CRM checklists that show how many steps are done

Put the steps for a job on the enquiry, customer or task it belongs to, and give each step to the right teammate. You stop asking for updates, because your list shows how many steps are done.

Checklists in CIPHER CRM
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Checklists in CIPHER CRM sit on enquiries, customers, tasks and documents, right beside the work they describe.

You can give each step to a teammate, drag steps into order and add new ones from the team chat on that customer or task.

A count of finished steps shows on each row of your list, so you can check progress across all your work without opening anything. 192+ businesses run CIPHER CRM across 🏭 31 industries, with 92 built-in features, a ⭐️ 4.8/5 average rating and ⏱️ 99.9% uptime.

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Definition

What is a CRM checklist?

A CRM checklist is a list of steps attached to a record in your CRM, like the things to do before a quote goes out or a job is handed over. In CIPHER CRM each item can belong to a different person, and the list shows how many items are done, right where you manage the rest of the work.

CIPHER CRM puts a Checklist tab on leads, customers, tasks and documents. Each checklist belongs to its record, so the steps for a new client, a site job or an order sit next to everything else about it. You can assign individual items to different teammates, which makes it clear whose turn it is, and drag items to match the order the work happens in. When something comes up in the record's chat, you can add it to the checklist without leaving the conversation. For a busy manager, the handiest part is the live X of Y done count on each record's row in the list, which shows progress across all your work without clicking into anything. For leads, a starter checklist can be added automatically based on the lead source. CIPHER CRM includes checklists in every plan and is used by 192+ businesses across 31 industries.

Checklists in CIPHER CRM
The problem

What happens without checklists

The steps for a job live in someone's head, so they get done in a different order every time.

You have to open each task to find out how far along it is.

A shared to-do list has no names on it, so everyone assumes someone else ticked the item.

Checklists sit in a notes app, far away from the customer they are for.

Someone mentions a step in chat, and it never makes it onto the list.

What slips without Checklists
Capabilities

What you can do with checklists

  • A checklist on the record

    Leads, customers, tasks and documents each have a Checklist tab, so the steps sit right beside the work.

  • Assign each item

    Give individual items to different teammates so everyone knows which steps are theirs.

  • Drag to reorder

    Move items up and down until the list matches the order the work happens in.

  • Progress on the row

    A live X of Y done count shows on the record's row in the list, so you see progress without opening it.

    task management crm
  • Add items from chat

    Turn a point raised in the record's chat into a checklist item without leaving the conversation.

    team chat crm
  • Start from a template

    New leads can get a starter checklist based on the lead source you pick.

    checklist templates
Why CIPHER

Why checklists are better in CIPHER

In most CRMs a checklist is a box inside a record you have to open to read. We show its progress on the list itself.

  • Progress without clicking

    The X of Y done count on each row lets a manager scan twenty records in the time it takes to open one.

  • Items with owners

    Assigning single items, not just the whole list, means a shared checklist still has clear owners.

  • Checklists everywhere work happens

    Leads, customers, tasks and documents all carry checklists, so you are not forced to turn every step into a task.

  • Fed from the conversation

    Adding items from chat means the steps agreed in discussion end up on the list.

How it works

How checklists work in CIPHER CRM

  1. Open the Checklist tab

    Go to the lead, customer, task or document and open its Checklist tab.

  2. Add the steps

    Type each item, or add one straight from the record's chat as it comes up.

  3. Assign and order

    Give items to the right teammates and drag them into the order they happen.

  4. Tick and track

    As items are ticked off, the X of Y done count updates on the record's row in the list.

Compare

Checklists: CIPHER CRM vs spreadsheet vs generic CRM

What mattersCIPHER CRMSpreadsheet / manualGeneric CRM
Where the checklist lives On the lead, customer, task or document A separate list or notebook Often on tasks only
Who owns each step Each item can have its own assignee Names scribbled next to lines Usually one owner per list
Seeing progress Live X of Y done on the list row Ask around Open each record to check
Changing the order Drag to reorder Rewrite the list Varies
Steps raised in conversation Added from chat in one step Copied over later, if remembered Typed in by hand
Checklists

See checklists in action

Break the work on an enquiry, customer or task into steps, and see at a glance how many are done. A written, ordered list replaces memory, so quality does not depend on who is on shift.

Why it's worth it

What checklists change for your business

See how CIPHER CRM solves this

Steps done the same way every time

A written, ordered list replaces memory, so quality does not depend on who is on shift.

Progress at a glance

The count on each row tells you where things stand before you open anything.

Clear ownership

Named items stop the "I thought you did it" moments.

Nothing lost from the chat

Points raised in discussion become items on the list instead of fading away.

Ready when you are

See checklists on your own data

Proof

Teams that switched to CIPHER

Our quotes used to take days and follow-ups just fell through the cracks. Now every lead has someone on it and a clear next step. We are closing a lot more than we did.
Rahul Mehta
Rahul Mehta Director, Logistics firm - Ahmedabad
I thought moving would take months. We were up and running in two days. I get back about two hours a day that used to go into updating sheets.
Priya Nair
Priya Nair Operations Head, Healthcare clinic chain - Kochi
Because it was set up for property from the start, we were not fighting the software. My managers finally trust the numbers on the screen.
Amit Shah
Amit Shah Founder, Real-estate agency - Surat

Checklists frequently asked questions

FAQ

Checklists - your questions answered

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Which records can have checklists in CIPHER CRM?

Leads, customers, tasks and documents each have a Checklist tab. That means you can keep a new-client checklist on the customer, a qualification checklist on the lead and a delivery checklist on the task, each sitting right next to the work it describes.

Can I assign checklist items to different people?

Yes. Each item on a checklist can be assigned to a teammate on its own, so one list can be shared by several people while every step still has a clear owner. It is an easy way to split a job without creating a separate task for every step.

How do I see checklist progress without opening the record?

Each record's row in the list shows a live X of Y done count for its checklist. You can scan a whole list of leads or tasks and see how far each one has come without clicking into any of them.

Can I change the order of checklist items?

Yes. Drag items up or down until the list matches the order the work happens in. That helps new staff follow the steps in the right sequence and keeps everyone working from the same plan for that record. 192+ businesses run CIPHER CRM across 31 industries, with a 4.8/5 average rating.

Can I add a checklist item from chat?

Yes. When a step comes up in a record's chat, you can add it to that record's checklist without leaving the conversation. It saves copying the point across later and makes sure agreed steps end up on the list. 192+ businesses run CIPHER CRM across 31 industries, with a 4.8/5 average rating.

Can a new lead start with a checklist already filled in?

Yes. With checklist templates, picking a lead source on a new lead copies that source's starter checklist onto it. Your team then works through the list, assigning and reordering items the same way as any other checklist. 192+ businesses run CIPHER CRM across 31 industries, with a 4.8/5 average rating.

Glossary

Checklists terms, defined

  • Checklist

    A list of steps attached to a record, each of which can be ticked off when done.

  • Checklist item

    One step on a checklist, which can have its own assignee.

  • X of Y done

    The live count that shows how many checklist items are finished out of the total.

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