Create a task

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. It cannot be changed once the task has been created: if the wrong one was chosen, cancel the task and create another at the correct branch.
• 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.
• Work site — Address where the work is done when it is not the branch itself, with its margin in metres. See Own work site.
• 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:

Steps to create a task from the back office

1. Sign in to the back office with your manager, owner or supervisor-with-creation-permission credentials.
2. In the side menu, select Tasks and press the new task button.
3. Write the title.
4. Draft the description. Use the formatting bar to add checklists, headings or links if the task has several steps.
5. Search for and select the branch. The time zone the dates will be sent in appears below the field.
6. If the work is done at another address, fill in Work site (optional) and review the margin.
7. Where appropriate, state the expected start date and enable Notify if not started on time.
8. Set the deadline (date and time).
9. Choose status and priority.
10. Search for and select the assigned employees.
11. Review the three configuration options (evidence, validation and rating by supervisor).
12. 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.

Own work site

By default, a task is carried out at its branch, and the only location check is the clock-in one: the branch geofence when opening the workday.

When the work is done at another address —a customer's home, a building site, premises that change every day—, the task can carry its own work site. That way there is no need to set up a branch for each job.

How it is configured

1. In the task form, type the address in Work site (optional) and choose it from the list of suggestions.
2. Review the margin: it is the radius, in metres, within which the employee is considered to be at the site. By default it takes the branch's radius and it can be widened; an underground car park or a warehouse needs more margin than a street doorway.
3. Save the task.

If the address is not precise enough to place the point —for example, the street number is missing—, the task is not saved and the error task/worksite_imprecise is shown. Complete the address and choose it again.

What changes for the employee

• Starting the task requires being within the margin. The app sends the position and the server checks it; outside the margin, the start is rejected with task/out_of_worksite, which states the distance and the permitted margin, and the attempt is noted in the task history.
• Resuming a paused task requires the same as starting it.
• Completing is not blocked: the position is recorded, but the task can be closed even if the employee has already left the site.
• In the app, the task detail shows the address and a View in Maps link to get there.

In the back office, the Work site block in the task detail shows the branch, the address, the margin and a button to open the map.

Duplicating a task

When a job is repeated, there is no need to fill in the form again. A task is duplicated with the Duplicate action, available in the task list and in the task's record.

The copy is created at the same branch and inherits the job: description, priority, configuration options and work site. It does not inherit its execution: no assigned employees, evidence, notes, ratings or history.

Steps

1. Press Duplicate on the task you want to copy.
2. Review the title of the copy, which is proposed from the original's.
3. State the deadline and, where appropriate, the expected start date. The original's dates are deliberately not inherited: a copy with the old deadline would be born already overdue. They are interpreted in the branch's time zone.
4. Press Duplicate.

The copy is born as a Draft and unassigned. From the record, duplicating takes you straight to the copy: the next step is to edit it, assign the employees and set it to Assigned.

Anyone who can create tasks at that branch can duplicate them. The branch has to be active.

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.