Basics of Tasks feature

Preventive maintenance tasks, notifications of upcoming / delayed work, recurring tasks

The Tasks feature usually performs all known tasks. Jobs can be one-time or recurring.

When creating a task in Spotilla, it is mandatory to define:

  1. the name of the task (eg "Monthly maintenance of the IV machine" or "Take the car for inspection" or "Annual maintenance of the bending machine" -this information comes from the task template, if such is used as a basis for creating the task)
  2. for which device or object (i.e. spot) the work is being done
  3. the responsibility role, ie the work queue to which the work is directed: which team's work queue the task in question is to appear on
  4. due date or deadline (by which time the work should be done)

    Other things can be defined for the task as well, but these are not mandatory (such as the frequency interval and the forced recording of working hours, etc.)

    The task has 6 possible modes: open, late, in progress, in review, completed and on hold. Work management can easily monitor the status of the work to be done from the tasks Kanban table (Tasks -> Tasks -> Kanban).

Recurring tasks

If a recurrence is defined to a task, Spotilla works so that when the current task is completed, the system creates the next task.

For example: only when the Annual Maintenance for 2022 is completed is the system creating a task for 2023 according to the repetition settings.

Task templates

When performing the same task on more than one device in exactly the same way (same frequency, same task name, and instructions), we recommend that you first create a task template and use it to create the task. Learn more about task templates and creating a preventive maintenance program.

Group tasks

If some tasks have the same role of responsibility, which may change from time to time (eg "Annual inspection of fire extinguishers" or "Annual inspection of lift doors" or "Electrical center inspection"), it is advisable to use a group task. It is easy to switch the responsible role to all the tasks in the group task.

This could be the case if some parts of maintenance are outsourced (e.g. electrical work) and the contractor may change from time to time.
More about group tasks here.