The Complete Onboarding Checklist Template for SaaS Products

July 18, 2025

Onboarding checklists are one of the highest-impact features you can add to your product. They give new users structure, create a sense of progress, and dramatically improve completion rates. When done well, checklists can increase activation by 20-50%.

This guide provides a complete onboarding checklist template along with best practices for creating checklists that users actually finish.

Why Checklists Work

Checklists tap into fundamental psychology:

The Zeigarnik Effect: Uncompleted tasks create mental tension. Users are motivated to finish what they start.

The Zeigarnik Effect is a psychological phenomenon where people remember uncompleted or interrupted tasks better than completed ones. This creates cognitive tension that motivates completion. Named after Soviet psychologist Bluma Zeigarnik, the effect explains why unfinished tasks occupy mental space until resolved. Usetiful research on the psychology of user onboarding shows that this mental tension drives users to complete checklist items, which can dramatically boost activation rates. When users see a checklist showing "3 of 5 complete," the incomplete items create a mild discomfort that motivates them to finish. This isn't manipulation. It's working with a natural human tendency to achieve closure and complete what we've started. The drive to check off each remaining item can dramatically boost your activation rates as users feel satisfaction with each completion while also feeling compelled to finish the entire list.

Progress Principle: Visible progress toward a goal creates momentum and positive emotion.

Clear completion indicators satisfy users' psychological need for achievement while giving them motivation to continue. Chameleon research on onboarding checklist templates shows that progress bars, checkmarks, and percentage completion create positive feedback loops that encourage task completion. Interactive checklists work because they tap into our need to complete things, turning abstract tasks into concrete, achievable steps. Each completed item generates a small hit of dopamine and builds confidence that the remaining tasks are manageable. This momentum effect means users who complete the first one or two items become significantly more likely to finish the entire checklist than users who haven't started.

Cognitive Offloading: Checklists reduce mental load by tracking what's done and what remains.

Users don't have to remember what they've accomplished or what's still needed. The checklist handles that tracking automatically. The mental bandwidth freed up can be redirected toward actually using and understanding your product. For new users already overwhelmed by learning a new interface, reducing cognitive load wherever possible improves comprehension, reduces frustration, and speeds up time to value.

Achievement Satisfaction: Checking boxes feels good. Small completions release dopamine.

The act of marking items complete triggers positive neurological responses that create an association between your product and feelings of accomplishment. Gamification research from Insaim on SaaS onboarding best practices shows that using psychological triggers like rewards, competition, and achievements makes the onboarding process engaging and habit-forming. By incorporating game-like elements in your UX design, your product motivates users to complete tasks, which leads to higher retention rates.

Research shows that tasks with visible progress are 40% more likely to be completed than those without. This finding, validated across multiple studies, shows just how much simple progress visualization affects user behavior and onboarding completion rates.

Anatomy of an Effective Checklist

Essential Components

Title: Clear, benefit-oriented ("Get Started" or "Set Up Your Workspace")

The checklist title sets expectations and frames the purpose of the tasks ahead. Benefit-oriented titles like "Get Started in 5 Minutes" or "Set Up Your Workspace" communicate value and time investment upfront. They help users understand what they're committing to before they begin. Generic titles like "Onboarding" or "Setup" fail to convey urgency, benefit, or time commitment, which reduces user motivation to engage.

Progress Indicator: Visual representation of completion (bar, fraction, percentage)

Progress visualization is probably the single most critical element of effective checklists. Procreator Design research on SaaS onboarding design emphasizes that clear completion indicators satisfy users' psychological need for achievement while giving them motivation to continue. Progress bars typically outperform simple numeric indicators (like "3 of 5") because they create a stronger sense of momentum through visual fill that grows with completion. The progress bar provides immediate, visceral feedback that users are making meaningful progress, which triggers the Progress Principle that drives continued engagement.

Items: 5-7 action-oriented tasks

Experts recommend limiting product onboarding checklists to 3-5 essential tasks maximum. Research shows completion rates drop dramatically beyond five items as users experience decision paralysis. Chameleon data confirms that checklists with 3-4 items achieve 75-85% completion, while 5-6 items achieve 60-70% completion. More than 7 items significantly reduces completion to 45-55% or lower. This decline happens because users get overwhelmed by the perceived effort and question whether completing all tasks is worth it.

Item States: Clear visual distinction between complete, in-progress, and incomplete

Visual clarity in item states prevents user confusion and reinforces progress. Incomplete items should use neutral colors with empty checkboxes at full opacity to indicate tasks awaiting completion. Completed items benefit from success colors (typically green), filled checkboxes, and a slightly faded appearance to signal they're finished and no longer need attention. Current or next items can be highlighted with brighter colors or animated attention indicators to guide users toward what to do next.

