Can't make personal checklists for users

Hi there, really struggling with this – I’m making a group trip app, and I figured out how to 1. set up user profiles and 2. make it so people can favorite individual locations. HOWEVER, i added a packing list tab, and that is not controlling per individual users. Any thing I check off in one profile applies to all of them. I’m at my wit’s end with row owners and they don’t make any sense, can someone help?


If the list items are shared among all users, then you can create a user specific column to hold the checked true or false value. It will use the same column for everybody, but everybody’s experience will be unique to them.

If each user can have there own list of items, then you can filter by signed in user (less secure), or use row owners (more secure) on a column that contains the user’s email. That will filter the list down so they can only see and check off their own items.


Hi, Jeff thanks for this answer (even though it’s been a year) I’m in a similar situation. However not exactly.

I’m making Quality Control Checklist where each item needs to hold unique values across (not users but projects.

Right now when I’m in Project A, and checkoff an item in a related checklist with subsequent checklist items, that item gets checked off in all projects (that use the same quality control checklist)

Any ideas on how to create a separate instance of the shared Quality Control list (or any other approach)?

Thanks so much.

That gets tricky. When using a user specific column, the value is specific to one user, so that won’t work in this case.

Sharing a list among different projects instead of different users is a lot more involved.

I’d say the absolute easiest way would be to generate separate lists for each project, but the hardest part of that is figuring out how to add multiple rows at once.

  • You could have a custom action with several Add Row actions to add each team row for a new project.
  • Or you can use a third party service, such as Zapier, Make, Google Scripts, etc.

A more involved way would be to have a shared list. You really couldn’t use the standard checklist layout. You would have to use a standard list layout with actions to mark a list item as checked or not. Then through some backend logic in the table, and some additional actions, what you would want to end up with is a joined list of Task Row IDs (comma delimited list) that gets saved in the project row. It’s kind of complicated to explain step by step. I would recommend checking out the thread below. The third example in that post allows for saving and recalling saved items. It’s not an exact example, but might help give you some ideas.

A third alternative that might be even easier, would be to use a multi-select choice component for people to check off their tasks. The secrets will be saved to a single cell in the project row. (I recommend displaying the task, but write the row I’d for that task.) There are some ways to still display the list with check marks within the project, but would involve writing the project I’d to the user table when opening the project, bring that into the team table using a template or single value column to populate that project on all rows. Then create a Relation to link the project ID to the project table. Then create a Lookup column to bring in the comma delimited list of checked off tasks. Then create an IF column to check if the tasks Row ID is included in the lookup column. If it is, return a :white_check_mark: emoji or something similar.

Ultimately you could mix and match parts of all three methods as needed. It all highly depends on how your data is set up and how you want it all to look and work in the end.


Thanks so much for your quick and thorough answer, Jeff. I appreciate it.

I even thought about creating a user email for each project but things get complicated when it comes to setting up shared permissions.

I then thought of somehow making an array copy of the list, on each project creation. But couldn’t see a simple way to accomplish this.

I’ll take a look at the thread you’ve linked to. And play around with the last two methods you’ve suggested.

Thanks again for your generosity.

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