In AroFlo, a job is called a 'task'. A task is the central location for everything relating to the job.
There are a few different ways to create a task. For this tutorial you can use the most direct method to create a training task, which is from the Create menu.
Each step of the process will be briefly explained - please refer to the Create a Task help page if you need further details.
We'll provide you with details for creating a Training Client which you can use for learning the system. This will ensure active clients are not sent invoices for a training exercise.
New task screen
Click the Create tab, then select Task. This will take you to the New Task screen.
The first thing you need to do is select the client for the task. For this tutorial, you will need to create a new client.
The Client field defaults to your company name. See Default Task Client in Task settings for information on how to change this.
Click (magnifier) and then click on Add Client. The Create New Client screen opens.
Complete the mandatory fields: Company / Reference Name, First Name and Last Name for the primary contact.
If your client is an individual and not a business, complete the First Name and Last Name fields and tick the Individual check box. This places the individual's name in the Company / Reference Name field.
Company / Reference Name - Training Client
First Name - Accounts
Last Name - Payable
Click Save Client when done.
Use this field when the work site location is different from the client's office location. This is useful for clients who have multiple offices or locations, e.g. real estate agents and strata management companies. For this tutorial, you will need to create a new location.
Click (magnifier) and then Add Location. The Create New Location screen opens.
Location / Address - 12 Maroondah Hwy, Ringwood, VIC, 3134 (and select the matching result suggested by Google).
Any field with the(pin icon) allows you to search Google for matching addresses. If you select a result, the location details, including GPS coordinates, will be populated.
Click Save when done.
Use this field to link a piece of equipment (either your own of your client's) to the job. It is an optional field, usually used for scheduled maintenance work.
For this tutorial, leave the asset field blank. Assets will be covered in a separate tutorial.
This field defines the type of work being performed and is useful for reporting on productivity. It also determines the type of checklists, labour charges and service fees that apply to this particular task.
Click (magnifier) and double-click to select a task type.
Use this field to record the date that the customer needs this work completed by. This field defaults to tomorrow's date.
Use this field to assign a person, such as a Site Manager, who is responsible for ensuring the work is completed correctly. This can be someone other than the person who will be scheduled to perform the task.
You can leave it set against your business unit, or click Add Resources and double-click to select a name from the list.
To quickly assign to the task to yourself, click the (gear button) > Assign To Myself.
Enter a description of the work to be completed, or create a template by clicking the Descriptions button. This allows you to re-use phrases or descriptions that are frequently required.
Click this to display a history of all tasks in the system for this client.
Customer Order No
Use this field to record the customer order number, e.g. a work order or contract number.
Entered By / Phone
These fields default to your user details.
Reported By / Contact
Use this field to record who requested the work. This is an important field as setting this value here will save you time later and allow AroFlo to generate the necessary details for this contact later on in the process.
For this tutorial, you will need to create a new contact for this job.
Fields marked with * are mandatory and must be entered.
Click Save when done.
The last two fields on the New Task window will be covered in separate tutorials, and are not required for the Basic Walkthrough:
Project – This field allows you to group this task with other tasks under a project. This allows larger jobs to be separated into smaller tasks. More info: Projects
Periodic Task – A periodic task is one that the system will generate for you. It is commonly used for scheduled work which occurs regularly. More info: Periodic Tasks
To continue the exercise, click Create Task.
After you've created your task, the Open Task screen displays. This is known as the Task Worksheet.
The top section of the Task Worksheet displays the information that you entered when you created the job. Fields or field names that are underlined can be edited. Use the Edit Task Header button to edit other fields.
The Worksheet button displays a log of any labour, materials or expenses that have been recorded against the job so far. As your field staff complete their daily tasks, you can come back in here and view all of the job costs recorded.
Task Notes are used to communicate information between office and field staff, as well as recording important information about the job. More info: Add Notes
Let's record a task note on this training task to warn the field technician about the big dog on the property.
Click on the Add Note (Text) button to open the data entry box where the note can be recorded.
Beware of the big dog!
Click Save Note.
The Note Filter determines who can see the note. Internal Only indicates that only your staff can view the note. Note filters are important, especially if you need to include these notes when printing a job sheet (should your client request it), or if you enable client or contractor system access.
The type of checklist added to a task is determined by the Task Type. You can have a different checklist for each task type.
As field staff complete their checklist items, you will be able to track their progress from this screen. As each checklist item is completed, AroFlo records the date, time and user name.
The Schedule tab provides access to schedule information relating to the task. Schedules can be set within the Schedule tab, however, the most efficient method for scheduling a task is via the AroFlo calendar. This will be covered in a separate tutorial.
Once a schedule has been set, you can view or edit the details via the Schedule tab on the task.
For further details about the task worksheet, refer to the Task Worksheet help page.
Congratulations! You have successfully created a task. The next part of this tutorial will show you how to find your task within the current task list.