Creating a new task

This is how you create a new task (job). Task definitions

You can create a new task in the administration portal either

  1. from the dashboard
  2. Tasks-page
  3. from the spot

When opening a new task via the dashboard or Tasks page, the task must specify 

  • the spot to which the task belongs
  • the name of the task
  • the responsibility role for which the task is responsible (which work queue)
  • and the due date (by which the task must be completed).

    If your administrator has already created task templates for you, you can select one for your use to make it easier to create a new task. The task template will contain at least the above-mentioned specifications, and possibly some other specifications or work instructions and possibly a task form attached to the base.

We strongly recommend to use task templates to create a task whenever a similar task (same instruction, same frequency) is performed on at least two devices.

However, you can create a task without a task template.

If you open a task directly from a spot, the task is created for that specific spot, so that definition is no longer needed. However, you can add other spots for the task if necessary, but note that they all have the same deadline. (Of course, the deadline can be changed later from the administration portal)

When you create a new task, you can also attach a task form to the task (for example, a checklist defined by your administrator). Note that the person completing the task must complete the form before the task can be acknowledged.

Target(s) * Defines the spot(s) the task will be assigned :  for which spot (s) should the task be performed?
Task template Makes it easier to create a task. It contains the name of the task, a possible description, the role of responsibility, the deadline and other definitions of the task.
(Task template is optional but recommended for use)
Learn more about the benefits of the task template here
Task Form  Attaches a task form to the task (optional).
Learn more about the task forms here
Task Name *  The name of the task that appears in the job queue on the mobile application (Tasks page). When using a task template, the task name automatically comes from the task template
Task Description  A more detailed description of the content of the task / instructions for the person completing the task is written in the task description field (optional). When using a task template, description automatically comes to the task from the task template.
Estimated cost  An estimated cost to the task may be defined
Priority  A task priority may be defined (high, medium, low)
Attach to.. -> Link to service request A task may be linked to a service request. Choose the correct service request from drop down menu. Learn more about service requests here 
Attach to.. -> Work order A task may be linked to a work order. Work orders compiles tasks for reporting. Learn more about work orders here
Billing information An order number, Internal reference or external reference for a task may be defines (otpional). An order number can be generated as well. 
Files  Files (images, documents, videos) may be attached to a task.
Select role *  A responsibility role must be defined. This defines which group will see the task in their work que
Choose a due date *  A due date must be defined: until what date this task should be completed?
Resourcing  Defines the start and end of working time for the task (optional -use this if you do resouring with Spotilla)
Planned duration  Defines the planned duration for completing the task
Enforce logging of work hours  Makes it mandatory to log the work hours for the task when completing the task

The task must be reviewed before completion

Create a "In review" status for the task. This means that the manager user can still check the information entered in the task / task form and edit it if desired before the task is actually completed.

Recurrence interval number

Defines how often the task repeats.
For example, "2" months = every other month

Recurrence interval

Defines the time period how often the task repeats.
For example, 1 "year" is repeated annually, = every 1 year (once a year)

Recurrence end date

Defines the end of the task's recurrence, after which the new task will no longer be created when the previous one is completed. This can be used, for example, in activities that are seasonal, ie only in summer.

Recurrence type -Retains original schedule

Defines the due date for the next task based on the original due date for the task
(eg original deadline 31.8.2022 -> deadline for the next (annual) task 31.8.2023)

Used if you want the task to always be done at a specific time in the calendar, such as "always on Fridays" or "always in December" when the due date for the first task you created falls on that time.

Continues from completion time

Defines the due date for the next task based on the actual completion date of the task 
(eg original deadline 31.8.2022 -> completed 15.8.2022 -> deadline for the next [annual] task 15.8.2023)

We strongly recommend using this option for tasks - especially for daily tasks, but also for others! In this option, the maintenance interval remains defined regardless of when the previous maintenance was performed (whether it was performed late or on time)

Choose email notifications 

Email notifications may be attached to a task. Learn more about email notifications here.

*) mandatory fields to fill in