Tasks: to-dos for your team

Tasks are internal to-dos you give to someone on your team: pull a permit, order the equipment, call the customer back about a quote. Each task goes to one person, can have a due date and a note, and can be linked to a customer or a job. Customers never see tasks.

Open them from Tasks in the sidebar. It's there for anyone in the office who can see jobs — owners, admins, dispatchers, and custom office roles with access to jobs. Technicians who only use the mobile app have My tasks instead (see Tasks in the mobile app).

Add a task

1. Click Add task at the top of the Tasks page.
2. Fill in the New task window:

3. Click Add task.

The person you assigned gets a notification. You don't get one for a task you give yourself.

You can also add a task straight from a customer or a job — see Tasks on customers and jobs. It's linked to that record automatically.

Read the list

The Showing filter at the top picks whose tasks you see:

Each choice shows its counts in brackets, for example My tasks (4 open · 1 overdue), so you can see who is behind without opening each one.

Open tasks are grouped by due date, in sections you can fold and unfold by clicking the heading:

Empty sections are left out. A task due today isn't overdue until tomorrow, and days follow your company's time zone.

Under each title you'll see the job or customer it's linked to (click it to open the record), and Automation if an automation created it.

Complete a task

Click the round check next to the task.

If the task is linked to a job, a Complete task window asks for an optional Note, for example a permit number. Whatever you write is saved as an internal note on the job, so it stays with the job's history. Leave it blank and click Complete task if there's nothing to add.

Changed your mind? Open Done recently and click the check again to reopen the task.

Edit or delete a task

Click a task's title to open Edit task. Change anything, then click Save task.

To remove it, click Delete in the same window and confirm with Delete task. It disappears from everyone's list, and this can't be undone.

Tasks on customers and jobs

Every customer page and job page has a Tasks block in the right-hand column, just under the property. It lists that record's open tasks, who each one is for, and an Add task button. On a customer page, All tasks opens the full Tasks page.

You'll also find Add task in the ⋯ menu at the top of a customer or job page.

Tasks in the mobile app

Technicians open Profile → My tasks in the mobile app. It shows only their own tasks, in the same sections as the office (Overdue, Today, Tomorrow, later dates, No due date, Done recently).

• Tap the round check to complete a task. On a job-linked task they can add the same optional note.
• Techs can't create, edit, reassign or delete tasks — the office does that.
• Checking off a task needs a connection. When the phone is offline, the page says You're offline. Reconnect to check off tasks.

Notifications

Click the notification to open your task list; for a single new task, that task is highlighted. See Notifications and alerts.

Create tasks automatically

An automation can hand out a whole checklist of tasks for you, for example when a customer pays the deposit on an install. See Creating install tasks when a deposit is paid.

Good to know

• Who can do what. Anyone who can see the Tasks page can add, edit, complete and delete any task in the company. Field techs can only see and complete their own.
• One person per task. For work that needs two people, add two tasks.
• Customers never see tasks, and a task's completion note is saved on the job as an internal note.

Related

• Creating install tasks when a deposit is paid
• Adding and editing job notes
• Notifications and alerts
• Customizing team roles and permissions