Subtask Checklists: Track Sub-Steps Inside a Task

Some tasks are really a series of small steps. "Turn in Listing Paperwork to Office" might mean the listing agreement, the property disclosure, the lead-based paint disclosure, and the consumer guide. You don't want each of those to be its own dated task cluttering your list, but you do want to make sure none of them slips.

Subtask Checklists let you add a named checklist of check-off items right inside a single task. Think of it like a mini to-do list that lives on the task and shares the task's timing. You check items off as you go, everyone can see who did what and when, and Nekst reminds you if anything's still unchecked when you complete the task.

If a task has a lot going on, you can add more than one checklist to it and group the steps however makes sense. A single checklist is all most tasks need.

Subtask Checklists are available on Standard Tasks only, not on Email, SMS, or Appointment tasks.

What a Subtask Checklist is (and isn't)

A Subtask Checklist is a basic, standard checklist. It's a title and a list of items you check off. On purpose, it does not include:

• Individual due dates on items (they share the task's date)
• Individual assignees on items (they belong to whoever works the task)
• Email, SMS, or Appointment item types (those are still full tasks)

It's meant to be quick and lightweight, not a second layer of scheduled tasks.

Add a checklist to a Workflow task

Adding checklists to a Workflow task means every transaction you launch from that Workflow starts with the checklist already built in.

1. Open the task inside your Workflow.
2. Add a checklist and give it a title (for example, "Listing Paperwork").
3. Add items to the checklist, one per line.
4. Repeat to add more checklists or more items.

On a Workflow task, checklist items are definitions only. They're the template. You can't check them off here, because there's no live transaction yet. Checking happens once the Workflow is applied and real transaction tasks exist. You can additional checklist items and rearrange the order within a Workflow task.

How checklists carry onto your transactions

When you apply a Workflow to a transaction, each task's checklists and items are copied onto the tasks that get created. From that point they're independent:

• Editing a checklist on a live transaction task does not change the Workflow.
• Editing the Workflow later does not change transactions you've already launched.

So your template stays clean, and each transaction's checklists are yours to adjust.

Work a checklist on a task

On a live transaction task you can check items off, and you can also manage the checklists themselves.

Check or uncheck an item. Click the checkbox next to an item as you finish that step; checked items are crossed off. Checked one by mistake? Uncheck it. Each checked item shows, right inline, who last checked it and when (for example, 7/2/24, 1:56pm), so anyone looking at the task knows the step was handled and by whom.

See the full trail. The inline note shows only the most recent check. The complete record, every check and uncheck, by whom and when, is kept in the task's History.

Add, rename, delete, and reorder. On the web app you can add a new checklist to a task, add items, rename or delete a checklist (deleting it removes its items), and drag checklists or items into whatever order you want. Deletions take effect immediately.

See your progress at a glance

You don't have to expand a task to know where it stands.

• The collapsed task row shows a progress counter next to the assignee, for example 3/4. If the task has more than one checklist, the counter totals every item across them.
• Click that counter to open a dropdown and check items off right there, without expanding the whole task. (Clicking the task name still expands the task as usual.)
• When the task is expanded, each checklist also shows its own checked/total counter next to its title.

Completing a task with unchecked items

If you complete a task while some checklist items are still unchecked, Nekst shows a "Not all checklist items are checked" warning and lists the ones you missed, grouped by checklist.

This is a heads-up, not a hard stop. Choose Complete Anyway to finish the task. Nekst won't auto-check the remaining items for you, so the record stays accurate.

On the mobile apps

From the mobile app you can check, uncheck, and delete items, and you'll see the same checklists, counters, and inline "who checked it" details as on the web. Building checklists, which means adding or renaming checklists, adding items, reordering, and setting them up on Workflow tasks, is done on the web app.

Good to know

• Checklists are for Standard Tasks only. Email, SMS, and Appointment tasks don't have them.
• A task with no checklist behaves exactly as it always has: no counter, no completion warning.
• Checklists have no dates or assignees of their own; they follow the task they live on.
• If a checklist change ever fails to save, Nekst reverts it and shows an error rather than losing it quietly.

Updated on: 07/30/2026