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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.

Create a task type

  1. In Site Admin, go to Settings.

  2. Use the search box to find Task Types.

  3. Click Create Task Type.

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    Add an existing task type

    If you have multiple business units, you can import an existing task type from another business unit by selecting from the drop-down list at the bottom of the Create Task Type screen.

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  4. Enter in the Task Type Name.
  5. Enter a Description (optional).
  6. Select a default Priority (optional).
  7. Save.

    Re-ordering the list

    You can sort the list of task types by clicking the  (two bars icon) and dragging the item to where you want it to appear in the list.
    Once the list has been sorted, click Save.

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.

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:

  1. In Site Admin, go to Settings.

  2. Use the search box to find Task Types.

  3. Click the name of the task type you want to edit.

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  4. Make the changes you need to make. See the table below for the explanation of the fields.
  5. Click Save


SettingDescription

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:

  1. Click Add New.
  2. Enter a Service Fee Description.
  3. Enter the cost value (ex GST) of the service fee - used for profit and loss reporting.
  4. Enter the sell value (ex GST) of the service fee - used for invoicing.
  5. Click Add.
  6. Click Save Task Type.
Checklist tab
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 ChecklistSelect the checklist(s) which can be manually added by a user after tasks have been created.
Ad-hoc Checklist Item DefaultsThis section controls how ad-hoc checklist items behave.

Default Settings tab

Default Priority & Work Type

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.

Calendar ColoursUse the colour picker to select a colour that will represent this task type for jobs scheduled in the calendar.
Default Tracking CentresSet 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 TextEnter a label for the minimum labour charge (balancing line item) that will appear on the invoice.
Linked Compliance Forms tab
Add Form Link

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.

Documents tab

Documents

Documents can be automatically added to tasks by uploading them to the task type. Refer to Documents and Photos for instructions on uploading documents to AroFlo.
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