Automatic checklist assignment and shifts

You don't need to manually distribute checklists among team members. The platform does it automatically based on shifts and roles.

How does assignment work?

When a checklist is automatically created (e.g., when a booking is confirmed), the platform checks several things in order:

Who is on shift at that moment - people currently working in the studio get priority
Who has the right role - e.g., a cleaning checklist goes to someone with the "Cleaning" role, not a technician
Who has access to the room - if a team member is restricted to specific rooms (more in the room restriction article), they won't get a checklist for a different room

If no one is currently on shift, the platform uses automatic fallback:

First it looks for a manager assigned to the studio
If there's no manager, it assigns the task to the studio owner

This way, no checklist ever remains unassigned.

Configuring shifts

Set up shifts in Owner Panel -> Shifts. For each shift you specify three things:

Who's working (you'll select a team member from the list)
Which days of the week (e.g., Monday, Wednesday, Friday)
Which hours (e.g., 8:00-16:00)

Example: Marta works on Mondays and Wednesdays from 9:00 to 17:00, and Tomek works Tuesdays and Thursdays from 10:00 to 18:00. Checklists for Monday morning sessions will automatically go to Marta, and on Tuesday - to Tomek.

Task templates - advanced automation

Besides checklists, you can set up task templates in Owner Panel -> Task Templates. Task templates automatically create tasks on specific events:

After booking confirmation
After session completion
After damage is reported

This is useful when you want to automatically assign someone a specific action beyond the standard checklist.

Start with simple shifts covering your studio's opening hours. This way every session will have a responsible person assigned, and you don't need to remember anything.

What if nobody is on shift?

The platform will still assign the checklist - to the manager or owner. No checklist gets "lost" or forgotten. But without configured shifts, the owner will receive all notifications and lists - so it's worth spending a moment setting up shifts.