Tasks
Give one-off jobs to people, a team or a site, ask for a photo as proof, and check the work before it counts as done.
A task is a one-off job with a due date: check the fire extinguishers, collect a signed form, clean a store room. You give it to people, a team or a site, and each person gets their own copy, so you can see who has done it and who has not.
Admin, HR and Operations can give tasks. A custom role needs tasks.manage to give them and tasks.view to see them.
Give a task
- Go to Tasks and choose New task.
- In What needs doing, write the job in a few words. Add anything people need to know in Details.
- In Give it to, choose Workers, Staff, A team or A site, then pick the People, the Team or the Site.
- Set the Due date.
- In Proof, choose No proof needed, Proof optional or Proof required.
- To check the work before it counts, turn on Check it before it counts as done and choose Who checks it.
- Choose Submit.
Everyone you picked gets the task with a message. With a team or a site, the task goes to the people in it at that moment; people who join later are not added.
Workers see their tasks in the employee app under My work. Staff see theirs on the Tasks board under Mine, and hand them in with Mark done.
Follow progress
The board lists tasks on the left with how many people are done, and the task you pick on the right. Use the switch at the top to show Open, Mine, To review, Late or Closed tasks.
For each person you see where they are:
| Status | What it means |
|---|---|
| To do | Not handed in yet. |
| Handed in | Waiting for the person who checks it. |
| Sent back | The checker asked for more. The person sees the reason. |
| Done | Accepted, or done with no check needed. |
| Taken off | Removed from this task. |
When the due date passes and someone has not finished, the task shows as Late and they get one reminder.
Check a hand-in
When a task needs a check, the person who checks it sees it under To review.
- Pick the task, then choose Review next to the person. Open the photo or file if there is one.
- In Decision, choose Accept or Send back. Sending it back needs a Reason, which the person sees.
- Choose Submit.
Nobody checks their own work. A task closes by itself when nobody is left to finish it.
Change a task
From the task on the board you can:
- Record as done for someone who did the job without the app. It counts as done straight away.
- Take off this task for someone who should no longer do it.
- Change due date for everyone still working on it.
- Cancel task when the job is no longer needed. Give the reason.
Where proof is kept
Photos and files people hand in are saved in your company's own connected storage and can only be opened from the task. Without connected storage nobody can add a file: a task with Proof required cannot be handed in, but you can still Record as done for the person. See Connect file storage.