Checklists: Overview

A checklist is a set of items you assign to groups and roles, like reading your policies, completing training or reporting devices. See what each item type does, who a checklist is for, and where to go next.

Quick summary

• A checklist puts tasks, like signing off a policy, on the staff portal of everyone in the groups and roles you pick.
• When staff sign off a policy on a checklist, Assuric records which version each person confirmed, and when.
• You can’t change a checklist’s audience, Staff or Administrative, once you’ve created it.

Find your checklists under People → Checklists, also a tab on the People screen.

What a checklist is made of

A checklist is a set of items assigned to groups and roles. Each item has one of these types:

Item type	What the person does	What it’s for
Resources	Opens each document or file listed and confirms they’ve read them	Staff sign-off on your policies
Checklist Input	Ticks acceptance statements, or fills in a form	Accepting responsibilities, or collecting information and files, like a signed agreement
Training	Completes training modules	Mandatory training
Device Reporting	Reports the devices they use for work	Keeping your asset register up to date

The portal counts items as “tasks completed”, but they’re not the tasks in Tasks. An item can be done once, or come back on a schedule with its Refresh setting.

Resources items: signing off a policy

Auditors often ask you to show that you gave staff a policy and that each of them confirmed they’d read and understood it. A Resources item does both.

• What staff see: each document or file with a link to open it, and an I have read and understood the above resources button that completes the item.
• What you add: an Assuric document or an evidence file. A document is added at its latest approved version, never the working draft, so staff only read a version you’ve approved.
• What’s recorded: each person’s History keeps the version they confirmed and when, which is your evidence. See Show an auditor who has signed off a policy.

You can also show a document version on the staff portal’s Resources tab and on your Trust Centre.

When the document changes

A Resources item stays on the version you added. When you approve a new version, Republish options lists each checklist item that uses the document under Update references to past versions → Checklists, in the Approve version dialog or, for a controlled document, Send for review and approval.

Option	Starts	What it does
The item, like Review our policies (4.0)	Ticked	Moves the item to the new version once it’s approved, or leaves it on the old one if you untick it
Require recompletion	Unticked	Makes everyone confirm the new version, showing the item as OVERDUE until they do
Send reminder email	Unticked	Emails the checklist’s people a reminder, and appears once an item requires recompletion

Who a checklist is for

Once published, a checklist goes to everyone in its Assigned Groups / Roles, so someone in 2 groups gets both groups’ checklists. You choose its Audience when you create it, and can’t change it later:

Audience	Who completes it	On the staff portal?
Staff	The person themselves, or an Admin for them if the item allows it	Yes
Administrative	An Admin on the person’s behalf, as offboarding typically does	No

Related articles

Manage and customise your staff portal

Where your published checklists show up for staff.

Roles and groups

How checklists reach the right people.