Checklists
Checklists provide a straightforward way to track tasks that need completing. They're simpler than kanban boards; just a list of items that can be ticked off as they're done.
Creating a checklist
- Open the gathering and click the Checklists tab
- Click + New Checklist
- Give the checklist a name (e.g. "Kitchen prep", "Venue setup", "Post-gathering cleanup")
- Add items to the checklist
Checklist items
Each item in a checklist can have:
| Feature | Description |
|---|---|
| Text | The task description |
| Due date | When it needs to be done by |
| Assignee | A member of the organiser team |
| Notes | Additional context or details |
| Completed | Whether the item has been ticked off |
When someone completes an item, the system records who completed it and when.
Planning phases
Checklists support planning phases that align with the gathering timeline. The available phases are:
- Three months before
- Two months before
- One month before
- One week before
- During the gathering
- Post gathering
If you don't specify a phase, the system auto-detects the current phase based on the gathering dates. This is useful for filtering; you can quickly see just the items that are relevant right now.
Tracking progress
The checklist progress view shows:
- Overall completion rate across all checklists
- Per-phase completion rates with progress bars
- A list of overdue items that need attention
This gives you a quick health check on how planning is going without needing to open each checklist individually.
Tips
- Use checklists for recurring tasks that are the same for every gathering (e.g. "order firewood", "set up first aid kit")
- The template support means you can create a standard checklist and reuse it across gatherings
- Combine checklists with kanban boards: use checklists for simple "done/not done" tracking and kanban for more complex tasks that need discussion and assignment
- Check the overdue items list regularly as the gathering approaches