Templates (Checklists)

The Templates page (titled Checklists) is where you define your checklists: the tasks, when they are sent, and what the Telegram message looks like. Who receives them is decided by the work schedule — the checklist goes to whoever is on shift.

The template list

Templates are shown in a table with columns: Checklist name, Position, Location, Schedule (the start time, with a repeat icon for recurring checklists), Items (the number of enabled items), and Actions (Edit / Delete).

• Drag rows to reorder the list — the order is saved.
• Click Add to create a new checklist. On mobile, the table becomes cards.

Creating or editing a checklist

The form has two steps.

Step 1 — Checklist

1. Enter the Checklist name (required).
2. Optionally set the Position and Location — they describe who the checklist is for and help match it to shifts.
3. Set the Start date and time — the moment of the first send.
4. Choose the repeat: none, Daily, Weekly, Monthly, or Rotating shift (N on / M off) to follow a rotation pattern.

WARNING

A checklist repeats either on a calendar rule (daily/weekly/monthly) or on a rotation — not both. Without a start date the checklist will never send.

Step 2 — Message

This step composes the actual Telegram message:

1. Write the Header — the text above the task list.
2. Build the Items list:
   • Click Add item and type the task text.
   • Drag items to reorder them.
   • Each item has a checkbox — "Included in the send. Uncheck to temporarily exclude the item without deleting it." Unchecked and empty items are not sent.
   • Remove an item with its delete button.
3. Use Back to return to step 1, or Save to finish.

Testing in Telegram

When editing an existing checklist, and if your own Telegram is linked (see your profile), step 2 offers test tools:

• Test in Telegram — sends the current message to your own Telegram so you can see exactly what staff will receive. It verifies your bot link only; staff delivery still depends on each staff member's own confirmed Telegram.
• Delete tests (under More actions) — removes the test messages from your Telegram chat.

48-hour limit

Telegram does not let bots delete messages older than 48 hours. Older test messages stay in your chat, and the app will tell you how many could not be deleted.

Who receives the checklist

Recipients are resolved at send time from the work schedule: the checklist is delivered to the staff on shift at that moment. Two things must be true for delivery to work:

1. Someone is on shift when the send happens — otherwise the send has nobody to send to.
2. That person has a confirmed Telegram link — set up in Staff.

Check the Sends page to see the resulting forecast, and the Today dashboard for live results.

TIP

Opening a checklist name from the Today dashboard jumps straight into this edit form for that checklist.