From the Task List Manager page, you can view all existing Task Lists based on their status (A), navigate to a different tenancy (also known as your namespace) (B), and create new Task Lists (C).
Once you click CREATE, a modal will appear for you to name your new Task List and provide an optional description.
The landing page for your new Task List makes it easy to begin creating Tasks. Simply follow the instructions and click the link to create your first Task.
The layout of the Tasks you create will appear on the left, and all properties of that layout are configured on the right.
In order to tailor the look and feel of your Task List, you can click +ADD ITEM and then click the CHOOSE TYPE dropdown to access the Organizational tools.
Below is a definition of each organization tool:
Section - Create a section of Tasks within your Task Lists. For example, for a Bathroom Task List, you can have a floor-specific section which would put a focus on Tasks pertaining to the floor such as sweeping and mopping.
Multi-Step Task - Create a Task that includes multiple steps to a process. For example, if a Task is to clean the beer lines, what steps need to be taken to properly mix the cleaning solution?
Heading 1 - Allows the addition of a title line for a Task List
Heading 2 - A subheader to the Heading 1 option
Description - A text field to describe a section of Tasks
Page Divider - Places a horizontal line across the list to form a division
Spacer - Places a blank space across a list to form a division
Checkboxes - A multiple-choice option to select various items
Yes/No - A “Yes/No” or “Yes/No/NA” option
Dropdown - A list of customized selectable options
Text Entry - A free-text field
Numeric - A field in which numbers can be entered
Rating - A rating that can be a numeric 1-5 or based on a 5-star rating
Temperature - A field to enter temperatures
Date Picker - A field to enter a specific date
Time Picker - A field to enter a specific time
Select Employee - A dropdown of staff members. Names found in the dropdown are manually added by managers during the Setup and Configuration process.
Signature - A field that will enter the first/last or initials of the user logged in
File Upload - A field to upload a variety of file types
Calculation - Displays the results of calculating specific fields throughout the Task List
As you begin adding Tasks to your Task List, you will be required to label each Task, and will be given the option to add a description for each as well.
Each type of Task has its own set of configurations. These configurations can include an acceptable date range for the Date Picker type or labeling options for each checkbox for the Checkboxes type along with whether or not you want the checkboxes to appear horizontally or vertically. Below is a chart with an image of each type’s unique configuration options along with some notes on each.
Configuring Calculation Types
Calculation Task types are a great way to keep track of inputted figures within the same Task List. For example, instead of having your managers count a cash drawer and total up each denomination, simply create a Numeric type for each, a Calculation type, and have them enter the number in each. As they enter their numbers, the Calculation type will automatically update, so if they enter a 42 in the Pennies Numeric Task, 7 in Nickels, 12 in Dimes, and 18 in Quarters, you can configure the Calculation Task to automatically display 6.47.
To configure a Calculation Task, you will need to create the formula from the Properties pane (A). From there, you will need to toggle between the Select Item menu and the Keyboard menu (B) to create your formula. Each Numeric Task within the Task List will appear as an item you can select from.
Although configuring the formulas can be a little tedious, it will save managers a lot of time, energy, and room for error. To create the formula mentioned above to total each denomination, you will need to enter (Pennies * .01) + (Nickels * .05) + (Dimes * .10) + (Quarters * .25) using Numeric Tasks available to select and the keyboard symbols from the Keyboard menu.
Please note that the asterisk (*) is the symbol for multiplication. The X's in the Formula field are to remove a symbol.
Tasks Requiring Follow-ups
As mentioned above, several Tasks can be marked with requiring a Follow-up when various scenarios occur. You can tell which of your Tasks are marked as such by an icon of rotating arrows. For more information on the the Follow-up process, please see the Follow-up section below.
Tasks can be dependent on one another as well. At the bottom of each Task’s Properties pane, you can mark the Task you’re building to be dependent on a Task you’ve already configured. In other words, the Task will only appear when the Task it’s dependent on is completed.
Similar to the Tasks with required Follow-ups, Tasks dependent on other Tasks will be marked with a link icon.
When completing Task Lists containing Tasks dependent on others, the Task will remain grayed out until the corresponding Task is completed. By clicking the link icon, users will be able to see which Task needs to be completed first.
Most Tasks can be marked as optional. This means that the Task will appear in the Task List, but are not required. A Task List will be marked as completed when all required Tasks are completed, and incomplete “optional” Tasks will not factor in that label. Additionally, Task List reports will not include information on Tasks marked as optional.
As you create and format your Tasks, they will appear on the left-hand side of the screen. From this view, you can click the drag icon (two vertical lines) (A) and drag the Task to a different place in the list. You can also click the overflow menu (three vertical dots) (B) to duplicate the Task or delete it.
Once a Task List is created and saved, you will need to schedule it for which days it will appear, create a completion (or due) date, and assign it to the correct stores.
You can configure certain Tasks to require a Corrective Action in the form of a Follow-Up or additional Tasks if a certain entry is made such as an out-of-tolerance temperature or number, or a certain item from a dropdown. For the following Task types, you are able to assign up to three additional Tasks or one Follow-Up:
- Date Picker
- Time Picker
When configuring your Tasks Lists, you're able to add a Corrective Action to a Task by clicking the overflow menu and selecting ADD CORRECTIVE ACTION.
To create a Follow-Up, click ADD FOLLOW-UP or select ADD TASKS to add additional Tasks.
In order to add a Follow-Up, you must have an acceptable range or selection depending on the type of Task it is. If you haven't specified an acceptable range in the Properties menu, you will be asked to do so before being able to continue (See Adding Tasks below for an example.) For Tasks that don't require an acceptable range, you will be asked to specify an acceptable selection.
Before a Corrective Action can be applied to a Task, the Task must have an acceptable range or selection. If you haven't specified an acceptable range or selection from the Properties menu, you will be asked to do so before being able to continue.
Once an acceptable range or selection is set sub-Tasks are added the same way regular Tasks are added. Simply click ADD ITEM.
As you add more Tasks, notice they stay within the parent Task's box.
For Task types that require an acceptable selection (Yes/No, Dropdown, and Rating) you are able to add up to 3 requirements to trigger a new set of Corrective Action Tasks. For example, let's say you have a "What Area Needs the Most Attention?" Task on your Bathroom Task List. You might have Trash, Counters, Soap, and Paper Towels as options in a Dropdown. You're able to have a unique set of Corrective Action Tasks tied to the Trash selection and a different set of Tasks tied to the Soap selection. Simply click ADD ANOTHER REQUIREMENT (UP TO 3) and add your Tasks.
To delete or copy Corrective Action Tasks, click the overflow menu for the Task. You are also able to select COPY MULTIPLE TIMES to copy a Task up to 25 times.
Once a Corrective Action is appended to a parent Task, you will have the same Delete, Copy, and Copy Multiple Times options, however, any time you copy or delete a parent Task, all child Tasks and Follow-Ups will be copied and/or deleted with it, but you will receive a confirmation modal before that happens.
Corrective Action Tasks can also be rearranged within their parent Task by clicking and dragging the vertical handles.
When you have Corrective Actions assigned in a Task List, you are able to easily view them by clicking PREVIEW LAYOUT at the top of the page and selecting the VIEW CORRECTIVE ACTIONS checkbox.
As you click through your Task List, Tasks will be labeled if there is a Corrective Action associated with it. Tasks with additional Tasks tied to them will have a carrot you can click on to expand the window to view the corresponding Tasks.