Create a Task

If you have multiple business units, this field will populate and default to the current business unit. To select a different business unit, click  (magnifier) and double-click the relevant one.

This field either defaults to the current business unit or is left blank (see Task Settings - Default Task Client).

To select a client, click  (magnifier) and double-click to select a client from the list. Alternatively, start typing the client’s name and select from the list.

To add a new client:

1. Click (plus sign) next to the Client field.
2. Enter a Company/Reference Name, First Name and Last name (mandatory fields)
3. Complete the other fields as necessary
4. Click Save.

For complete instructions, see Create a Client.

This field is used when the work site location is different from the client's office location. This is useful for clients that have multiple offices or locations, such as real estate agents and strata management companies.

Click  and double-click to select a location from the list. Alternatively, start typing the location name and select from the list.

To add a new location:

1. Click (plus sign) next to the Location field.
2. enter the work address into the Location/Address field (mandatory field)
3. complete the other fields as necessary
4. click Save.

For complete instructions, see Add a Location.

This field is used to link a piece of equipment that is being worked on for this job. It is an optional field, usually used for scheduled maintenance work.

Click  and double-click to select an asset from the list. Alternatively, start typing the asset name and select from the list.

To add a new asset:

1. Click (plus sign) next to the Asset field.
2. enter the asset name (mandatory field).
3. complete the other fields as necessary
4. click Save.

For complete instructions, see Create an Asset

The task type defines:

• the different types of work your business performs, for operational or reporting purposes
• specific workflows and processes, through the use of checklists and notifications
• automated minimum labour charges and service fees, for faster invoicing
• if material items automatically get added to the task, automating your workflow
• a range of default settings that will save you time when creating tasks.

Click  and double-click to select a task type. Alternatively, start typing the task type name and select from the list.

This field is used to set a priority level for the job. This is an optional field that is used internally to advise either the scheduler or field staff of urgency.

(*Required Field) This field is used to record the date that the customer needs this work completed by.

By default, tomorrow's date will be auto-populated. You can type in a due date (DD/MM/YYYY format), or click on the date field and select a date using the pop-up calendar.

Assign To

The Add Resources button is used to assign one or more resources, including contractors, to the job. They may not necessarily be the person performing the work, i.e. the 'scheduled' resource.

Click Add Resources to select the resource you want to assign the task to. If you don't see the name you need, start typing the name and select it from the list. You can select multiple resources at once. Click Select Resources to add the resources' names to the task. When you Save, the resources' names become links to their user, client or contractor card (if the resource is a business unit there is no link).

To delete a resource, click the X beside the name.

To quickly assign the task to yourself: click  (down arrow icon), then Assign To Myself.

Assign a sales person to the task (if applicable) (see Task Settings).

This is where you enter the details of the problem or request. You can create description templates for common phrases or job information using the Descriptions button located under the description field.

The description can be created in text or HTML format. Select HTML if you need to use bullet points, bold / coloured fonts, paragraphs (show carriage returns) or tables.

This shows a history of all tasks in the system for this client. Click the (plus icon) on an existing task to view the description and task notes.

Double click a row to open the task.

This function allows you to schedule the job to a resource when creating the task.

To add a schedule:

1. click  and select a User/Asset/Crew.
2. click  and select a date.
3. edit the start and finish times.
4. add a schedule note (optional).

This field is used for recording the contact who requested the work. Click the  to select a contact from a list.

To add a new contact:

1. click next to the Reported By/Contact field.
2. enter a Given Name and Surname (mandatory fields)
3. click Save.

This option is only used if projects exist for the client. It is used for allocating tasks to a project. Refer to Projects for more information.