Tasks Support Article
Tasks are great to make sure nothing important gets forgotten during an appointment. From basic things like a list of the actual work to be done to safety checklists to be completed before the work begins to wrap-up checklists to make sure that your team leaves the working area looking clean and ready for the following day.
Task features:
Create Individual Tasks
Unlike estimates and invoices, tasks can only be created in relation to an existing job.
To create a task open or create a job. Navigate to Tasks and click “New task”.
From there, fill in all the necessary fields.
Note: Only the ‘Task Title’ field is required
Due Dates
In addition to the obvious function of setting a due date, this date can also be used to schedule task reminders (I.E. “1 day before due date”).
Make a List
Task Lists can be used to list a series of subtasks related to the main task.
Load a Template
This button lets you quickly load Task Lists from your saved Task Templates.
Link to Appointment
You can link tasks to an existing appointment for this job or create a new appointment to link the task to.
Assign to
Select the user (or users) responsible for this task’s completion.
Reminders
Here you can specify who will be reminded about the task and when.
Once you’ve added all the information, click “Create Task”. It will now appear in the list of tasks in the Job Profile view on both web and mobile.
You can set the due date, priority, and give a description, though none of these are necessary.
You can also add subtasks to a task by clicking “Make a List” or load a list from an existing template.
Finally you can link a task to a specific appointment and assign it to a specific user (or several users if they share responsibilities).
Finally, you can set up reminders. Reminders will be sent out to the assigned users at the time you selected.
Creating Tasks from Within an Appointment
You can also create tasks related to specific appointments within the appointment view. Click in the area of “Linked Tasks” and choose tasks from a list of existing tasks or you can create a new Job task.
From here the flow is the same as before.
Creating Templates
To create a template go to “Company Settings”, Templates, Tasks, and click “New Template”
Once a template has been created it can be quickly duplicated/added to any existing job and appointment.
Sample Workflows
You can create an “End of Day” checklist for your team to make sure that the job site is ready for next day’s work, including tasks like
- Logging completed work
- Logging work hours
- Taking pictures of completed work
- Cleaning the working area
- Ensuring all materials for the next day’s work are available
- Ordering materials that may be missing.
Similarly, you can create templates to remind your salespeople and estimators of all the essential information they need to collect during an initial meeting with a client/customer:
- Get design documents/blueprints
- Discuss timeline for the job
- Discuss limitations (working hours, potential noise complaints, etc.)
- Discuss the impact of change requests so that clients aren’t blindsided
- Taking pictures of the job site
- Getting access codes
- Getting additional contact information in case the client is not available in case of an emergency.
And, of course, you can create safety checklists for your team to complete before the start of each work day depending on the OSHA standards applicable to your specific job type.