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Create and use subtasks

Use the checklist field to create subtasks

The Checklist form field type breaks down any task into smaller, trackable subtasks. It’s perfect when a single step has multiple actions that need tracking.

When you add a Checklist field to a task:

  • You create a list of checkable items within the parent task
  • Users check off each item as they go
  • You control the completion rule - no validation, at least one item, or all items checked

How do I create checklist subtasks in a template?

  1. Open your template in Edit mode.
  2. Click the step where you want to add the checklist.
  3. Go to the Form Fields tab in the step settings panel.
  4. Click Add a field.
  5. Name the field (e.g., “Preparation Checklist”).
  6. Choose Checklist as the field type.
  7. Add each subtask as a separate option using the Add Another Option button.
  8. Select a completion rule (see below).
  9. (Optional) Pre-check items that should be checked by default. See Set default content for form fields for details.
  10. Click Save.

How do checklist completion rules work?

Tallyfy gives you three options for when a checklist counts as complete:

  • No validation: The checklist doesn’t block task completion. Users can check items optionally.
  • At least one item must be checked: The task can’t be completed until at least one box is checked. Good when you’re offering choices.
  • All items must be checked: Every single box must be checked. Use this when all subtasks are mandatory.

How do I complete checklist subtasks when running a process?

  1. Open the task.
  2. The checklist appears in the form fields section.
  3. Check off items as you complete them.
  4. Once you’ve met the completion rule, you can complete the parent task - assuming you’ve also filled out any other required fields.

Best practices for checklists

  • Be specific: Each item should spell out exactly what needs doing
  • Keep it manageable: 3-7 items per checklist works best
  • Start with action verbs: “Verify ID”, “Upload document” - not “ID verification needed”
  • Order matters: Put items in the sequence people will actually do them
  • Pick the right rule: Think about whether you need everything checked or just some items
  • Add guidance text: A brief description helps people understand what’s expected

Example checklists

QA Check:

- Check spelling
- Verify links
- Test on mobile

Onboarding:

- Send welcome pack
- Schedule intro meeting
- Grant system access

Tasks > Choosing the right field type

Choosing the right form field type in Tallyfy—such as radio buttons for binary choices or dropdowns for longer lists—directly impacts data quality and enables powerful automation rules while avoiding common pitfalls like single-item checklists or unnecessary file uploads.

Tasks > Complete or reopen tasks

Tallyfy lets you complete tasks by clicking a checkmark icon or hitting the Complete button and reopen them with a Re-Open button while also offering settings to restrict completion to assigned members only and enforcing checklist and required field rules before a task can be marked done.

Tasks > Types of form fields

Tallyfy offers various form field types—including short text, long text, dropdowns, checklists, radio buttons, date pickers, file uploads, tables and assignee pickers—that collect user input on kick-off forms or tasks and turn that input into variables and automation triggers to control how a workflow branches and progresses.

How To > Complex approval workflows

Tallyfy converts complex multi-level approval processes into visible and trackable workflows by using kick-off forms with validation and conditional logic to route tasks to the right approvers while providing real-time status tracking and automated reminders that eliminate bottlenecks and keep everything moving.
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