Module · Tasks

Where to find it in the app

• Use it: Operations → Tasks
• Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Tasks

Plan: Solo and Business · Module group: Operations & compliance · Navigation: Operations → Tasks

1. Overview

Purpose. A shared to-do list for running the place. Assign jobs to people with due dates and priorities, set up recurring chores (opening/closing lists, the weekly clean), and see at a glance what's due today and what's overdue. It's a team task board, not a project-management suite.

Your wording. Like everything else, you can rename it to suit your business, Jobs, Checklist, To-dos.

2. When to use it

• Daily opening/closing checklists that reset themselves.
• One-off jobs, "fix the leaking tap", "call the linen supplier".
• Handover work: assign a task to the afternoon shift with a due time.
• Anything you'd otherwise scribble on the whiteboard.

3. Required permissions

• See, add, complete & edit tasks (tasks.view), the everyday set; staff have this by default, and it lets them edit any task's details.
• Delete others' tasks & set up the board (tasks.manage), managers; needed to delete a task someone else created, and to manage templates and settings.

4. Navigation path

Operations → Tasks

5. What you'll see

• Four views: Today (what needs doing today), Board (columns you can set up to match how you work), List (everything, in due order, filterable) and Calendar (tasks on their due dates). A task moves column by dragging it on the Board, or with Lane in the task: press it, choose, then Save.
• Today lists what's Overdue and Due today, with what you have finished under Done today. A task due on a later day is on the Board, List and Calendar, and joins Today on the day it's due. A task with no date is on the Board and List. The foot of Today counts both, "3 more are due on a later day and 2 have no date", and See them opens the List.
• A quick-add box, type and press enter.
• Each task opens a detail drawer: description, assignee, due date, priority, recurrence, and comments.
• A filter that starts on Mine & unclaimed: anything assigned to you, plus anything nobody has picked up yet. Unclaimed work is included on purpose, because a task nobody owns still has to be done and is usually the first thing a business creates: applying a template, or asking the assistant, makes tasks with no assignee. Everyone shows the whole business, and every row says whose it is, or Unassigned.
• When that view is empty but the business has open work assigned to other people, the screen says how many and how many are overdue, with a Show everyone button, rather than implying there is nothing to do.

6. Turning it on

Settings → Modules → Operations & compliance → Tasks.

7. Step-by-step tasks

7a. Add a task

1. Open Operations → Tasks and use quick-add (or the add button). On Today its date starts on today, so the task joins today's list; change or clear the date before pressing Add if it's for another day.
2. Open the task to set an assignee, due date, priority and a description.
3. It appears in Today on its due date, and under Overdue if it slips. Until then it's on the Board, List and Calendar, and the quick add says which day it's for: "Task added for Fri, 9 Oct". A task with no date is never on Today; it's on the Board and List.

7b. Make a task recurring

1. Open the task's drawer and set the repeat: daily, weekly, fortnightly or monthly, and how many of them between each one.
2. When it's completed, the next occurrence is created automatically for the next due date. Completing a recurring task never deletes the series.
3. If the task was overdue when you ticked it, the next occurrence counts from today, so clearing a stale chore never brings it straight back as overdue again.

7b-i. Which clock the repeat runs on

Counts from is the difference between a chore on the calendar and a chore that comes round with use, and it changes what happens when somebody does it early.

With when it was last done, only one is ever waiting. Ticking it sets the next one, so a quiet fortnight with the doors shut doesn't come back as a pile of missed chores, and a flat out fortnight can be cleaned early without the app answering with a longer wait. The weekday and day-of-the-month pickers don't apply, so they're hidden. 4. Untick a completed recurring task (from Done today or its drawer) and the occurrence it had lined up is taken back too, so the series can't end up doubled.

Last done. A repeating task says when it was last actually done, "Last done 9 days ago", on the Tasks page, on My Work and on the kiosk. Its drawer gives the date and who ticked it. For a deep clean counted from the last one, that line is what tells whoever is looking whether it needs doing yet.

7b-ii. Not yet

Sometimes a job is due and doesn't need doing: the fryer is due its fortnightly clean, but the kitchen was quiet. Choose Not yet, then Tomorrow, In 3 days or In a week, and it comes back then. Nothing is recorded as done, so a repeat counted from the last one still counts from the real last clean. The task's comments note who put it off and until when.

