How to create and manage checklists

As an admin, you can create recruiting checklists to keep your athletes on track and educate them throughout the college recruiting process.

If you are looking for how athletes can manage their checklist tasks, check out https://docs.productiverecruit.com/article/54-managing-tasks-and-checklists.

This guide will go over the following (Click a link to jump to the relevant section):

How to create a new recruiting checklist

To create a new checklist, go to the "Checklists" tab and click "Add New":

You will then be taken to a page where you can start creating the checklist.

Checklist fields:

Name: The name of the checklist you and your users will see
Description: an optional description to provide more context (don't put instructions here)
Checklist Type: the type of checklist this will be
- Drip checklists allow you to enroll athletes into checklists dynamically and trigger tasks relative to when they are enrolled.
- Basic checklists are bare-bones checklists with optional due dates for each task. The due dates are fixed to a specific date.
Checklist Go Live Date: The go-live date is when the checklist can be utilized. Athletes enrolled before this date will not receive any notifications until at least this date. Today is selected by default.
Checklist Status: Determines if the checklist is active or not. Checklists must be active to process any current, or future athletes enrolled.

Once you fill out the fields to your liking, click "Create Steps" to move on to the next step (no pun intended).

Adding steps for a basic checklist

Once the checklist is created, you will land on the checklist configuration page. You can also get to this page by clicking the name of the checklist from the checklists page:

To add a new step, click "Add new step":

You will then be taken to a page where you can start creating the basic checklist step.

Basic Checklist Step fields:

Name: The name of the step you and your users will see
Instructions: This is where the instructions for the step go. This is rich text content, so you can utilize the toolbar to bold text, add lists, etc.
Due Date: You can optionally set a due date for this step. Athlete's enrolled in this step will get an email notification on the due date.

Once you like what you have, click "Save" to add the step.

Adding steps for a drip checklist

Adding steps for a drip checklist is essentially the same, with a few different fields.

Drip Checklist Step fields:

Name: The name of the step you and your users will see.
Instructions: This is where the instructions for the step go. This is rich text content, so you can utilize the toolbar to bold text, add lists, etc.
Trigger Time: This is when the step will trigger after an athlete is enrolled or completes the previous step. Zero minutes will result in no delay.
Due Time: This is when the step is due after it is triggered. Zero minutes will result in no delay.

Once you like what you have, click "Save" to add the step.

How to reorder and update checklist steps

You can easily update your checklist configuration by reordering the checklist steps or updating the instructions, due dates, or trigger times.

How to reorder checklist steps

Click the checklist name you want to update from the checklists page. From there, you can simply drag and drop checklists steps to reorder them:

The order is automatically updated when the step is dropped into its new position.

How to update checklist steps

Click "Edit" at the bottom of any checklist step, edit the information you want to update, and click "Save":

How to assign checklists to your athletes

Now that you know how to create and update checklists, it's time to assign your athletes to them. You can assign athletes to a checklist when you invite them or via bulk actions from the athletes' tab.

To assign via bulk actions, head to the athletes' tab for your account, select the athletes you'd like to assign the checklist to, click bulk actions, select "Assign Checklist," select the checklist(s) you'd like to assign them, and click "assign":

You can also assign an athlete to a checklist when creating their account via an invite. Select the checklists you want to assign them before clicking "Invite":

How to track athletes through a checklist

Once you assign an athlete to a checklist, you can keep track of their progress.

To track all athletes within a specific checklist, head to the checklists tab. From there, select the checklist for which you want to track. Then click "View Athletes" in the top right corner:

You will then see the currently enrolled athletes, their current status, and what step they are on if the checklist is still incomplete:

You can also track all the checklists an individual athlete is enrolled in via the athlete information page. Click on any athlete's name from the athlete tab, then click "Checklists":

You will then see all the checklists they are currently enrolled in and can even assign a new checklist to them: