🎯 Each section provides a step-by-step video walkthrough showing the downstream impact that disabling, deleting, or deactivating task lists has on task data and reporting. Immediately Below is also a shortened version of each option.

Article Summary: 3 Options to remove task lists or specific assignments (i.e breakfast period only)

🚫 Disable allows you to temporarily turn off a task list without fully deleting the task list. All existing completion data is preserved, and the task list can be re-enabled within the same day without requiring users to complete tasks again. If its re-enabled the for a day later in the future you will not be penalized for non completion during the days it was disabled.
🗑️ Delete permanently removes a task or assignment from active use. Historical data collected prior to deletion is still retained for reporting and audit purposes in certain reporting formats (PDF Task Responses). If a task list or assignment with the same exact name is created later, it technically will be treated as a brand-new assignment with no connection to the original data set other than the ability to still filter for the list name and include pre deletion and post delation data in the date scope (test this)
⛔ Deactivate (for ad-hoc task lists only) functions similarly to deleting a list. Any data captured before deactivation remains retrievable but it can not be accessed again to continue completion if for example deactivated mid list completion. If the same list is recreated later, it will be treated as a completely new assignment rather than a continuation of the original one.

▶️ Reactivating Lists
If you chose Option 2, the list(s) will need to be reassigned if they are needed to be added back into your operational checklists.

When re-assigning lists, whether ad-hoc in the app or through the dashboard, please be mindful of the location / department, and roles selected during schedule creation. These settings determine which users can view and complete the lists (learn more here)

Department – Select the department you want the list assigned to.
Role – Select which users should see the list (Leave this blank if all users should have access, or you can individually select each role).
Recurrence – Set how many times the list should appear (per day).
Assignment - An assignment is a specific occurrence within a list. For example, you may have a product temperature log where one assignment is the breakfast temperature log and another assignment is the lunch temperature log (learn more here)

💭 Reporting Considerations:

If a list has no active assignments, it will not appear on the data dashboard, downloadable reports, or in the mobile app. If it’s reactivated, those options and the associated data will become available again.

As mentioned, there are slight differences in reporting impact between deleting/deactivating and disabling. Enabling/disabling a list preserves the completion data for that specific list instance. However, deleting and recreating a list will still save any task list data completed but it will not be filterable on the task dashboard or searchable in the task download reports.

Status	Data Preserved	Task Dashboard	Downloadable Reports
Active list with active assignments	✅	✅	✅
Disabled list	✅	❌ (until reactivated)	❌ (Not until reactivated. Once active all reports will be available for download). The Task Dashboard may have a slight delay in repopulating data
Deleted/Deactivated list	✅	❌	❌ (Only PDF Task Response will pull historical data pre- delation. Prequiste is atleast one assignment reactivated)

⚙️ Other Adjustments

Additionally, other elements, such as ingredients can be modified directly within the dashboard as needed. To learn more, please refer to the Task Management dashboard article here.

Full Breakdown

🚫 Option 1: Disabling List Assignments (Dashboard)

➡️ Task Management > View Task Lists > Vertical Ellipsis (⋮) > Disable

Task Dashboard Update

🗑️ Option 2: Deleting List Assignments (Dashboard) Full sequence

✅ Task List Completion:
A user completes tasks in the mobile app for a given checklist

📊 Task Dashboard Response:
Within a few minutes, the completed task data will appear on the Task Dashboard

🗑️ Task List/Assignment Deleted:
The task list or assignment is deleted (not disabled) for one reason or another.

🔄 Dashboard Update:
Once deleted, the dashboard will no longer display that assignment or task list.

📁 Pulling Historical Data:
Do not worry — the historical data associated with that assignment or list is not gone.

Unlike disabling and re-enabling a list, if an assignment is deleted, it will not reappear on the dashboard automatically. If you create a new “Lunch Period” assignment with the same conditions, it will be added back to the list but treated as a separate assignment to maintain reporting consistency.

To help keep reporting organized, we recommend using consistent naming conventions when recreating assignments or lists.

Historical data will still be available in the General Reporting section as long as the task list itself remains active. If the list is inactive, it will not appear in the dropdown menu. Simply reactivate the list, and all associated historical data will populate again, as the data is never permanently deleted regardless of status.

➕ Adding the Assignment Back:
You add the assignment back using the same name you can still get the data from the PDF task response list but you will not be able to filter for older data on the task dashboard or pull it from othe reports.

📝 Completing the New List:
Users begin completing tasks on the newly created list.

📌 Dashboard Behavior for New Assignments:
The new list displayed on the dashboard will not include historical completions from the previous “Lunch” assignment. It is treated as a brand-new assignment under the same task list.

📄 Reporting Differences:
Only the PDF Task Response report will display deleted assignments. Other report formats will only display the currently active assignments.

⛔ Option 3: Long Press (Mobile App - Ad Hoc Lists Only):

For unexpected situations where a list is no longer needed, team members can use the long-press function directly in the app to deactivate the list for the day.

✅ Task List Completion:
A user completes tasks in the mobile app for a given checklist.

📅 Schedule Management:
Ad-Hoc list schedules can be identified by the "One Time" day in the active schedule column

📊 Completion Percentage:
Real-time updates to the task dashboard completion percentages are reflected as list questions are completed, and are applied to the same list. Whether it is set up on a scheduled cadence or part of a previous ad-hoc list.

🚫 Ad-Hoc list deactivated:
Long pressing the list to deactivate it (remove it) from the available lists to complete.

🔄 Dashboard Change:
Once deactivated, the dashboard will no longer display that assignment or task list, and it will be removed from the completion percentage.

Example:

Temperature Log Breakfast was completed on 05/22/26 with 100% completion.
That same day, Temperature Log Breakfast was deleted while the Lunch and Dinner logs remained active.
On 05/23/26, Temperature Log Breakfast was re-added under the same task list, and 75% was completed.

If you filter the dashboard for Temperature Log Breakfast from 05/22–05/23, only the 75% completion from 05/23 appears.

>>> This same behavior also applies to full checklists. For example, if all three assignments are completed, the checklist is deleted, and then recreated the next day using the same naming convention, the previous completion history is not displayed.

📊 Reporting
If a list is reactivated, all reporting will reflect the most recent completion percentage for that list. Historical responses can still be accessed in the PDF Task Response Report; however, the completion percentage shown will only reflect the most recent set of responses.

Example:
A “Deep Cleaning” list is created and 57% is completed, then deleted. The same “Deep Cleaning” list is later recreated and 33% is completed.

The PDF Task Response Report will show 33% completion (left column), which matches the task dashboard. However, the report will also include the earlier responses from the 57% completion in the right column.

Deleting / Disabling Task List Assignments

Whether a list is being indefinitely removed or temporarily paused—for reasons such as renovations or a one-off issue, the PathSpot system is responsive and dynamic, allowing you to remove assignments so your team isn’t penalized for tasks they don’t need to complete.