Create a task
Creating a task in CheckBiz360 is the starting point for assigning specific work to one or several employees. From the back office, managers and supervisors with permission can define every detail of the activity before sending it to the team.
This article describes all the fields available when creating a task and explains the process step by step.
Task fields
Required fields
- Title — Short, descriptive name of the task. It has to be clear enough for the employee to understand what it is about without having to read the full description.
- Branch — Workplace the task belongs to. It also determines the operational time zone used to interpret the task's dates; if the branch has no time zone of its own, the organisation's is used.
- Deadline — Date and time by which the task has to be completed. If it passes without completion, the task moves to *overdue* in its time-compliance indicator.
Optional fields
- Description — Detailed explanation of what has to be done. It supports formatting: headings, lists, checklists with tick boxes, quotes, bold, italics and links. There is no length limit.
- Expected start date — Time at which the employee is expected to start. It does not block anything on its own: its purpose is to trigger the late-start warning.
- Notify if not started on time — If enabled and the task has an expected start date, the system sends an automatic notification when 15 minutes have passed since that time without the task having been started. Without an expected start date, the option has no effect.
- Status — Status the task is born with. The usual options are *Draft* (not yet visible to the team) or *Assigned* (already sent). The *Validated*, *Rejected* and *Cancelled* statuses cannot be selected manually at creation: they are the result of the task's life cycle.
- Priority — Low, medium, high or critical. It affects the order in which the task appears in the employee's app.
- Assigned employees — The person or people responsible for completing it. Several can be searched for and selected.
Task configuration options
Three options control how the task is closed and reviewed:
| Option | Default | What it does |
|---|---|---|
| Require evidence on completion | Enabled | The employee cannot mark the task as completed without attaching at least one photo or video. If they try, they receive the error task/evidence_required |
| Allow validation by supervisor | Enabled | A branch supervisor can validate or reject the task, without needing a manager |
| Allow rating by supervisor | Enabled | A supervisor can score the employee's work when closing the task |
Steps to create a task from the back office
- Sign in to the back office with your manager, owner or supervisor-with-creation-permission credentials.
- In the side menu, select Tasks and press the new task button.
- Write the title.
- Draft the description. Use the formatting bar to add checklists, headings or links if the task has several steps.
- Search for and select the branch. The time zone the dates will be sent in appears below the field.
- Where appropriate, state the expected start date and enable Notify if not started on time.
- Set the deadline (date and time).
- Choose status and priority.
- Search for and select the assigned employees.
- Review the three configuration options (evidence, validation and rating by supervisor).
- Press Save. The assigned employees receive an automatic push notification.
Writing the description with formatting
The description field includes a toolbar with bold, italics, code, heading, bulleted list, numbered list, checklist, quote and link. Pressing Enter inside a list continues the list automatically.
The Preview tab shows how the text will look once saved.
An example of a description with a checklist:
## Opening the premises
- [ ] Check the cameras
- [ ] Count the till
- [ ] Open the shutter
**Important:** notify the supervisor if cash is missing.Evidence and attachments
Evidence is not attached when creating the task: it is uploaded during execution, from the employee's app or from the task detail in the back office.
- From the back office, photos are attached in JPG, PNG or WEBP format, with a maximum of 5 MB per file.
- From the employee's app, videos are also supported, with a maximum of 25 MB per file.
The limits are the platform's default values and can be adjusted by configuration.
Document-type attachments
Attaching documents in PDF, Word or Excel format to a task is planned for a future version. When it is available, it will allow protocols, forms and data sheets to be included directly in the task detail.
Assignment to several employees
The same task can be assigned to more than one employee. By default, any of those assigned can complete it: this is useful when the activity is resolved by whoever is available first.
If you need each employee to complete it independently, create one task per employee.