Job checklists are reusable step lists, like "Confirm film and shades" or "Order film and supplies", that attach to your booked jobs. Each step can have a due time counted from the appointment, so your team knows what has to happen before, during and after the job, whether it's in the shop or on site.
Where to set them up
Go to Settings → Job Checklists. Owners and admins see this tile in Settings.
Owners, admins and managers can add and edit checklists by default (it uses the same permission as editing your Workflow board's columns). Anyone else who opens the page sees the checklists read-only.
Adding the starter checklists
If you have none yet, click Add starter checklists. SalesThumb adds four you can edit to fit your shop:
- Window tint (for window tint services): confirm film and shades, check the tint law, check in with before photos, install, quality check, after photos, go over cure time.
- Paint protection film (for PPF services): confirm coverage, wash and decontaminate, before photos, install, post-heat and check edges, after photos, go over care.
- On-site job (flat glass, mobile): confirm measurements, order film and supplies, confirm the date and access, load the truck, protect floors, install, clean up, warranty paperwork.
- Every job: before photos, do the work, quality check, after photos, collect payment.
Creating your own checklist
- Click New checklist.
- Give it a Name (for example "Storefront film").
- Under Use it for, pick Every job, In-shop jobs, On-site jobs, A type of service or One service. For a type of service, choose it under Type of service (for example Window tint, Paint protection film, Detailing or one of the flat glass types). For one service, pick it under Service.
- Add your Steps. Next to each step, pick when it's due: No due time, 1 week before, 3 days before, 2 days before, 1 day before, 4 hours before, 2 hours before, 1 hour before, At start, 2 hours after, 1 day after or 3 days after.
- Use the arrows to reorder steps, the X to remove one, and Add step for more (up to 40).
- Click Save checklist.
To change a checklist later, click Edit. To remove it, click the trash icon and confirm Delete.
Which checklist a job gets
When a booked job lands on your Workflow board, it automatically gets the best-matching checklist, in this order:
- A checklist for its exact service.
- Else one for its type of service.
- Else one for where the job happens: in the shop, or on site (a mobile appointment or a flat glass building job counts as on site).
- Else your Every job checklist.
A job that already has steps never has them replaced automatically. Each step's due time is the appointment's start time plus the offset you picked.
Changing or deleting a checklist only affects jobs booked from then on. Jobs keep the steps they already have.
Working the checklist on a job
Open the appointment's page and find the Job checklist card. The header shows progress, like "3/6 done".
- Tick a step's box when it's done.
- A step shows Due with its date and time, or Overdue in red once that time has passed. Click it to change the due time, or pick No due time.
- Type in Add a step… and click Add for a one-off step on this job.
- Hover a step and click the X to remove it.
- Use Use a checklist to load one of your checklists by hand. If the job already has steps, SalesThumb asks first, because this replaces them, including steps already checked off. Click Replace steps to go ahead.
Anyone on the team can work a job's checklist. If your shop has no checklists yet, people who can edit checklists see a Set up checklists link on the card.
Overdue steps on the Workflow board
Job cards on the Workflow board show checklist progress (for example "2/5 done") and a red N overdue badge when steps are past due and not checked off.
Reminders when a step comes due
When a step comes due and isn't checked off, SalesThumb sends one alert per job to the job's installer. If no active team member is assigned as the installer, it goes to the shop owner. By default it's a push notification only. Each person can change this under Settings → Notifications, in Shop alerts, with the Checklist step due alert. No alert is sent for a job that's completed, canceled or a no-show.
Frequently asked questions
Q: Why didn't my job get a checklist?
A: Checklists attach when a booked job lands on the Workflow board, and only if one of your checklists matches it. Add an Every job checklist to catch everything, or pick one by hand with Use a checklist on the job page.
Q: If I edit a checklist, do existing jobs change?
A: No. Changes affect jobs booked from then on. Jobs keep the steps they already have.
Q: Who gets the reminder when a step is due?
A: The job's installer, or the shop owner if no active team member is assigned. It's a push notification by default, and each person can change it under Settings, Notifications, Shop alerts, Checklist step due.
Q: Who can create and edit checklists?
A: Owners, admins and managers by default. Everyone else sees them read-only, but anyone can tick off steps on a job.