Setup
You will need the following permission in your security group: Can see my tasks.
Click here to learn about permissions and security groups.
Task statuses
Add a timeline note with details when manually changing a task’s status for audit trail.
ON HOLD stage
Transition to Not ready status if the task is not ready to be assigned, scheduled or performed by a field user. If a Due after date is set on a task, it will transition from Not Ready to Ready on this date.
Choose Pending external status when awaiting a response from someone external, such as a building manager returning a logbook or a subcontractor providing an update.
If a subcontractor rejects the task, the Rejected status is automatically set.
READY stage
Tasks are automatically set to the Ready status upon generation.
When an appointment is created for the task, it moves to Scheduled automatically.
IN PROGRESS stage
Mark the task as Revisit if the field user needs to return to the site.
The field user transitions the task to In Progress status while working on it in the app, signaling to desk users to avoid changes that may cause syncing issues.
PERFORMED stage
The field user marks the task as Performed when all work in the field has been finialised.
When the subcontractor finalised all work in the field, the task automatically moves to the Contractor Review status. When the subcontractor office completes the task, it will be moved to Office review status.
The field user moves the task to Office review status to indicate to the desk user that special attention is required.
For subcontracted tasks, it is set automatically when the contractor completes the task. The Office review status is also automatically applied when processing the fixed billing contracts invoices.
COMPLETE stage
During the dispatch, the task can be moved to the Complete status automatically.
CANCELLED stage
Transition the task to the Cancelled status if raised in error or cancelled for any other reason.
The names and colour schemes of statuses are based on the default setup and may vary depending on your onboarding configuration.
Customizing or creating task statuses is not currently supported. For any queries regarding task status customization, contact [email protected] for assistance.
Task categories
Categories classify tasks for efficient management:
I&T: Generated from routines (Programme Maintenance).
Billing: Used for processing invoices from fixed billing contracts.
Callout: Manually created tasks on the Tasks page or a property page.
Repair: Created from a defect or service quotes.
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and screenshots under these arrows.
To customize existing categories or to create new ones, Navigate to Control Panel > Tasks and click Edit or + Create task category.
To customize existing categories or to create new ones, Navigate to Control Panel > Tasks and click Edit or + Create task category.
Set task category default in Control Panel > Tasks to identify which specific task category should be used for Programme maintenance, Billing, Manually created and Quote created functionalities.
Set task category default in Control Panel > Tasks to identify which specific task category should be used for Programme maintenance, Billing, Manually created and Quote created functionalities.
Parts statuses
Use parts statuses on tasks to track the availability of inventory:
Parts not applicable: There are no stocked materials on the task.
Parts required: Some or no stocked materials have been allocated to the task.
Parts in Delivery: Purchase orders have been raised for the remaining materials.
Parts Allocated: Purchase orders have been fully docketed or reservations have been created.