Restricted (or Locked) Tasks help you ensure accountability, accuracy, and proper sign-offs during your workflow. When you assign a task to a specific user and lock it, everyone can see the task—but only the assigned user can complete it. This is ideal for regulated work and situations where precise ownership matters.
What Are Locked Tasks?
Locked Tasks allow you to restrict task completion to a single user.
This prevents accidental closures and ensures that sensitive, safety-related, or compliance-driven tasks are completed by the correct person.
Key benefits:
Ideal for regulated work (audits, safety checks, compliance sign-offs)
Prevents “Who closed this?!” disputes
Ensures accountability in multi-step workflows
Guarantees the correct technician performs the final action
Creating a Restricted Task on a Work Order (Web)
You can create restricted tasks on any work order from the web app—either while creating a new work order or editing an existing one.
Open the web app.
Go to Work Orders and either:
Open an existing work order, or
Click Create Work Order.
Scroll to the Tasks section
Click Add Task (or edit an existing task)
For that task, click Add User
In the User dialog:
Use Select User to choose who should be responsible
Turn on the Restricted toggle
Click Confirm, then save the work order
That task will now be visible to everyone who can see the work order, but only the assigned user can complete it.
Creating a Restricted Task on a Work Order (Mobile)
You can also create restricted tasks on work orders from the mobile app.
Open the UpKeep mobile app
Open an existing work order, or tap + to create a new one
Scroll to the Tasks section and tap Add Task (or edit an existing task)
Enter your Task or Question
Under Assigned Worker, choose the user who should own this task
Turn on Limit task completion to assignee
You’ll see helper text: “Only the assignee can complete this task.”
Tap Add (or save the work order).
Adding Restricted Tasks Within a Checklist
Checklist-level restricted tasks are created from the web checklist builder.
In the web app, go to the Checklists (or Checklist Templates) tab
Create a new checklist template, or edit an existing one
Add a checklist task (field) as usual
On that task:
Click the three-dot menu on the right
Select Assign → User
In the User dialog:
Use Select User to choose the responsible user
Turn on the Restricted toggle
Click Confirm, then save the checklist
How Visibility & Permissions Work
Everyone can view a locked task
Only the assigned user can complete or check off the task
Admins and Managers can still reassign or unlock it if needed
The task remains visible in the workflow to maintain transparency and continuity
Ideal Use Cases
Locked Tasks are perfect for workflows needing extra clarity and ownership:
Safety inspections
Permit-to-work systems
Compliance audits
Supervisor sign-offs
Quality control steps
Food safety / HACCP verification
Equipment calibration approvals
Top FAQs
Why use locked tasks?
They ensure accountability and prevent confusion around who completed a task.
Can locked tasks exist outside of checklists?
Yes! You can create standalone locked tasks on mobile.
Why can’t I create locked tasks inside checklists on mobile?
Checklist-level locked tasks must be created using the web checklist builder.
Can I unlock or reassign a locked task?
Yes—Admins and Managers can edit or reassign as needed.