Tasks and Checklists both help your crew get things done, but they solve different problems. Tasks are quick to-dos on a single Project. Checklists are structured, repeatable steps you can reuse on every job. This article covers what each one does and when to use which.
Checklists are available on select plans.
What Project Tasks do
Project Tasks are quick to-dos you drop on a Project. Think of it as the running punch list for that job: grab a photo of the meter, call the homeowner, order more shingles. Anyone on the job can add one and check it off, and you can pin a Task to a specific photo so it's clear what needs doing.
Tasks are built for speed and the job in front of you. They don't carry over between Projects and can't be saved as Templates, so you'll recreate them on every job. Each Project keeps its own list.
Note: All permission roles can create and complete Project Tasks. Only Admins and Managers can edit and delete them.
What Checklists do
Checklists are structured, repeatable steps that make sure a job gets documented the same way every time. Instead of free-form to-dos, a Checklist is built from Fields: steps that can require a photo, ask a yes/no or multiple-choice question, or capture a rating or note.
The real power is reuse and oversight. Build a Checklist once, save it as a Template, and drop it on any Project so your crew runs the same process on every job. Assign it to specific Users, then track how far along everything is from the Company Dashboard or the main Checklists page, instead of opening each Project one by one.
When a Checklist is done, export it to PDF and send it as proof the work's complete: to the customer signing off, the office billing the job, or the adjuster confirming the scope.
Reach for a Checklist when the process matters: inspections, close-outs, a punch list you run on every job, anything where you need proof the steps got done.
Note: Admins and Managers can create, edit, delete, and duplicate Checklists. Standard and Restricted Users can only work on Fields in Checklists they've created.
When to use which
Rule of thumb: Task for a one-off, Checklist for a process.
Use a Task when it's specific to this job and this moment: a reminder, a loose end, something one person needs to knock out. Use a Checklist when it's a set of steps your crew should follow on every job, especially when you need photos or answers as proof the work got done.
If you catch yourself typing the same Tasks onto Project after Project, that's the sign it should be a Checklist Template instead.
FAQs
What's the difference between a Task and a Checklist?
What's the difference between a Task and a Checklist?
Project Tasks are quick, one-off to-dos on a single Project. Checklists are structured, reusable steps you can run on every job. Use a Task for a loose end and a Checklist for a repeatable process.
Can I reuse a Task on another Project?
Can I reuse a Task on another Project?
Project Tasks don't carry over between Projects. Each Project has its own list. If you need the same steps on every job, build a Checklist and save it as a Template.
Who can create Checklists?
Who can create Checklists?
Admins and Managers can create, edit, and delete Checklists. Standard and Restricted Users can only work on Fields in Checklists they've created.
Can I assign Tasks and Checklists to my crew?
Can I assign Tasks and Checklists to my crew?
Both Tasks and Checklists can be assigned to Users, and they'll get a notification when you do.
Can I export Checklists or Tasks?
Can I export Checklists or Tasks?
Checklists can be exported to PDF, and you can save that PDF straight to the Project at the same time. Tasks cannot be exported to a PDF.
Where can I track Checklist progress?
Where can I track Checklist progress?
Checklist progress shows up in the Company Dashboard and on the main Checklists page, so you can see how far along your jobs are without opening each Project.
💡 Need more help?
Contact our Support team — we're here Monday through Friday.
The CompanyCam Community has real job-site examples, templates, and tips from crews using this every day. Jump in with a question or just browse.