CheckFlow

What It Is

CheckFlow is a process automation platform designed specifically for IT and HR teams to build, run, and track recurring checklists and workflows. The company frames itself as a practical, affordable alternative to Process Street for teams managing multiple simultaneous processes. Built on a grid-based dashboard rather than card layouts, CheckFlow lets teams design a process once and run it consistently across hires, departures, client onboarding, and other recurring events, with tasks auto-assigned and deadlines enforced so processes run themselves with minimal manual intervention.

What You Build and How

CheckFlow uses a drag-and-drop template editor. You add controls to capture exactly the data your team needs: text fields, dates, file uploads, dropdowns, tables, and more. Conditional logic lets you show and hide tasks and controls based on values entered into specific controls. For example, if a user selects a product, CheckFlow displays tasks and controls related to only that product. You can create multiple conditional logic rules to control exactly how you want each process to behave, making checklists truly dynamic based on user input.

Enforced task order ensures all tasks before a halted task must be completed before subsequent tasks become available. Tasks can be automatically assigned by defining assignments in the template, including assignment to users, groups, or even to parameters, allowing you to set assignees when you create the checklist. All assignees are instantly notified via email whenever assigned to a task so your team always knows exactly what they need to work on.

Dynamic due dates allow you to create rules that determine when a task is due based on the checklist start date, the completion of other tasks, or even specific date controls within the checklist. When the checklist runs, dynamic due date rules react to user input and automatically adjust. Automatic email notifications send when a task becomes overdue. Custom notifications create an exact sequence of email notifications triggered by specific events: task due, task overdue, task completed, or checklist completed, with reminders before and after deadlines so the right person is always notified at exactly the right time.

Recurring checklists run automatically on custom schedules: daily, weekly, monthly, yearly, every other Thursday, every 3 months on the 15th. The company says it can cover every scenario you can think of, so you do not need to manually create checklists for recurring processes. Combine scheduling with other features and your processes can run and complete without any extra input from your team at all.

External users can access any checklist via a secure link without needing a CheckFlow account. You can add your own branding and subdomain for a white-label experience, protect access with a password, and set the link to expire after completion or after a specific date. This is particularly useful for managed service providers sharing process checklists with clients or HR teams sharing onboarding tasks with new hires before their first day.

The platform includes a tasks grid showing every task from every checklist and standalone one-off tasks in one filterable view. Save views for yourself or the whole team, snooze what can wait, and reassign in bulk. Standalone tasks let you raise one-off tasks without a template, then attach them to the checklist they belong to. They inherit the checklist's permissions and count toward its completion. Data sets keep clients, sites, products, or any reference table in one place, link to dropdowns and tables, and let a chosen record auto-fill the rest of the checklist.

A library organizes templates, knowledge base articles, files, and data sets in one home with folders, tags, search, version history, and folder-level permissions. Team-wide analytics filter by date range, template, user, and tag to show checklists completed, cycle time, overdue work, and the exact tasks that slow every process down. Export to CSV, Excel, or PDF for further analysis, and print checklists for offline use. Each template also has its own analytics tab in the library showing how that one process behaves across every run.

The REST API v3 covers checklists, tasks, templates, data sets, and schedules as JSON; real-time webhooks push events to any endpoint; an MCP server lets AI agents run your processes. Zapier integration connects to over 2,000 other apps without writing any code. The Enterprise plan adds dedicated database hosting and direct read-only database access.

Plans, Pricing, and Limits

CheckFlow publishes transparent pricing on its site: $10 USD per user per month on monthly billing, or $9 per user per month on annual billing with a 10% discount. The Business plan is the standard offering and includes unlimited checklists, unlimited templates, unlimited free guest user access, a shared team knowledge base, and full API access. An Enterprise plan adds SSO (SAML), dedicated database hosting, and direct read-only database access at $18 per user per month.

The company explicitly states its pricing is fully transparent with no sales calls, custom quotes, or surprises, in contrast to Process Street, which no longer publishes pricing publicly and requires contacting their sales team for a quote. Free trial is available with no credit card required. All Business plan customers get chat, email support, and scheduled video support calls.

On the Process Street comparison page, CheckFlow estimates that for a team of 20 users, CheckFlow costs around $180 per month compared to an estimated $415 or more per month on Process Street, saving over $2,800 per year. Process Street no longer publishes pricing publicly, and the estimated figures are based on publicly available information.

Who It Suits and Who It Does Not

CheckFlow is purpose-built for IT teams and HR teams managing dozens of simultaneous processes. The company says IT teams and MSPs are among its most active users and that it suits IT onboarding and offboarding. Its example for HR teams is sharing onboarding tasks with new hires before their first day. Managed service providers share process checklists with clients via white-label links, protecting access with passwords and expiration dates, letting MSPs deliver consistent processes to many clients without each needing a CheckFlow account. The company says the grid-based dashboard gives a live view of every active process across a team, and that IT and HR teams managing dozens of simultaneous processes find it more practical than a card-based layout. Every update is synchronized in real time across all users and devices.

Teams running simple checklists with few conditional branches may not need CheckFlow's full feature set. Teams needing to build general application backends should look at broader application builders, since CheckFlow focuses on checklist and workflow automation rather than custom database design or application logic outside the process domain.