# Scheduling and assigning checklists

Choose which days a checklist runs, the hours staff can see it, whether unfinished tasks carry over, and who does it — a role, a department, specific people or one person per task.

For: Admins, Managers · On: Web · [Help Center](https://www.mays.app/help) › [Tasks & checklists](https://www.mays.app/help/tasks-checklists) · Last updated October 8, 2026 · Mays Team

Every template has two more tabs: **Settings** decides which days it runs and when staff can see it, and **Assignments** decides where it runs and who does it. Mays then puts the checklist on your team's task list by itself, every day it's due.

To get there, open a template under **Tasks → Templates** (or create one — see [Creating a checklist template](https://www.mays.app/help/tasks-checklists/create-a-checklist-template)). Click **Save Changes** when you're done.

## Choose the days

On the **Settings** tab, under **Frequency**:

| Frequency | When the checklist is created |
| --- | --- |
| **Daily** | Every day. |
| **Weekly** | On the days you tick under **Select days:** (Sun to Sat). |
| **Monthly** | On the dates you tick (1 to 31 — you can pick several). A month without a 29th, 30th or 31st skips that date. |
| **Quarterly** | On the dates you tick, every three months, starting from the months you pick under **Starting quarter**: **Jan / Apr / Jul / Oct**, **Feb / May / Aug / Nov** or **Mar / Jun / Sep / Dec**. |
| **Custom** | Never on a schedule — it's for checklists you start when you need them, such as new employee onboarding. Start one from **Tasks → Tasks → Create Task → From Template** (see below). |

A **Weekly**, **Monthly** or **Quarterly** template needs at least one day ticked. If you click **Save Changes** (or **Create Template**) without one, Mays opens the **Settings** tab and shows *Pick at least one day* under the days, and nothing is saved until you tick one. **Daily** and **Custom** never need a day.

![The Settings tab of a new Weekly Walk-in Clean template: Frequency set to Weekly, no day ticked under Select days, and the red message Pick at least one day. A weekly template with no day never runs.](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-and-assign-checklists__03-no-day-picked-error.07d9a3a732.png)

A template saved with no day before Mays checked for this never runs. Its card on the **Task Templates** page says **No day picked — this template won't run**, and the template says so at the top when you open it. Nothing about it is changed for you: tick a day on the **Settings** tab (or switch it to **Custom** if it's a checklist you start by hand) and click **Save Changes**.

![The Task Templates page with a Weekly template called Patio Close-down whose card shows the warning No day picked — this template won't run](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-and-assign-checklists__04-no-day-card-warning.2f5e24edd3.png)

![The Settings tab of a Weekly Deep Clean template: Frequency set to Weekly with Mon and Thu selected, an empty Visibility Window, and Carry unfinished duties through the week ticked](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-and-assign-checklists__01-frequency-and-visibility.23158fdcf8.png)

## Choose the hours staff can see it

Under **Visibility Window**, set **From** and **Until** — for example 6:00 AM to 11:00 AM for an opening checklist. Outside those hours its tasks don't appear in the app. Times are in each location's own time zone, a window can run past midnight (10:00 PM to 2:00 AM), and leaving both empty means all day. Click **✕** to clear it.

The window applies to everyone, managers included. It's kept on each day's tasks when they're created, so a change shows from the next day.

## Let unfinished tasks carry over

Tick **Carry unfinished duties through the week** for jobs that can slip a day, like a deep clean:

- **On:** a task nobody finished stays on the list, and anyone can still complete it, until the end of the week (Sunday). On the web Tasks page it shows a **Carried** badge.
- **Off** (the default): an unfinished task drops off the next day's list. Staff can't complete it any more; a manager can still close it out from **Tasks → Tasks**.

Weeks for carry-over always run Monday to Sunday.