Not yet is beside the tick on My Work and on the kiosk, and at the top of the task's drawer, for anything due today or overdue. A job that isn't due yet has nothing to put off; change its date in the drawer instead.

7c. Ticking off a task that isn't due yet

Future tasks are easy to spot: their date chip reads in plain words ("In 2 weeks · 7 Sept") and both the chip and the tick circle are drawn dashed. Ticking one, on the Tasks views or the My Work task card, asks "Mark this done now?" first, and for a recurring chore the prompt also says the next occurrence will be lined up. Completing early is fine, it's just never an accident. Every completion shows a toast with Undo for a few seconds.

7c-i. Who is reminded, and where

• The bell and the Tasks menu count what is due today or overdue for you: your own tasks, and any nobody has picked up yet, the same as Mine & unclaimed on the Tasks page. A task held by somebody who has left counts as unclaimed.
• My Work lists your own, plus unclaimed ones once they are due, marked Anyone.
• The morning email lists tasks on the day they are due, and on each day after while they are overdue. Nothing is listed ahead of its day.
• The kiosk's Tasks tile shows everything due today or overdue for the whole team (see Kiosk tablets).

Give a task to somebody if a particular person should get the reminder. Left unassigned, it reaches everybody.

7d. Use a template

1. Managers can save templates, a named set of tasks (e.g. "Closing checklist").
2. Choose Use template to drop the whole set onto the board in one go.
3. Templates are edited under the board's template editor (managers only).
4. Tasks from a template arrive unassigned, so they show up for everyone under Mine & unclaimed until somebody takes one. Give them an owner from the task's drawer if a particular person should do them.
5. The order of the steps is the order they arrive in. Drag a step, or use the arrows beside it, to put a checklist in the sequence it is actually done: unlock the door, lights on, check the room, float the till. The checklists themselves can be dragged into order too. Numbered on screen so the sequence is visible while you arrange it.

7e. Make a task from a booking or customer

Records around the app carry an Add button: a booking, a customer, an overdue invoice, a maintenance issue, a form submission. Choose Task and a small form opens with a suggested title you can accept with one tap, e.g. "Follow up with Ava Mitchell". The task lands on the board with a chip that links straight back to the record it came from.

The same button also offers File, to upload a signed form, contract or photo and keep it in Documents against the record, and Quote and Invoice where the record belongs to a customer, so one control covers everything you might do next. It only lists what you can actually do: an option whose tool is switched off, or that your role does not allow, is not shown. Where a record can only make a task, the button simply reads Add a task and goes straight there.

7f. Comment on a task

Open the task and add a comment, questions, updates, or why something's blocked. Comments keep the discussion with the job instead of in the group chat.

8. Examples

• Beginner (café): a "Closing checklist" template, tills counted, floors done, fridge temps logged, applied each afternoon; the closer ticks it off on their phone.
• Real-world (clinic): the steriliser fails its check in Safety & cleaning; reception raises a task for the practice manager with High priority and a due date, and links the maintenance follow-up.
• Advanced (venue): the Board's columns mirror the venue's flow, To do → In progress → Waiting on supplier → Done, and recurring weekly tasks keep compliance jobs from being forgotten.

9. Reports & exports

The Today view is the working report: due, overdue and done-today at a glance. The List view filters by assignee and status for a quick catch-up in a team meeting.

10. Common mistakes

• Looking for overdue tasks and finding none. If your dashboard or the assistant says tasks are overdue and the list looks empty, check the filter button: Everyone shows work assigned to other people, which Mine & unclaimed hides. Unassigned tasks are never hidden.

• Using Tasks for safety checks, temperature logs and compliance checks with pass/fail readings belong in Safety & cleaning; Tasks is for jobs.

• No due dates: an undated task is never on Today and never becomes overdue, so nothing chases it. It isn't on the dashboard's My tasks, the bell or the morning email either; it waits on the Board and List. Give jobs a date, even a rough one.

• One person hoarding tasks, assign them out; everyone with view access can complete their own.

11. Troubleshooting

12. Error messages

Actions confirm with a short toast: "Task added", "Task added for Fri, 9 Oct" for a later day, or "Task added with no date" on Today, and the task's name with "done" after a tick, plus when a repeating one is next due and an Undo. Failures show a short toast with the reason, usually a permission gap or the module being switched off mid-session.

Related: Safety & cleaning · Team comms · Roster & timesheets