Completing a Task vs. Completing an Ad-Hoc Checklist: What's the Difference?

1. Two Ways to Complete a Checklist

There are two ways to fill out a checklist in Xenia on mobile. They use the same form, but they start differently and create different records.

2. Path 1 — Completing a Task (Project-Generated)

This is the standard daily workflow. A project has been set up by your admin to deploy a checklist to your role at your location on a schedule. At the configured start time, a task appears on your home screen. You tap it, tap Start, complete the checklist, and submit.

What's different:

• The task was assigned to you automatically by the project
• The task has a start time and a due time — it's on a deadline
• The Location step is pre-filled automatically — you don't select your store
• Completing the task generates a submission AND marks the task as Completed
• If you don't complete it by the due time, it becomes Overdue or Missed
• The task appears in project completion reporting — your manager can see whether it was done on time, late, or not at all

When to use: Your daily operational checklists — opening procedures, temperature logs, cleaning verifications, weekly store walks. Anything your admin has scheduled for you. 

3. Path 2 — Completing an Ad-Hoc Checklist (Templates Tab)

This is the on-demand path. You open the Templates tab, find a form, and start a new submission without any task assigned to you. There's no due time, no pre-filled location, and no project tracking it.

How to do it:

1. Tap the Templates tab at the bottom of the screen
2. Tap My Templates
3. Browse the folders or search for the form you need
4. Tap the form → tap Start Submission
5. Fill in the Location step manually — select your store from the dropdown
6. Complete the checklist and submit

What's different:

• No task — you're starting from scratch
• No due time — no deadline tracking, no overdue status
• You must manually select your location — it doesn't pre-fill
• The submission is recorded in the template's submission history
• It does NOT appear in project completion reporting (because there's no project)
• Corrective tasks and notifications still fire if configured

When to use: Incident reports, vendor issue forms, work requests, customer feedback forms, or any form that's completed when something happens — not on a fixed schedule. 

4. Key Differences at a Glance