This feature is available on the Pro Plan.
What is a checklist, and how does it help?
The checklist helps you track the items volunteers need to complete to maintain their status with your organization, including expiry dates, so you know when to send reminders (e.g., background checks, waivers, and training sessions). You can create a custom list of requirements, and the checklist will appear on each volunteer's profile card. This lets you easily see if they’ve completed tasks or when they’re due for renewal.
The checklist ensures compliance, reduces the risk of missing key qualifications, and keeps everything in one place, saving time on admin tasks. It also helps volunteers stay up-to-date and can be customized to meet your organization’s specific needs.s needs.
Adding a checklist item.
The checklist is fully customizable for your organization. To begin, go to Settings > Checklist and click the Add Item button in the top right corner. This will open a popup where you can name the checklist item. Timecounts doesn't provide a mandatory list, but offers suggested items. If you don’t see what you need, select Add Custom Checklist Item to enter your own.
Setting expiration and reminder preferences.
If this checklist item only needs to be completed once, leave the default option for “How often do volunteers complete this item?” If it requires renewal, such as annually, you can set that frequency along with when you’d like a dashboard reminder to appear.
There are four options:
Only once
Expiry that reoccurs every certain number of days/weeks/months/years
Expiry on a specific date every year
Expiry on the volunteer's birthdate (if known)
If your checklist item has a future expiration, you can adjust the Reminder settings to give yourself ample time for updates. The default reminder is set for 7 days before expiration, but you can adjust it up to 59 days prior or select Never if you don’t want it to appear on your Dashboard. Reminders refresh every hour, so if you don’t see a change immediately, check back shortly.
Reminders and expiration dates only activate once an item is initially checked. This allows you to manage requirements like background checks or training without unnecessary reminders for those who don’t need them.
To save the new checklist item, press Add Item. Your checklist will now appear, and you can use the pencil icon next to each item to make edits or the trash icon to delete it, confirming the change when prompted.
Important: Changing expiration dates may impact volunteers currently associated with this item.
Reordering the checklist.
The checklist will appear in profile cards in the order set in Settings. Hold the drag icon next to the item you wish to move to reorder items and slide it up or down.
Updating checklist status in a volunteer's profile.
To view the checklist, go to the Directory and open a volunteer's profile by clicking on their name. Then, click the Checklist tab. If a volunteer has completed an item, check the box next to it. This will be updated with a checkmark and the Completed Date for today.
To edit the completion or expiration date, hover over the item and click the pencil icon to make changes for that volunteer.
The checklist is a private tool for organizers so volunteers won’t receive automatic notifications. If a volunteer needs to complete something, it’s up to you to follow up as part of your onboarding or training. If you're working with a team, share your checklist goals to stay aligned. The good news is that you can use Timecounts' filters to track which volunteers still need to complete items easily—making it super simple to stay on top of everything and keep your team moving forward!