Shared Checklists

Create and manage checklist tasks that apply to multiple rooms of the same type, with per-room assignment overrides and centralized editing.

What are shared checklists?

A shared checklist is a single checklist schedule that applies to multiple rooms of the same type across your practice. Instead of creating the same task individually for each operatory, you create it once and ChairPulse links it to all matching rooms automatically.

For example, if your office has 7 operatories, you can create a "Wipe down and disinfect all surfaces" checklist once and have it apply to all 7 rooms. Any changes to the task -- frequency, description, SOP link -- update everywhere at once, while still allowing per-room assignment overrides.

Shared checklists are room-based. For equipment-based shared tasks, see Shared Maintenance Tasks.

Creating a shared checklist

When you create a checklist and select a room that has other rooms of the same type in your practice (e.g., multiple operatories), ChairPulse offers a scope selector so you can apply the task across all matching rooms at once.

Open the Add Checklist dialog

From the Checklists page, click the Add Checklist button in the header.

Enter the task description

Describe what needs to be done, e.g., "Wipe down and disinfect all surfaces" or "Check suction lines and flush."

Select a room

Choose a room from the dropdown. For example, select "Op 1".

Choose your scope

If other rooms of the same type exist (e.g., other operatories), a scope selector appears with two options:

All N rooms (default) -- Creates a shared checklist linked to every matching room (e.g., "All 7 operatories")
This room only -- Creates a standard single-room checklist

Select All N rooms to create a shared checklist.

Fill in task details

Choose a category, set the frequency, first due date, time of day, and optionally assign a default team member and link an SOP. Configure evidence requirements (notes and/or photos) if needed. These settings apply to all linked rooms.

Save

Click Create Checklist to create the shared schedule. A confirmation toast shows how many rooms the checklist was created for.

The scope selector only appears for users with the admin or manager role, and only when other rooms of the same type exist in your practice.

How shared checklists appear in Room view

In the Room view, shared checklists are displayed in a dedicated shared task card at the top of each room category group (e.g., Operatories).

The shared task card shows:

A "Shared Tasks" header label
An emerald badge indicating coverage (e.g., "All 7 operatories" or "3 operatories")
A list of all shared checklists in the group, each showing:
- Task description
- Frequency label
- Linked SOP indicator (if applicable)
- Evidence requirements (photo or notes icons)
- Assigned staff members (up to 3 avatars, then "+N" for additional)

Checklists that are not shared continue to appear on individual room cards below. If all of a room's tasks are shared, that room's individual card is hidden to reduce clutter.

Viewing shared checklist details

Click a shared task card to open the Shared Task Detail Sheet -- a slide-out panel that shows comprehensive information about the shared schedule and all its linked rooms.

What the detail sheet shows

Task name and frequency at the top
Type indicator -- "Checklist" for room-based tasks
Coverage badge -- "Shared across N operatories" with a collapsible list of all linked rooms
Edit shared task button to modify the schedule

Per-room rows

Below the header, each linked room is listed as a separate row showing:

Room name (e.g., "Op 1", "Op 2")
Status badge (Overdue, Due today, Due soon, On track)
Assigned staff member with an inline edit button (pencil icon)

Per-room assignment overrides

Shared checklists have a default assignee set at the schedule level, but you can override the assignment for individual rooms. This is useful when different team members are responsible for different operatories or areas.

Changing a per-room assignee

Open the shared task detail sheet

Click the shared task card in Room view to open the detail sheet.

Click the pencil icon on a room row

Find the room you want to reassign and click the edit (pencil) icon next to the current assignee.

Select a team member

Choose a team member from the dropdown. This override applies to all future instances for this specific room only -- other rooms in the shared schedule keep their own assignment.

The assignment follows a priority chain:

Per-date override (highest priority) -- Set from the calendar Day view for a specific date
Per-room override -- Set in the shared task detail sheet (stored on the room link)
Schedule default -- The default assignee set on the shared schedule itself
Room assignment -- The staff member assigned to the room for that day of the week via Room Assignments

When you change a per-room assignee, all pending and upcoming task instances for that room are automatically updated. Instances that already have a per-date override are not affected.

Assigning across specific dates

For more granular control, you can assign a team member to specific dates for one room:

Expand a room row

In the shared task detail sheet, click on a room row to expand it.

Select dates

Use the quick date buttons (This week, This month, or All dates) or pick individual dates to target.

Choose an assignee

Select the team member who should handle this room on the selected dates.

These date-specific overrides take the highest priority and will not be changed by any other assignment updates.

Editing a shared checklist

Click the Edit shared task button in the shared task detail sheet to open the Edit Schedule dialog. This dialog has two tabs:

Details tab

Change settings that apply to the entire shared schedule:

Task description
Category
Frequency and time of day
Default assignee
Linked SOP
Evidence requirements (notes, photos)

Changes made here update the schedule for all linked rooms at once.

Rooms tab

Manage which rooms are linked to the shared schedule:

View all currently linked rooms with their per-room assigned staff
Unlink a room from the shared schedule (the room will no longer have this checklist)
If only one room remains after unlinking, the schedule automatically converts from a shared schedule to a standard single-room checklist

Deleting shared checklists

From the edit dialog, you have three options for removing shared checklists:

Option	What it does
Remove from this room	Unlinks one room from the shared schedule. The schedule continues for the remaining rooms.
Remove from all rooms	Deactivates the schedule for all linked rooms. No room retains this checklist.
Delete schedule	Permanently removes the schedule and all its instances.

Removing a checklist from all rooms or deleting the schedule cannot be undone. Completed task history is preserved, but all future instances are removed.

Adding rooms to an existing shared checklist

If you add a new room of the same type to your practice after a shared checklist already exists:

Create a checklist for the new room

Open the Add Checklist dialog and select the new room.

ChairPulse detects the existing shared schedule

The scope selector recognizes that a shared checklist already covers other rooms of this type.

The new room is added to the existing schedule

Instead of creating a duplicate, the new room is linked to the existing shared schedule. All settings (frequency, SOP, evidence requirements) are inherited automatically.