Overview

Every checklist run in Valzotra is permanently recorded. The checklist history gives you a searchable log of all completed, cancelled, and overdue runs across your properties. This log serves as documentation of your property management activity, which can support compliance efforts and operational reviews.

How it works

Viewing history

  1. Navigate to Checklists from the sidebar.
  2. Use the filters to narrow results by property, status (completed, cancelled, overdue, in progress, pending), assignee, or reservation.
  3. The list shows each run with its checklist name, property, status, completion percentage, assigned team member, and creation date.
  4. Click on a run to see the full detail view, including every step, who completed it, and the timestamp.

The run list is paginated (25 runs per page by default, up to 100) and sorted by creation date with the most recent first.

What is stored

For each checklist run, Valzotra stores:

  • Run metadata -- checklist name, type, property, reservation (if linked), assignee, due date, status, and completion percentage.
  • Step-level detail -- each step's title, type, required/optional flag, status (pending, completed, skipped), and position.
  • Completion records -- who completed each step, when they completed it, and any values they entered (text, numbers, notes).
  • Status transitions -- when the run started, when it was completed or cancelled, and who performed those actions.
  • Reassignment history -- if the run was reassigned, the previous assignee, new assignee, and who made the change.

Filtering by property and date

You can filter the checklist history by a specific property to see all operations performed there. Combined with date filters, this lets you answer questions like "What maintenance was done at 123 Main St in January?" or "How many turnovers were completed this quarter?"

Using history for compliance

Completed checklist runs provide timestamped evidence of property management activity. If you need to demonstrate material participation in your rental business for tax purposes, checklist history shows:

  • When you or your team performed work at each property
  • What specific tasks were completed
  • Who did the work and when

See Material Participation for more on how Valzotra supports this documentation requirement.

Limits & requirements

  • All team members with property access can view checklist run history for their assigned properties.
  • Owners and admins can view history across all properties.
  • Completed runs are retained indefinitely and are not deleted when a checklist definition is deleted.
  • Cancelled runs are also retained in history with cancellation details.
  • Run history is scoped to your organization. You cannot see runs from other tenants.

FAQ

Can I delete a checklist run from the history? No. Completed and cancelled runs are permanently recorded. This ensures your operational documentation remains intact.

How far back does the history go? Checklist history is retained indefinitely from the time your account was created. There is no expiration or automatic cleanup.

Can I export checklist history? The checklist history is accessible through the dashboard. For compliance documentation, you can reference the run detail views which include all timestamps and completion records.

What happens to history if a team member leaves? Their completion records are preserved. The history shows their name and the timestamp of each action they performed, even after they are removed from the team.