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Creating and tracking tasks

This page describes how you create a task, work on it, and see what the team still owes.

Creating a task​

  1. Open "Tasks" and press "New task". You can also create a task from the "Create" menu in the top bar.

  2. Fill in the form and press "Create".

In the form you fill in:

  1. "Task" — the title that appears in the list.
  2. "Description", if you need one.
  3. "Due date" and "Due time". The time is the time at the venue. Leave the date empty for a task with no deadline.
  4. "Reminder", if there is a deadline: "15 minutes before", "1 hour before" or "1 day before".
  5. "Priority" — "Low", "Normal" or "High".
  6. "Location", if the task concerns a specific venue. An empty field means a task for the whole business.
  7. "Category", if you want the task filed by kind of work.
  8. "Assigned to" — tick the people who have to do it.

Once saved, the task appears in the list with the status "Open".

note

The "Reminder" field is only active when a due date is filled in — the reminder counts back from the deadline.

A task for the whole team​

If you leave "Assigned to" empty, the task belongs to the team at the selected venue and appears in the list as "Whole team".

Everyone who works at that venue sees it, and whoever does it ticks it off — you do not have to hand it out again each time. Anyone who sees it can take it with the "I will take it" button inside the open task.

Checklist​

When the task is a routine of several steps, add them in the "Checklist" section with "Add step". Each step is a separate row with a tick box.

Inside the open task, each step shows who added it and who ticked it off, with the time. In the list the checklist appears as progress — for example 2/5.

  1. You tick the steps off directly inside the open task.

Working on a task​

Open the task from the list, or choose "Preview" from the row menu. From there you can:

  • tick off the checklist steps;
  • press "I will take it" if the task has nobody responsible;
  • press "Postpone a day" to move the deadline one day forward — the number of postponements is recorded and shown as "Postponed";
  • write in "Comments" and edit or delete your own comments;
  • open the "Activity log" to see who changed what and when.

The row menu in the list offers "Mark as done", "Reopen", "Edit task" and "Delete task".

When a task is ticked off, its status becomes "Done" and it records "Completed by" — who closed it and when.

A deleted task can be brought back: switch on the "Only deleted" filter, find it in the list and choose "Restore".

Linking to a client, appointment, sale or product​

A task can be attached to a specific record. The link is made by creating the task from the record itself: open the record's more-options menu and choose "New task". The title comes pre-filled and the link is already set.

This works from:

  • the client record;
  • the appointment form;
  • the sale form;
  • the product record in inventory.

The record then shows a "Tasks" section with its own tasks, and the open task shows "Related to". If the record has no tasks, the section is not shown — the way in stays the more-options menu.

  1. The "Related to" row opens the record itself.

Filters and sorting​

In the "Tasks" list you can filter by:

  • "Status" — "Open" or "Done";
  • "Priority";
  • "Assigned to";
  • "Location";
  • category;
  • "Due today or overdue" — the same rule the number next to the bolt uses;
  • "Overdue only";
  • "Completed between" — by the closing date, not by the deadline;
  • "Only deleted".

"Sort by" orders the list by due date, by created date, by name or by completed date.

Bulk actions​

When you select several tasks in the list, a bar with bulk actions appears:

  • "Assign to" — hands the selected tasks to one employee. The choice replaces the people responsible, so everyone else comes off those tasks. An empty choice means "Whole team".
  • "Category" — files the selected tasks under one category or clears their category.
  • "Delete" and "Restore".

Who has what​

The "Who has what" button at the top of the list shows one row per employee with two numbers: "Open tasks" and "Overdue tasks". A separate "Whole team" row collects the tasks with nobody responsible.

Clicking a row opens the list filtered to that person.

  1. The "Whole team" row collects the tasks with nobody responsible.

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