How to Create Checklists and Manage Event Tasks
In This Tutorial
You have a sticky note on your laptop, an email with something you need to get done, a Google Doc checklist from 2022, and a client texting you asking if the florist is confirmed. Sound familiar? The difference between a smooth event and a disaster often comes down to whether everything actually got done - not just written down somewhere, but assigned to someone, given a due date, tracked, and checked off.
Ripluo's checklist tool gives you one place to track every task, assign it to the right person, and see at a glance how close you are to being event-ready. And with Buildr AI, you do not have to start from scratch - it can generate a full checklist for you in seconds.
Step 1: Create a Checklist
Navigate to your event and click Checklists in the left sidebar. Click "Create Checklist" and give it a name that describes the scope - "Venue Setup Tasks," "Marketing and Promotion," "Day-Of Operations," or simply "Master Checklist." You can create multiple checklists per event to organize tasks by category, phase, or team.
Step 2: Add Tasks
Click "Add Task" and type your first to-do. Keep task names action-oriented and specific:
- "Confirm catering headcount with venue" (not just "Catering")
- "Submit parking permit application to city" (not just "Parking")
- "Send final timeline to DJ and photographer" (not just "Vendors")
Specific task names make it clear what "done" looks like, which is critical when you are delegating to team members.
Step 3: Set Priorities and Due Dates
Click on any task to expand it and set its details. Each task supports:
- Priority - Mark tasks as Urgent, High, Medium, or Low priority so your team knows what to tackle first
- Due Date - Set a deadline for a specific date, or set it relative to the event (e.g., "30 days before"). Tasks approaching their due date will surface in your dashboard
- Hyperlinks - Link to external documents, vendor websites, or shared files so everything the assignee needs is right on the task
- Notes - Add any context, instructions, or reference information the assignee needs
A good rule of thumb: set high priority on anything that blocks other tasks. If you cannot order table linens until the floor plan is finalized, the floor plan task is high priority.
Once you have due dates on your tasks, click "Planning Timeline" at the top of your checklists view. Ripluo automatically categorizes your tasks into time-based buckets - "7 to 12 months out," "3 to 4 months out," "1 month out," and so on - based on how far each due date is from your event. As you add or change due dates, tasks move into the right bucket automatically. It is a countdown-style view that shows you exactly what needs attention now versus what can wait.
Step 4: Break Down Tasks with Subtasks
Some tasks are too big for a single checkbox. "Coordinate catering" might involve getting quotes, scheduling a tasting, confirming the menu, and submitting the final headcount. In Ripluo, you can add subtasks under any parent task to break it into manageable steps.
Click on a task, then click "Add Subtask" and list each step. Subtasks have their own checkboxes, so you can track progress on complex items without losing the big picture. The parent task shows a completion count (e.g., "2 of 4 subtasks complete") so you always know where things stand.
Step 5: Assign Tasks to Team Members
If you are working with a team, assign tasks to specific people so there is clear ownership. Click a task and select an assignee from your team members. The assigned person will see the task in their view, and you can filter the checklist to see only tasks assigned to a particular person.
Clear ownership eliminates the "I thought you were handling that" problem. When every task has a name next to it, accountability is built in.
Step 6: Communicate with @Mention Comments
Need to ask a question about a task or share an update? Use the comments section on any task. Type @ followed by a team member's name to mention them directly. They will be notified so they can respond without you having to chase them down separately.
Comments keep the conversation tied to the task itself instead of scattered across email, texts, and Slack. Three months from now when you are planning a similar event, you can look back at the comments to remember how you resolved that vendor issue or why you changed the seating layout.
Step 7: Track Progress with Auto-Sort
As you check off tasks, Ripluo automatically sorts completed items to the bottom of the list. This keeps your active to-dos front and center while maintaining a record of everything you have already done. Your checklist becomes a living progress tracker - you can see at a glance what percentage of tasks are complete and what still needs attention.
The dashboard also rolls up pending tasks across all your events, so you get a bird's-eye view of your overall workload without clicking into each event individually.
Step 8: Let Buildr AI Generate a Checklist for You
Do not want to start from a blank page? Click the Buildr AI button in the bottom-left corner of your toolbar. Click the little stars button to see pre-written prompt starters organized by category - vendor checklists, marketing checklists, day-of operations, and more. Select one and customize it for your event, or write your own prompt from scratch.
For example: "Create a pre-event vendor coordination checklist for a corporate gala." In a matter of seconds, Buildr AI generates a complete checklist with tasks organized by category. It might even think of things you and your team would not have come up with on your own. Review the suggestion, click "Confirm", and the checklist loads directly into your event.
Of course, AI tools can make mistakes - so go through and double-check everything, assign tasks to people, adjust priorities, and add your own notes. But it is a great way to get a jump start instead of building everything from scratch.
Step 9: Save Your Checklist as a Reusable Template
Once you have a checklist you love, you can save it as a template so you never have to rebuild it from scratch. Click the three dots in the top-right corner of your event and select "Save as Template." Name your template something descriptive like "Corporate Gala Template" and select "Checklist Only" (or include schedules and budgets too if you want the full package).
Next time you create a similar event, import the template and start with a proven checklist instead of a blank page. Templates are available on upgraded plans (Plus, Pro, or Enterprise).
Get Started for Free
Ready to get every task out of your head and into a system? Create your free Ripluo account and build your first checklist today. All checklist features - tasks, subtasks, priorities, due dates, comments, and Buildr AI - are included in the free plan.
Frequently Asked Questions
Can Buildr AI generate a checklist for me?
Yes. Click the Buildr AI button, select a pre-written prompt starter or describe your event in your own words, and it will generate a structured checklist with tasks organized by category. You can edit, assign, and customize everything after generation.
Can I create multiple checklists for one event?
Yes. You can create as many checklists as you need - one per category, one per team, or one per phase of planning. Whatever structure makes sense for your workflow.
Do completed tasks get deleted?
No. Completed tasks are automatically sorted to the bottom of the list so they stay out of your way but remain accessible. You can uncheck a task at any time to move it back to the active list.
What is the Planning Timeline view?
The Planning Timeline automatically organizes your tasks into countdown buckets based on how far each due date is from your event - "7 to 12 months out," "3 to 4 months out," "1 month out," etc. As you add or change due dates, tasks move into the right bucket automatically. It is included in the free plan.
Are checklists included in the free plan?
Yes. All checklist features are available on the free plan, including tasks, subtasks, priorities, due dates, notes, comments, and Buildr AI. Team assignment requires team members to be added to your event. Saving events as templates requires an upgraded plan.
