Module 5 : Admin Scheduler - Use and Manage Tasks

Step 1 - Access Job

Click "job module" to open the specific jobs.

Details:

• Navigate to the job module you want to manage tasks for
• Displays complete project information and all job details
• Prepares the system for task management

Step 2 - Navigate to Tasks Tabs

Click "Tasks" to access the task management are for the job

Details:

• Opens the Tasks section showing all current tasks
• Displays task status, assignee, and due dates
• Shows completed and pending tasks
• Lists "Add the new task" option for creating new tasks

Step 3 - Navigate to Tasks Tabs

Click "Tasks" to access the task management are for the job

Details:

• Opens the Tasks section showing all current tasks
• Displays task status, assignee, and due dates
• Shows completed and pending tasks
• Lists "Add the new task" option for creating new tasks

Step 4 - Initiate New Task Creation

Click "New Task" to start creating a new task within the job.

Details:

• Opens the new task creation dialog
• Prepares tasks from with available fields
• Sets up task configuration options

Step 5 - Open Task Options

Navigate to template selection 

Details:

• Shows available task templates
• Allows selection of pre-configured task types
• Displays template options for quick setup

Step 7 - Select Task

Click to assign the task type from available templates.

Available Task Templates:

• Customer Signoff Received
• Follow up Client
• Follow up Customer for Appointment Time
• Triage Completed
• Update Quote Tag

Details:

• Select the most appropriate template for your task
• Templates pre-populate task details
• Customisable for specific needs

Step 8 - Open "For" Dropdown

Click "For" to specify the task assignee.

Details:

• Opens a dropdown of available team members
• Allows you to select who the task is assigned to 
• Filters assignees based on job access permissions

Step 9 - Choose Task Assignee

Click "assignee name" to assign the task to this individual.

Details:

• Select the team member responsible for the task
• Assignee receives notification when task is created
• Only one person can be assigned per task

Step 10 - Urgent Tasks

Tick "urgent" if the task requires immediate attention.

Details:

• Marks the task as high priority
• Urgent tasks appear at top of task lists
• Assignee is notified of urgency status
• Use sparingly to maintain priority effectiveness

Step 11 - Access Description Field

Click "Description" to add details about the task.

Details:

• Opens a text field for task details
• allows you to provide context and instructions
• Provides information the assignee needs to complete the task
• Supports detailed explanations of requirements 

Step 12 - Create the Task

Click "Create" to save the new task and add it to the job.

Details:

• Saves the task to the system
• task appears in the tasks section
• Assigned team member receives notification
• Supports detailed explanations of requirements 

Step 12 - Create the Task

Click "Create" to save the new task and add it to the job.

Details:

• Saves the task to the system
• task appears in the tasks section
• Assigned team member receives notification
• Supports detailed explanations of requirements 

Step 13 - Task Notification

Details:

• The assigned person will be notified of the task in the top right notification bell 
• Notification includes task title and due date
• Assignee can access the task immediately after notification

Step 14 - Tasks Tab

Click "Tasks" to view all tasks associated with the job.

Details:

• Displays comprehensive list of all tasks
• Shows task status (Open, Completed, etc.)  
• Lists assignee and due dates
• Shows task creation and update information  

Step 14 - Navigate to Tasks Section

Click "Tasks" to manage tasks within the job.

Details:

• Provides access to task management interface
• Shows all tasks with their current status
• Lists "Add the new task" option for creating additional tasks
• Task will now appear here until actioned. 

Step 15 - Focus Task Area

Select the task area for further editing or updates.

Details:

• Allows you to click on a specific task
• Opens task editing interface
• Enables modification of task details
• Provides options for completion or status changes

Summary

Task Management Workflow:

Creating Tasks:

• Use templates for consistent task setup
• Assign tasks to specific team members
• Add descriptions for clarity
• Mark urgent tasks when needed

• Create multiple tasks as required

  
  

Managing Tasks:

• View all tasks in the Tasks section
• Track task status and assignments
• Monitor task due dates 
• Receive notifications for assigned tasks

• Update task information as needed 

  
  

Task Completion:

• Assignee receives notification of new task
• Task can be accessed and edited anytime
• Update task status as work progresses
• Mark task as complete when finished

• Archive completed tasks for record-keeping

  
  

Key Points to Remember:

• Always select an appropriate template when creating tasks
• Include clear descriptions to help assignees understand requirements
• Only mark tasks as urgent when truly necessary
• Verify assignee has access to complete the task
• Follow up on incomplete tasks to ensure completion
• Use tasks to track workflow and accountability

👇Recap

• You've learned how to open the Tasks area for a job and start a new task.
• You've selected a template, assigned a team member, set a due date, flagged urgency where needed, and added a description.
• You understand how the assignee is notified, and the two places you can find a task afterwards the notifications panel and the job's own Tasks list.

FAQ

Do I have to use a template when creating a task? Yes, a template must be selected. Templates pre-populate the task with relevant details, and you can add further context in the Description field.

Can I assign a task to more than one person? No, only one person can be assigned per task.

What happens if I mark a task as urgent? It's flagged as high priority for the assignee. Use this sparingly. If every task is marked urgent, the flag stops being a useful signal.

Where can I see tasks that have already been created? Two places: the notifications panel (via the bell icon, under its Tasks tab) shows task-related notifications, and the job's own Tasks section in the sidebar shows the complete list for that job, including status and due dates.