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Optii Checklist & Repeating Jobs

How to add checklists and use them for operational tasks

Checklists in Optii are created in the Settings tab and then scheduled as recurring or one-time jobs from the Job tab. Once created, checklists can be assigned to departments or individual associates to automate day-to-day task management.

How do you create a checklist in Optii?

To create a checklist in Optii, navigate to the Settings tab and select the Checklist tab in the bottom-right corner of your screen.

The Checklist tab displays all available checklists. From here, you can edit an existing checklist or select Create a checklist to build a new one. Checklists can be tailored to specific projects (e.g., Engineering PMs) or recurring daily tasks (e.g., Cleaning Executive Offices).

To create a new checklist, click Create a checklist and complete the following steps:

  1. Enter a name for the checklist (e.g., 'Cleaning Executive Offices' or 'Engineering PM').
  2. Add each task by clicking Add Task and entering the task name.
  3. Optionally, attach a picture or note to any task to provide a visual reference for your team.
  4. Click Save to publish the checklist and make it available for scheduling.

Tip: You can add both pictures and notes to any of the task for a visual explanation of what is needed from your team.

How do you schedule a job using a checklist in Optii?

Once a checklist has been created, it can be used to schedule recurring activities, ensuring your team completes tasks efficiently and consistently without reliance on manual communication methods.

You will have the liberty to chose a job frequency on a daily (or multiple times daily), weekly, monthly or yearly. You can also adjust a task to be done at a particular time of day to ensure standards are being met. 

Navigate to the Job tab in the top-left of the screen, then select Add Job in the top-right corner. 

Once you click on 'Add Job' it will give you the options for the type of job you are looking to create, whether that is an internal job or a guest request, a delivery request or a clean/inspect task. You will also be able to manage the frequency of such task - Will this be a one time delivery or is this activity something that is going to be done multiple times a day/week, or even at a particular time. 

Once job frequency and type of job has been decided you can go ahead and assign the job to the pertaining department/associate. 

Tip: Leaving the 'Auto-Assign' option ON will inform Optii to send this request to an available associate in the department responsible, based on your schedule.