How to set up automated in app checklists for user onboarding in Userflow

If you want new users to actually understand your product, you can't just throw them into the deep end and wish them luck. That's where in-app checklists come in: they turn the confusing first few minutes into a guided, do-this-then-that experience. This guide is for anyone who wants to set up automated onboarding checklists in Userflow without spending days wrestling with docs or reinventing the wheel.

Whether you're in product, support, or design—if you're tired of watching users drop off because they miss key steps, this is for you.

Why In-App Checklists Actually Work (And Where They Fall Short)

Before you jump in, let's get real: in-app checklists are great for helping users hit the ground running. They break big tasks into bite-sized actions, show progress, and make the whole onboarding thing feel less overwhelming.

But checklists aren't magic. If your product is confusing, or if you try to cram in 20 steps, no amount of ticking boxes will save you. Keep checklists focused on true milestones—not every tiny action—and don't expect them to replace good docs or real customer support.

Step 1: Get Clear on What You Want Your Checklist to Do

Don’t start building yet. First, map out the actual steps new users need to complete before they “get it.” Not everything needs to be on the checklist. Focus on:

Critical first actions: The stuff users must do to see value. (e.g., integrate with another tool, invite a team member, set up their first project)
Quick wins: Fast, rewarding steps that show progress.
Unblockers: Steps that, if skipped, will cause confusion later.

Skip: Trivial stuff ("Update your profile picture") unless it’s essential.

Pro tip: Ask your support team what users always miss—that’s checklist material.

Step 2: Set Up Your Userflow Account and Project

If you’re not already using Userflow, sign up and install their tracking snippet or SDK in your app. This is straightforward, but don’t rush—if Userflow can’t “see” user actions, your checklist won’t be able to update automatically.

Go to Userflow and create a new flow: Pick the onboarding flow type.
Install the tracking code: Userflow gives you a snippet or integrations for common frameworks.
Test it: Make sure Userflow is tracking page views and clicks before you do anything else.

What trips people up: If your app is a single-page app (SPA), make sure Userflow is set up to track route changes, not just full page loads.

Step 3: Build the Checklist Structure

In Userflow, a checklist is a special kind of “flow.” Here's how to build one:

Create a new Checklist Flow:
In the dashboard, click “New Flow” and select “Checklist.”
Give it a clear name (users won’t see this, but you’ll thank yourself later).
Add steps for each key action:
Each step should be a clear, actionable task.
Keep the number of steps under 5 if possible. Users bail on long lists.
Configure the “done” conditions:
Here’s where things get interesting. Userflow can mark steps complete automatically based on user actions, like clicking a button, visiting a page, or completing a form.
Use Userflow’s visual selector to pick elements in your app, or set up custom events if needed.

Don’t overcomplicate: If you find yourself writing lots of custom code just to check off a step, ask if that step really needs to be there.

Tweak the display settings:
Decide if the checklist should always be visible, minimized, or appear only after a certain action (like after signup).
You can also set it to disappear once all steps are done.

Honest take: Resist the urge to “gamify” every little action. Users get annoyed by fake progress bars.

Step 4: Automate Step Completion (So Users Don’t Have To)

Automation is where Userflow shines. You want checklist steps to tick themselves off as soon as users do the thing—no manual checking.

Here’s what works:

Element tracking: Use Userflow’s Chrome extension to visually select a button, form, or menu item. Set the step to complete when the user interacts with that element.
Custom events: For more complex actions (like finishing a multi-step wizard), send a custom event from your app to Userflow when the action happens.
Page visits: Some steps can be marked done when the user lands on a specific page.

Here's what doesn't work so well:

Guessing user intent: Don’t assume a user “finished setup” just because they visited a page. Tie completion to real, observable actions.
Over-relying on timers: Avoid “wait 5 seconds, then mark complete.” Users notice, and it feels off.

Pro tip: Test each step with real users (or yourself in incognito mode). You’ll catch more edge cases than you expect.

Step 5: Target the Right Users with Checklist Triggers

Not every user should see every checklist. Use Userflow’s targeting to show checklists only when they’re relevant:

First-time users: Show onboarding checklists only to brand new signups.
Returning users: Hide onboarding, or show a “What’s new” checklist instead.
Role-based onboarding: If your app has admins and regular users, show different checklists.

Set up these conditions in Userflow’s targeting rules. This is easy to skip, but you’ll regret it if power users see baby-step onboarding every time they log in.

Step 6: Design for Clarity, Not Flash

A checklist isn’t a marketing popup. Keep it simple:

Clear, honest copy: “Connect your calendar”—not “Experience seamless productivity integration.”
Short explanations: If a step isn’t self-explanatory, add a sentence or link to docs.
Progress you can see: Users like seeing how many steps are left. Userflow handles this by default.
Dismiss option: Let users hide the checklist if they want. Forcing it leads to frustration.

Skip: Custom CSS and wild animations unless you really have a reason. Focus on usability.

Step 7: Test, Watch, and Iterate

You’re not done when the checklist goes live. Here’s what to actually do next:

Test as a new user: Use incognito or a test account. Walk through every step.
Check analytics: Userflow shows you completion rates for each step and the whole checklist.
Ask for feedback: Drop a “Was this helpful?” at the end. Real users will tell you what’s confusing or pointless.
Trim unnecessary steps: If nobody completes a step, it probably shouldn’t exist.

Reality check: Most onboarding checklists are too long and try to do too much. Ruthlessly cut until only the essentials remain.

What to Avoid: Common Pitfalls

Checklist bloat: More steps do not mean better onboarding. Three or four meaningful actions beat a laundry list every time.
Nagging: Don’t keep showing the checklist after it’s done, or if users dismiss it. Respect their choice.
One-size-fits-all: Segment users. Newbies need different guidance than power users.
Letting it rot: Your product changes. If you update your UI, make sure your checklist still works.

Keep It Simple and Iterate

Don’t chase perfection on your first try. A simple, focused checklist that updates itself beats a sprawling one that nobody finishes. Start small, watch how users interact, and tweak as you go. The goal isn’t to “force” users through onboarding—it’s to quietly help them get value, faster.

And if a checklist isn’t working? Don’t be afraid to scrap it and try something else. Sometimes, a short tour or well-timed tooltip does the job better. User onboarding is never “done”—but with Userflow, at least it doesn’t have to be painful.

Good luck, and keep it honest.