Task types are used to define the different types of work your business performs, e.g. Installation, Service, Maintenance. This is useful for operational or reporting purposes.
Each task created in AroFlo is assigned to a specific task type, and the settings within a task type are applied to the task. This allows you to automate the process of adding checklists or service charges to a task, saving you time and helping to ensure the correct charges are applied for invoicing.
Default Task Types
New AroFlo sites will come with sample task types relevant to your industry, or your site administrator can create more to fit your business needs.
If you have multiple business units, you can import an existing task type from another business unit by selecting from the dropdown list found on the Create Task Type screen.
Enter in the Task Type Name.
Enter a Description (optional).
Select a default Priority (optional).
Reordering Task Types
The first task type in the list will be used as a default task type. Use the (two bars icon) to drag your task types to a preferred order.
Click Save once done.
Edit a task type
Task types allow you to control what elements are added to a task, e.g. each task type can have a different checklist or procedure that applies to that type of work. You can even link material items to a task type to ensure those materials are automatically added to the task when the task is created.
Minimum labour charges and default service fees can also be predefined on a task type to help speed up and improve the accuracy of your invoicing.
To edit a task type:
In Site Admin, go to Settings.
Use the search box to find Task Types.
Click the name of the task type you want to edit.
Make the changes you need to make. See the table below for an explanation of the fields.
Default Service Fee
Set a default service fee that includes a component of labour (e.g. Call Out Fee, Admin Fee) that the system will automatically add to an invoice. To add a default service fee:
Click Add New.
Enter a Service Fee Description.
Enter the cost value (ex GST) of the service fee - used for profit and loss reporting.
Enter the sell value (ex GST) of the service fee - used for invoicing.
Click Save Task Type.
Auto Add Checklist
Select the checklist(s) to be automatically added when a task is created using this task type. Checklists that have been added appear below the dropdown menu.
Manual Add Checklist
Select the checklist(s) which can be manually added by a user after tasks have been created.
You can set a default priority for this task type.
For example, all 'After Hours' jobs could be set as Priority 1. Refer to Priorities for instructions on setting up a priority list.
You can also set a default Work Type for this task type that will be automatically selected when users book labour against the task.
Use the colour picker to select a colour that will represent this task type for jobs scheduled in the calendar.
Default Tracking Centres
Set default tracking centres for the labour, material, expense, and freight components of this task type.
Minimum Labour Charge
Set a minimum dollar value for labour charges that the system uses to ensure the full minimum labour charge is added to an invoice, regardless of the actual labour costs booked on the job.
For example, if you always charge a minimum labour value of $80 and a technician books labour charges of only $40, the system will automatically add a balancing line item of $40 when you create the invoice.
Please note: The difference in labour charged to the customer will be included as a new line item on the invoice so that it adds up to the full minimum labour charge. If a technician's labour charge exceeds the minimum labour charge set, this calculation will be ignored when the invoice is raised. If labour has not been booked on a task, this calculation will not be performed.
Minimum Labour Charge Type
You can choose to display the minimum labour charge (balancing line item) on the invoice as an Expense or Labour item.
Minimum Labour Charge Text
Enter a label for the minimum labour charge (balancing line item) that will appear on the invoice.
Click Add Form Link to access the full list of all the compliance forms you have in the system. Click to add a form to the task type and click X to close the Select Compliance Form window.
To make completion of the form compulsory, click the Complete Before Starting Task checkbox.
Click Save Task Type when you've added all the forms you need.
Linked Documents & Folders tab
There are two things you can do here:
You can create a default folder structure for tasks using this task type. This means that all newly created tasks using this task type will automatically contain this folder structure.
You can upload documents to the task type. These documents will be automatically added to tasks using this task type. Refer to Manage Documents and Photos for instructions on uploading documents to AroFlo.
Linked Materials tab
Materials can be automatically added to tasks by linking them to the task type. Use the Multi-Search button to search for inventory, assemblies, SOR items, or alternatively, add an ad-hoc item using the + Ad-hoc button.