Checklists help bring clarity and accountability to recurring role activities. They ensure nothing falls through the cracks and make it easier to track what’s done regularly. By using checklists, teams build reliable and transparent habits over time.

What is a Checklist?

Role or circle checklists provide the opportunity for circle and organization members to have visibility into a recurring role or circle action.

It is impossible to list all role checklists, but It is interesting to document and create checklists for recurring actions that other circle members want to have visibility on. This way, everyone can get the transparency they need. For example, the Finance role wants to know if the Sales role has sent invoices to customers. In this case, the Sales role can create a “Sent Invoices” checklist for the Sales role.

A checklist follows a frequency, it can be daily, weekly, monthly, and can be assigned to a role or a member in the organization.

Checklists are reviewed and validated during circle meetings. For Holacracy practitioners, checklists are reviewed during the tactical meeting.

Who can manage a checklist?

All members of a circle can add, edit, or delete checklists for the circle's roles on Holaspirit. All members of a circle can be assigned checklists.

Adding a checklist

From the circle page

In the Checklists section of a role or circle, click on Add Checklist. Add a title to the card. You can assign a role, one or more members.

You can choose the recurrence and describe the checklist in the Description field. You can link the checklist card to a document from a file picker or a link.

In a meeting

• Go to Checklists meeting step
• Click on Add a Checklist
• Add a Title, Assign the desired Role, Complete the Recurrence, and optionally the Description which you can fully customize using the rich text editor feature
• You can also assign one, or more, members of the relevant role

The checklists can evolve from one meeting to another, according to the needs of the circle. To edit or delete, simply click on the checklist as the meeting secretary.

Editing a Checklist

To edit a checklist, click on the checklist card in a meeting or directly from the role or circle page.

Deleting a checklist

Delete a checklist from a role or circle by clicking on the checklist card, or via the menu by clicking on the 3 dots on the right of the checklist.

Review checklists during a meeting

Prerequisite: open a tactical meeting or a meeting template containing the Review Checklists step.

Checklists can be validated during meetings when all circle members are present. The meeting secretary can check off the checklists that have been made by the assigned members and roles.

How to validate a checklist? The review of the checklist allows each role to say whether it has done certain recurring actions considered useful to follow. Each role says “check” or “not check”. You can validate your checklists during the tactical meeting or a meeting containing the checklist step. The secretary of the meeting can check the checklist concerned if the member assigned to perform the action

⭐  Tip: Group the checklists in the circle by Recurrence, Role and Member for better visualization.

⚠️  Important: You cannot check the checklist from the role or circle page directly.

Updated on: 24/07/2025