Where and when is checkbox design appropriate?

Deep dive

For enterprise applications, checkbox design is particularly effective in data tables, filters, permission settings, and form submissions where multiple independent choices are required. 

Now, let’s explore common usage patterns and more use cases.

What are the common use cases for checkbox design?

Common usage patterns: 

Single selection 

Users can pick one option from a checkbox list where choices are mutually exclusive. Only one option can be selected at a time.

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Multiple selection 

Users can choose several options from a list. Multiple checkbox UI design allows them to toggle options on or off based on their needs.

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Binary choices 

These represent simple yes/no or on/off decisions, such as "Agree or Disagree" or "Enable or Disable."

Batch actions

Users can select multiple items to perform actions like delete, move, or categorize them all at once.

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Common use cases: 

Filtering and sorting 

Help users narrow down or organize content. They can select filters to show only relevant items or sort items based on specific criteria.

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Lists 

Users can select or manage items in a list. This can include tasks, options, or categories where users can mark multiple entries as selected or completed.

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Data tables 

Users can select rows or items in a data table for actions like editing, deleting, or exporting. Commonly used for batch operations.

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Permissions 

Checkbox UI lets users grant or restrict access. They can enable or disable specific permissions, such as file access or user roles, by checking or unchecking boxes.

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Settings and preferences

Users can customize their experience by enabling or disabling features or preferences in the settings menus. For example, they can toggle notifications or activate specific functions.

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Default options

Allow users to preselect default choices during configuration. They can review and adjust these options based on their preferences.

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Progress tracking

Users can mark steps as completed to visually track task progress. Each checkbox corresponds to a step or milestone in a process.

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Terms and conditions

Checkboxes are used to indicate that users have read and agreed to terms and conditions, privacy policies, or legal agreements.

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Action triggers

Checkboxes are sometimes used to trigger actions, such as confirming the completion of a task or acknowledging receipt of information.

Checkbox vs. toggle

Both can work well, depending on the use case.

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Use checkboxes when:

• Using filters with multiple options; 

• Collecting multiple related options (e.g., "Select all that apply");

• The action is part of a form submission;

• You need an indeterminate state;

• The change doesn't take effect immediately;

• The option is framed as "opt-in" or "agree to";

• Desktop is the primary platform. 

Choose a checkbox if you answer “yes” to these questions:

1. Does it feel like selecting/deselecting an option? 

2. Are delayed or batched changes acceptable? 

3. Is it a part of a form submission? 

4. Is it a part of a multi-select group? 

5. Is an indeterminate state needed? 

6. Are there multiple related options? 

Use toggles when:

• The action takes immediate effect;

• The setting is clearly binary (on/off);

• It's a standalone setting;

• Mobile is a primary platform;

• The action feels like "enabling" something;

• Quick scanning of states is important.

Choose a toggle if you answer “yes” to these questions:

1. Does the action feel like turning something on/off?

2. Is immediate effect needed? 

3. Is it a mobile-first design? 

4. Is it a standalone setting? 

Ask yourself:

1. What's the context?

2. Is the app desktop-primary? → Either works well

3. Are users familiar with this interaction from similar contexts?

4. What's the state model?

7. Is it a binary state (on/off only)? → Either works well

Checkbox vs. radio button

Both options work well in different scenarios.

Use checkboxes when:

• Users need to make multiple selections from a list.

• Each option is independent, and multiple selections are permissible.

Choose a checkbox if you answer “yes” to these questions:

1. Are users expecting to make multiple choices?

2. Will they be confused if their previous selections get cleared?

3. What's the data structure? 

• Boolean values (true/false) → Single checkbox

• Multiple independent boolean values → Group of checkboxes

• Multiple values from a list → Checkboxes

4. What's the default state?

• No default required → Checkboxes can start unchecked

• "Select all" functionality needed → Checkboxes with a master toggle

Use radio buttons when:

• Users need to choose only one option from the list.

• Options are mutually exclusive, allowing only one selection.

Choose a radio button if you answer “yes” to these questions:

1. Are users making an either/or decision?

2. What's the data structure behind this?

• Single value from enumerated list → Radio buttons

3. Is quick scanning important?

4. Do users need to compare options?

5. What's the default state?

• Must have a selection → Radio buttons with a default option

Pro tip: If you are presenting 5+ options, consider a dropdown instead. 

One checkbox or two radio buttons?

When to use a single checkbox:

• The option is entirely optional. For instance, "Subscribe to our newsletter."

• Users can select multiple options, such as "Select your interests: Technology, Arts, Sports."

• The default state matters (e.g., privacy consents).

• Screen space is limited.

• The option stands alone and doesn't need a counterpart.

When to use two radio buttons:

• Only one option can be selected. For example, "Gender: Male, Female, Non-binary."

• Users must make a clear yes/no decision.

• Both options need equal visibility.

• The choice is strictly binary with no middle ground.

• The default selection isn't crucial.

• You have adequate screen space.

Key considerations:

1. User intent:

• What action do you want the user to take?

• What decision are you asking them to make?

2. Cognitive load:

• How complex is the decision?

• How many options are there?

• Will a default state lead to misinterpretation?

3. Accessibility:

• Ensure that your choice is accessible to users with disabilities.

• Consider using clear labels and sufficient color contrast.

4. Testing and iteration:

• Conduct usability tests to gather user feedback.

• Iterate on your design based on the insights gained.

Rationale

The choice between a checkbox and radio buttons is rooted in cognitive psychology. When presented with multiple options, users must evaluate each choice and make a decision. Radio buttons simplify this process by limiting the number of decisions. However, they can also feel restrictive.

A single checkbox, on the other hand, offers flexibility but can lead to unintentional selections if not designed carefully. Consider using clear labeling, visual cues, and tooltips to guide users.

📚 Related reading: Should I use chip components instead of checkboxes?

When might a checkbox be replaced with a more innovative UI element?

Check out this article where an Angular Developer Advocate & GDE describes the approach of a different stylization of the checkbox as an alternative view in the interface. 

❓Questions designers should ask themselves

By asking the right questions, designers can question their decisions, find areas to improve, make sure nothing is overlooked, and reduce mistakes, leading to better, more thoughtful designs.

• Have we considered the target audience's familiarity with the checkbox component?

• Are the selections mutually exclusive or independent?

• How many options are available for selection?

• Is the selection optional or mandatory for the user?

• How critical is the decision being made?

• Is the placement and labeling clear and easily understood?

• Are the components easily distinguishable from other interactive UI elements?

🤝 Credits

Our content combines the knowledge of Cieden’s designers with insights from industry influencers. Big thanks to all the influencers for sharing awesome content!

• Design Snippets: Checkboxes 

• "Yes or No?" — One Checkbox vs Two Radio Buttons by Sara Soueidan

📚 Keep exploring 

Never stop growing. Explore resources thoughtfully handpicked by Cieden’s designers.

• Checkboxes by Material Design 

• Checkboxes: Design Guidelines by Maddie Brown