Use a Subtask Checklist
Open a task from the Client Record or Task List.
Click a subtask to view its checklist.
Click the checkbox next to each item as it’s completed.
The system records the completion date, time, and team member.
Deselecting an item displays an Undo notification.
To add items, click Add checklist item, type the name, and click Save.
Edit a Subtask Checklist
Open a task from the Client Record or Task List.
Click the subtask to open the checklist.
Click the three-dot (⋮) icon in the upper-right corner and select Edit.
Make changes:
Add items using Add checklist item.
Edit names, then click Save.
Delete items using the trash icon.
Reorder items by clicking and dragging the dot handle.
Click Save changes when finished.
Delete a Subtask Checklist
Open a task from the Client Record or Task List.
Open the subtask to view its checklist.
Click the three-dot (⋮) icon in the upper-right corner.
Select Delete items.
Click Delete all items in the pop-up.
A confirmation message appears. Click Undo to restore the checklist if needed.
Need help?
Contact Support or ask Penny, our AI Support Bot.