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:
- from the Dashboard
- 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
From the Dashboard - Quick Task Button
Quick Tasks are a way by which you can create either a non-work related to-do item, or one that should be work related. From the Dashboard, look for the Tasks/ To Dos tile. This tile will be included on the "Classic" Dashboard, or can be selected if you customize your Dashboard layout.
From this tile, choose the Quick Task button.
A Task Quick Add window will appear. Required fields are marked in blue. If this is to be a personal reminder, one to which you will not be tracking time, that is not related to company 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.
From the Job - Add Task Option
Not every Job you create in fp. will necessarily require a full schedule or timeline. If a Job does have a handful of calls to action for your team members, just add stand alone tasks to the Job.
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.
This Task will now appear on the Assignee's Dashboard, and 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.
The Task will also be visible on the Job page, under the Tasks tab. You will also see a record of this Task on the Summary tile.
To add more Tasks, just click Add Task again, and repeat the same steps.
From the Schedule - Add Task Rows
Depending on your workflow, you may start your Jobs with an Estimate, and then optionally 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 the fp. system will never lock you 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 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 copying any single Task, or an entire Task Group and all the Tasks within. Copied Task Groups or Tasks will generate immediately below, and can be edited as needed.