CTA: Primary action button that takes users to the next incomplete item

The primary call-to-action button serves as the entry point for users ready to make progress. Rather than requiring users to click individual items to begin, a prominent "Continue" or "Next Step" button that automatically advances to the next incomplete task reduces friction and maintains momentum. This single-click progression keeps users focused on completing tasks rather than navigating the checklist interface.

Optional Enhancements

Celebration: Animation or message when completing items or finishing
Time Estimate: "About 5 minutes" sets expectations
Skip Option: Let users dismiss without completing
Rewards: Gamification elements like badges or unlocks

The Template Structure

Here's a proven checklist structure that works for most SaaS products:

Checklist Items

Item 1: Quick Win (30 seconds)
The first item should be almost impossible to fail. It builds momentum and confidence.

Example: "Complete your profile"
Example: "Name your workspace"
Example: "Choose your theme"

Item 2: Core Setup (1-2 minutes)
Essential configuration that enables value.

Example: "Create your first project"
Example: "Add your first contact"
Example: "Connect your email"

Item 3: First Value Moment (2-3 minutes)
The action that delivers the core product benefit.

Example: "Send your first message"
Example: "Generate your first report"
Example: "Create your first design"

Item 4: Integration/Enhancement (1-2 minutes)
Extend value with connections or customization.

Example: "Connect to Slack"
Example: "Import your data"
Example: "Customize your dashboard"

Item 5: Team/Social Element (1-2 minutes)
Add the multiplayer dimension that increases stickiness.

Example: "Invite your first teammate"
Example: "Share with your team"
Example: "Assign your first task"

Item 6: Advanced Feature (1-2 minutes)
Introduce a power feature that demonstrates depth.

Example: "Set up automation"
Example: "Create your first template"
Example: "Configure notifications"

Item 7: Completion/Celebration
Acknowledge completion and transition to ongoing use.

Example: "Explore more features"
Example: "Visit the resource center"
Example: "You're all set!"

Why This Order Works

Easy start builds confidence
Quick value demonstrates why they're here
Enhancement shows depth
Social element increases switching costs
Advanced feature reveals growth potential

Writing Effective Checklist Items

Action-Oriented Copy

Every item should start with a verb and clearly describe the action:

Good:

Create your first project
Invite a team member
Connect your calendar

Bad:

Projects
Team members
Calendar integration

Benefit-Hinting Descriptions

Include a brief reason why each item matters:

"Create your first project — Organize your work in one place"
"Invite a team member — Collaborate in real-time"
"Connect your calendar — Never miss a deadline"

Specific Over Vague

Users should know exactly what to do:

Good: "Add 3 tasks to your project"
Bad: "Set up tasks"

Good: "Upload your logo"
Bad: "Customize your workspace"

Checklist Design Best Practices

Visual Progress

The progress indicator is crucial. Options include:

Progress Bar: Visual fill that grows with completion
Fraction: "3 of 7 complete"
Percentage: "42% done"
Dots/Steps: Individual indicators for each item

Progress bars typically perform best because they create the strongest sense of momentum.

Completion States

Clear visual distinction between states:

Incomplete: Neutral color, empty checkbox, full opacity
Complete: Success color (green), filled checkbox, slightly faded
Current/Next: Highlighted, possibly animated attention indicator

Placement Options

Persistent Widget: Always visible in corner or sidebar
Modal on Entry: Appears when users arrive, dismissible
Dashboard Component: Part of the main interface
Expandable Launcher: Collapsed state with expansion

Persistent placement generally outperforms modals for completion rates.

Mobile Considerations

On mobile:

Ensure touch targets are large enough
Consider collapsible design for screen real estate
Test scroll behavior with checklist overlay
Simplify to fewer items if necessary

Gamification Elements

Progress Rewards

Partial Completion:

Encouraging message at 50%
"Great progress!" notification

Full Completion:

Celebration animation (confetti, etc.)
Completion badge
"Setup Complete" achievement
Discount or extended trial (optional)

Streaks and Bonuses

For products with daily use, consider:

Day 1, Day 3, Day 7 check-ins
Bonus items for power users
Time-based challenges

When to Avoid Gamification

Gamification can backfire when:

Users are in a hurry
The product is serious/professional
Users are sophisticated/skeptical
It feels manipulative or childish

Know your audience.

