Your task list

Task list is for errands, not jobs: things like "Service the ute" that need doing but don't belong on a job record. Open it from the menu.

List or Board

Select List or Board at the top of the page. The list shows open tasks first (overdue or dated ones ascending, then undated ones newest first), with done tasks collapsed under a Done count; select Hide done to fold them away. The board has four columns, To do, In progress, Blocked and Done; press and hold a card (or click and drag it, on a computer) to move it to another column, or select a card to open it. On a phone, the columns scroll sideways.

An empty list says "Nothing on the list. Enjoy it while it lasts."; an empty board column says "Nothing here".

Create a task

Owner, admin, dispatcher, office and site supervisors (called managers for the rest of this article) can create a task. Select + New task and fill in:

• A title (what needs doing).
• For (pick one or more): who it's for; the first name is picked for you to start with.
• Due (optional): a date.
• Link a job (optional): pick an open job, or leave it on No linked job.
• Notes (optional).

Select Add task; it stays disabled until you've given it a title and picked at least one person. Everyone newly assigned (other than yourself) gets a "New task for you" notification.

Open, edit and move a task

Select a task to open it. A manager can edit any task; the person who wrote it can too, unless they're a contractor. Select Edit, make your changes, then Save changes.

If you're only assigned to a task, you can move it between statuses with the Move to chips, but not change its other details; trying to anyway is refused with "You can move a task, not edit it." Reordering a task on the board doesn't notify anyone, but moving, reassigning or completing someone else's task tells its creator, with a "Task completed" notification naming who finished it, or "Task updated" for anything else.

Comment and attach files

Open a task to find Comments and Files; anyone who can see the task can add either. Type in Add a comment and select Comment (or press Ctrl/Cmd+Enter). A comment can't be edited once posted, but its author or a manager can remove it, after confirming "Remove this comment?". Comments notify the task's other assignees and its creator, in the app and by push, never by email.

Under Files, select Add a file to attach anything under 2 MB. With no signal, attaching is turned off with the hint "Reconnect to attach a file". The person who added a file, or a manager, can remove it after confirming; everyone else can only download it.

Archive and put back

Once a task is done, a manager can archive it: select Archive on its board card, or Archive all on the Done column to clear every done task at once (with a confirmation naming how many). Archiving takes a task off the list, board and calendar. An Active / Archived switch appears for managers once anything is archived; the archived view is read-only except for Put back.

Subscribe to your tasks on a calendar

Select Add to my calendar to subscribe your phone or computer's calendar to your own open tasks that have a due date, as all-day events (done and archived tasks are left out). Outlook web does the same for Outlook. If your calendar link is ever shared by mistake, select Reset link to issue a new one and retire the old.

Delete a task

A manager can select Delete task inside it, and confirm.