Available On: Starter, Professional and Business Plus
Work Orders in UpKeep can include one-time tasks or prebuilt checklist templates to guide technicians through standardized steps. Here's how to use each option — and when to choose one over the other.
What’s the Difference Between a One-Time Task and a Checklist?
Feature | One-Time Task | Checklist Template |
Purpose | Custom, ad-hoc steps for a specific WO | Standardized procedures used across multiple WOs |
Saved for reuse? | ❌ No | ✅ Yes |
Best for… | One-off inspections, quick jobs | Routine maintenance, compliance steps, audits |
Adding Tasks or Checklists to a Work Order
You can add a task or a checklist when creating a work order or when editing an existing one.
Add During Work Order Creation
Go to Work Orders > Create Work Order
Fill out your core work order details (title, asset, priority, etc.)
Scroll to the Tasks & Checklist section
Choose:
Add Task to enter a one-time, custom task
Add Checklist to select a reusable template
Complete the work order and click Save
If you add both, the checklist will appear as a group of step-by-step tasks, and one-time tasks will show separately.
Edit on an Existing Work Order
Open a work order from the list
Scroll to the Tasks section
Select Add
Choose:
Add Task to enter a new custom step.
Add Checklist to pull in a saved template.
You can also edit or remove existing tasks or checklist items.
Click Confirm to update the work order.
