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A Checkbox field records a binary state, such as yes/no, on/off, or done/not done. Users can click a cell to switch between checked and unchecked.

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Use Cases

ScenarioGood for
Task completionDone, processed, archived
Quick flagsVIP, blocked, needs restock
Process checkpointsImage uploaded, copy reviewed, approval passed
Automation triggersSend a notification, update a status, or start the next step after a box is checked

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Create and Configure

1

Choose the field type

Click the + on the right side of the table header, then choose Checkbox from the field type list.
2

Name the field

Enter a field name, such as “Done”, “VIP”, or “Approved”.
3

Set the default value

Choose whether new records should be checked or unchecked by default.
4

Save the field

After saving, users can click cells to switch the state.

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Common Uses

  • Task status: Use a “Done” field in a task table, then create an “Incomplete tasks” view that only shows unchecked records.
  • Quick flags: Mark “VIP” in a customer table or “Needs restock” in an inventory table.
  • Process checkpoints: Add fields such as “Image uploaded” or “Copy reviewed” in a content calendar so collaborators can see which steps are complete.

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Use Checkbox Values in Formulas

Checkbox fields can be used as boolean values in formulas. For example, return different text based on completion status: 
IF({Done}, "Done", "In progress")

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Statistics and Automation

  • Track completion: Use the summary bar to count checked values. With counts, you can calculate completion rates.
  • Trigger automation: When “Approved” is checked, automation can send an email or update other fields.

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Notes

  • A Checkbox field only represents two states. If you need several states, such as “Not started”, “In progress”, and “Done”, use a Single Select field.
  • Use Checkbox fields for clear switches. Do not use them for notes, reasons, or explanations.
Last modified on May 26, 2026