Implementation Approaches

No-Code Tools

Most onboarding platforms support checklists:

Included:

Appcues (Growth plan+)
Userpilot
UserGuiding
Userflow
Chameleon

How They Work:

Define checklist items in dashboard
Link items to events or page visits
Tool tracks completion automatically
No engineering required for basic checklists

Custom Implementation

For more control, build custom:

State Management:

Store completion state in user profile
Track individual item completion
Persist across sessions

Event Tracking:

Fire events when items complete
Connect to analytics
Enable segmentation based on completion

UI Components:

Build reusable checklist component
Animate progress updates
Handle edge cases (refresh, multiple tabs)

Hybrid Approach

Use no-code tool for quick deployment, plan custom implementation for long-term:

Launch with tool to validate checklist
Optimize based on data
Build custom when confident in structure
Maintain flexibility for iteration

Measuring Checklist Success

Key Metrics

Checklist Start Rate: % of new users who see the checklist

Target: 80%+ (if auto-shown)

Item Completion Rates: % completing each individual item

Look for drop-off patterns
Items below 50% need attention

Checklist Completion Rate: % who finish all items

Benchmark: 40-60%
Elite: 70%+

Time to Completion: How long to finish checklist

Benchmark against your estimate
Long times indicate confusion

Correlation with Activation: Do checklist completers activate at higher rates?

This validates your checklist actually helps

A/B Test Ideas

Number of Items:

Test 5 vs 7 vs 10 items
More items = lower completion but more education

Item Order:

Test different sequences
Which order drives activation best?

Progress Display:

Bar vs fraction vs percentage
Which motivates better?

Rewards:

With vs without completion celebration
Does gamification help your audience?

Real-World Examples

Notion's Checklist

Notion uses a minimal checklist focused on templates:

Choose a template to start
Create a page
Add content
Share with someone

It's short because Notion's flexibility requires exploration over prescription.

Slack's Checklist

Slack focuses on team dynamics:

Create a channel
Send a message
Invite teammates
Connect an app

The order drives to the core value (messaging) quickly, then expands to stickiness factors.

Asana's Checklist

Asana's longer checklist teaches project management:

Create a project
Add tasks
Set due dates
Assign teammates
Mark tasks complete
View in different views
Use keyboard shortcuts

More educational because project management has a learning curve.

Common Mistakes to Avoid

Too Many Items

More than 7 items reduces completion rates significantly. If you need more education, use progressive disclosure or follow-up checklists.

Vague Items

"Set up your account" tells users nothing. Be specific: "Upload your profile photo and company logo."

Wrong Order

Starting with hard items kills momentum. Always begin with the quickest win.

No Progress Indicator

Without visible progress, users don't feel the momentum that drives completion.

Mandatory Completion

Forcing users to complete checklists before using the product creates resentment. Let users skip or dismiss.

Set-and-Forget

Checklists need optimization. Launch, measure, and iterate.

Checklist Template Quick Reference

Use this template structure for your checklist:

[Progress Bar: 0/6 complete]

☐ Quick Win (30s)
   Subtitle: Why this matters
   → Links to: [specific location]

☐ Core Setup (1-2min)
   Subtitle: Why this matters
   → Links to: [specific location]

☐ First Value (2-3min)
   Subtitle: Why this matters
   → Links to: [specific location]

☐ Integration (1-2min)
   Subtitle: Why this matters
   → Links to: [specific location]

☐ Team Element (1-2min)
   Subtitle: Why this matters
   → Links to: [specific location]

☐ Advanced Feature (1-2min)
   Subtitle: Why this matters
   → Links to: [specific location]

[Complete: Celebration screen with next steps]

Getting Started

List all actions new users should take
Prioritize by impact on activation
Select 5-7 highest-impact items
Order from quickest win to more complex
Write clear, action-oriented copy
Design with progress indicators
Implement with tracking
Measure and iterate

A well-designed user onboarding checklist can transform your activation rates. Start simple, measure results, and refine based on what you learn.

Continue building your onboarding: First-Time User Experience Guide and Psychology of User Onboarding.

Frequently Asked Questions

How many items should a SaaS onboarding checklist have?

An effective onboarding checklist should have 5-7 items. Research shows checklists with 3-4 items achieve 75-85% completion, 5-6 items achieve 60-70% completion, while more than 7 items significantly reduces completion rates.

What is the best order for onboarding checklist items?

Start with a quick win item that takes 30 seconds to build momentum, then core setup (1-2 minutes), first value moment (2-3 minutes), integration or enhancement, team element for stickiness, and finally an advanced feature to show product depth.

Why do onboarding checklists increase activation rates?

Checklists leverage psychology including the Zeigarnik Effect (uncompleted tasks create mental tension), the Progress Principle (visible progress creates momentum), and cognitive offloading (reduces mental load). Research shows tasks with visible progress are 40% more likely to be completed.

What is a good completion rate for an onboarding checklist?

The benchmark completion rate for onboarding checklists is 40-60%, with elite performers achieving 70% or higher. Individual items below 50% completion need attention and optimization.

Should onboarding checklists be mandatory or optional?

Onboarding checklists should be optional with skip or dismiss options. Forcing users to complete checklists before using the product creates resentment. Let users explore freely while the checklist provides guidance and structure.