Tasks are the best way to assign out specific, work related, calls to action to your staff members. In this article, we'll dive into 3 places you can add Tasks to your FP system:
- From the Dashboard's Tasks/ To Dos tile
- From a Job page
- Via a Schedule
And be encouraged to print up a copy of our handy Cheat Sheet on task creation that you can find here: 3 Ways to Create Tasks
A Task Quick Add window will appear. Required fields are marked in blue. If this is to be a personal reminder, (aka one to which you will not be tracking time & that is not related to agency work) enter the basics here. Click Submit when ready.
This personal to-do item will now show on your Tasks/ To Dos tile. When this Task is done, pick the status of "Confirmed" from the drop down menu, and it will disappear from the Tasks/ To Dos tile.
If this is a task that will be related to live work, and have time tracked to it, click Quick Task, and then the Show More option.
You will now see several additional fields, and can build out a robust call to action for yourself, or a colleague.
Recommended fields to input data include: Due Date, Job, Service, and Estimated Hours. Try to provide as much detail as you can, so that the Assignee can work independently, and so that this task will show on Resource Allocation.
Click Submit when ready.
This Task will then display on the Dashboard of the Assignee, or on your own Dashboard. Once the Task is in the "In Progress" status, the time tracker icon will appear, and you can simply click that icon to start making a timesheet against this Task.
You'll land on an Add Task page. Required fields are marked in blue. Recommended fields to input data include: Due Date, Service, and Estimated Hours. Try to provide as much detail as you can, so that the Assignee can work independently, and so that this task will show on Resource Allocation.
From the Job Itself
Not every Job you create in FP will necessarily require a full Schedule. If a Job does have a handful of calls to action for your team members, just add stand alone tasks to the Job. Tasks added to the Job level can be assigned to one or more assignees.
From any Job page, look for the Add New button towards the top right of the page, and choose Add Task.
You will land on the Add Task screen. Several fields, such as Job and Start Date will be filled in already.
Recommended fields to input data include Due Date, Service, and Estimated Hours. Try to provide as much detail as you can, so that the Assignee can work independently, and so that this task will show on Resource Allocation.
Click Submit when ready.
Choose the Task Type to decide if there should be one or multiple assignees
Choosing no type, or one of the default types such as Internal will allow you to select one name in the Assigned To field.
However, choosing the type of Shared will mean you can select multiple team members, or a Role (thereby including all within that Role). Click your space button or start typing a name to see your list of roles and staff. And note that the estimated hours are equal per assignee. Here, we've said the meeting is 2 hours and so far 4 staff are a part of this. Therefore the total for the Task is 8 hours.
Tasks that you add to the Job will be listed under the Tasks tab. The Tasks will also appear on staff Dashboards and the Resource Allocation view.
Depending on the Alert Settings in place, the Assignee can be notified that a new task has been given to them. You as the Assigner can also choose to get an Alert when this Task moves to an "In Progress" status, meaning the Assignee is now tracking time to it.
From the Schedule
Depending on your workflow, you may start your Jobs with an Estimate, and then choose to add a Schedule. Or, you may start with a Schedule and use that to create your Estimate and Job. Either method works perfectly well, and you're never locked into one method over another.
For this first example, let's say you started with an Estimate/ Job, choosing to add on a Schedule later. Schedules are a great way to organize and manage work that includes multiple calls to action to different members of your team. From either the Estimate or Job, look for the Add New button towards the top right of the page, and choose Add Schedule.
The Add Schedule window will generate. You will have the option to use any previously built schedule templates, or just use the structure already created in your estimate. Click Submit when ready.
The content from the Estimate(and/ or Job) has come over for us. Click anywhere into the now created Schedule to easily in-line edit any information, and break down chunks of time into smaller calls to action for different members of your team. From this page you can also readily copy any group of tasks, or individual tasks.
To make new Tasks, use the New Group (which creates a group and a task within it), or New Task buttons.
You can also create more Tasks by choosing the menu button on any Task Group of Task. Copied Task Groups or Tasks will generate immediately below, and can be edited as needed. Once you have a new Task, assign it an amount of time to complete, a person to work on it (Assignee) and any other pertinent information.