## Choose where it runs and who does it

On the **Assignments** tab:

1. **Where does this run?** Click every location that should get the checklist. This is required — with no location, nothing is ever created.
2. **Who does it?** Pick one:
   - **A role or department** — one shared checklist per location. Anyone in the chosen roles or departments can pick up a task and complete it.
   - **Specific people** — each person you add gets their own private copy at every selected location they work at, and only they can complete it.
3. Then choose the roles or departments (**Which roles?** / **…or which departments?**), or search for the people under **Which people?**

The **Result** line at the bottom sums up what will happen, for example *One shared checklist per location, for everyone who works there.*

![The Assignments tab: North and South selected under Where does this run?, A role or department chosen under Who does it?, the role and department chips, and the Result line](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__schedule-and-assign-checklists__02-assignments.c132c8804a.png)

- **Leave roles and departments empty** to give the checklist to everyone at the location.
- **With roles or departments chosen,** employees see the checklist only if their role or department matches. Managers and admins see every shared checklist at their locations.
- A location where nobody matches the chosen roles or departments doesn't get the checklist that day.
- Deactivated people are skipped.

## Give one task to one person

A single task can go to a specific person while the rest of the checklist follows the template's assignment: open the task's pencil on the **Tasks** tab and choose someone under **Assign to person (optional)**. They get that task at the locations they belong to; at other locations it goes to whoever the template is assigned to.

## When checklists appear

Mays creates each day's checklists automatically, once a day, for each location's own date. A new template, or a change to one, shows up in the next day's checklists.

Need a checklist today? Go to **Tasks → Tasks**, click **Create Task** and choose **From Template**. Pick the **Template**, the **Location** and optionally a person under **Assign To** (it starts on **Location Task (any staff)**), and every task in the template is created for today, straight away. This ignores the template's days and its visibility window.

## Good to know

- **Managers** can only choose locations they're assigned to, and must choose at least one.
- **Inactive templates** don't run and don't appear under **From Template**.
- To see how each day's checklists went, use the [Operations Dashboard](https://www.mays.app/help/getting-started/your-dashboard) or **Tasks → Tasks** — see [Reviewing and rejecting completed tasks](https://www.mays.app/help/tasks-checklists/review-and-reject-tasks).
- If someone says a checklist is missing from their app, see [Why can't I see my tasks?](https://www.mays.app/help/tasks-checklists/why-cant-i-see-my-tasks)

## Related articles

- Tasks & checklists: [Creating a checklist template](https://www.mays.app/help/tasks-checklists/create-a-checklist-template) — Build an opening, closing or cleaning checklist once as a template — groups, tasks and answer types — and Mays turns it into your team's task list in the app.
- Tasks & checklists: [Why can't I see my tasks?](https://www.mays.app/help/tasks-checklists/why-cant-i-see-my-tasks) — The Tasks tab is empty or a checklist is missing? Usually you need to clock in, it's outside the checklist's hours, or it isn't assigned to your role or location. Here's how to check.
- Tasks & checklists: [Completing your tasks in the app](https://www.mays.app/help/tasks-checklists/complete-tasks-on-mobile) — Your checklist lives in the Tasks tab of the Mays app. Tick checkboxes with one tap, take photos, enter numbers, add a note — and fix and resend a task your manager sent back.
- Tasks & checklists: [Reviewing and rejecting completed tasks](https://www.mays.app/help/tasks-checklists/review-and-reject-tasks) — Check what your team completed — photos, numbers, notes — on the web Tasks page or in the app, and send a task back with a reason when it isn't done right.
- Team & roles: [Roles and permissions](https://www.mays.app/help/team-roles/roles-and-permissions) — What the built-in Admin, Manager and Employee roles can do, how location access works, and how to build a custom role from individual permissions.
- Team & roles: [Add and manage locations](https://www.mays.app/help/team-roles/add-and-edit-locations) — Add your stores to Mays, keep their address, phone, email and time zone up to date, and find each location's billing, phone receptionist and scheduling settings.

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Canonical: https://www.mays.app/help/tasks-checklists/schedule-and-assign-checklists