> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assuric.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Checklists: Overview

> A checklist is a set of items you assign to groups and roles, like reading your policies, completing training or reporting devices. See what each item type does, who a checklist is for, and where to go next.

<Note>
  **Quick summary**

  * A checklist puts tasks, like signing off a policy, on the staff portal of everyone in the groups and roles you pick.
  * When staff sign off a policy on a checklist, Assuric records which version each person confirmed, and when.
  * You can't change a checklist's audience, *Staff* or *Administrative*, once you've created it.
</Note>

Find your checklists under **People** → **Checklists**, also a tab on the **People** screen.

## What a checklist is made of

A checklist is a set of items assigned to groups and roles. Each item has one of these types:

| Item type | What the person does | What it's for |
| - | - | - |
| **Resources** | Opens each document or file listed and confirms they've read them | [Staff sign-off on your policies](#resources-items-signing-off-a-policy) |
| **Checklist Input** | Ticks acceptance statements, or fills in a form | Accepting responsibilities, or collecting information and files, like a signed agreement |
| **Training** | Completes training modules | [Mandatory training](/people/training) |
| **Device Reporting** | Reports the devices they use for work | Keeping your asset register up to date |

The portal counts items as "tasks completed", but they're not the tasks in [Tasks](/tasks/key-capabilities). An item can be done once, or come back on a schedule with its *Refresh* setting.

## Resources items: signing off a policy

Auditors often ask you to show that you gave staff a policy and that each of them confirmed they'd read and understood it. A *Resources* item does both.

* **What staff see:** each document or file with a link to open it, and an **I have read and understood the above resources** button that completes the item.
* **What you add:** an Assuric document or an evidence file. A document is added at its latest approved version, never the working draft, so staff only read a version you've approved.
* **What's recorded:** each person's **History** keeps the version they confirmed and when, which is your evidence. See [Show an auditor who has signed off a policy](/people/tracking-checklist-completion#show-an-auditor-who-has-signed-off-a-policy).

You can also show a document version on the staff portal's **Resources** tab and on your [Trust Centre](/trust-centre/key-capabilities).

## When the document changes

A Resources item stays on the version you added. When you approve a new version, *Republish options* lists each checklist item that uses the document under *Update references to past versions* → *Checklists*, in the **Approve version** dialog or, for a controlled document, **Send for review and approval**.

| Option | Starts | What it does |
| - | - | - |
| The item, like **Review our policies (4.0)** | Ticked | Moves the item to the new version once it's approved, or leaves it on the old one if you untick it |
| **Require recompletion** | Unticked | Makes everyone confirm the new version, showing the item as **OVERDUE** until they do |
| **Send reminder email** | Unticked | Emails the checklist's people a reminder, and appears once an item requires recompletion |

## Who a checklist is for

Once published, a checklist goes to everyone in its *Assigned Groups / Roles*, so someone in 2 groups gets both groups' checklists. You choose its *Audience* when you create it, and can't change it later:

| Audience | Who completes it | On the staff portal? |
| - | - | - |
| **Staff** | The person themselves, or an Admin for them if the item allows it | Yes |
| **Administrative** | An Admin on the person's behalf, as offboarding typically does | No |

## Related articles

<Columns cols={2}>
  <Card title="Manage and customise your staff portal" icon="user-round" href="/people/staff-portal">
    Where your published checklists show up for staff.
  </Card>

  <Card title="Roles and groups" icon="contact-round" href="/people/roles-and-groups">
    How checklists reach the right people.
  </Card>
</Columns>


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