How Task Lists Work

From your

Applies to , ,

Overview

Use Task Lists to let your employees know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed.

Shift Tasks Beta

The Shift Tasks feature is in Beta testing and is slowly being rolled out to eligible accounts. If you would like to help us test shift tasks, please contact us to find out if your account qualifies.

Considerations

Your account must be on the Scheduling Pro plan to use Task Lists. See Switching to a Different Plan for more information on updating your plan.

Types of task lists

When I Work offers two types of task lists: Team Tasks and Shift Tasks.

List typeTeam Tasks Employees
Description

Create team task lists for activities or duties that are completed collaboratively by the employees working that day.

Team tasks are assigned to days on a schedule.

Any employee working that day can complete these tasks or specific tasks can be assigned to an employee.

For more information, see Setting Up Team Task Lists and Assigning Team Tasks.

List typeShift Tasks User
Description

Create shift task lists for specialized tasks that need to be completed by a certain employee or during a specific shift.

Shift tasks are assigned to an individual shift in the scheduler or to a Shift Template.

These tasks are to be completed by the employee scheduled for the shift.

For more information, see Setting Up Shift Task Lists.

List type Description
Team Tasks Employees

Create team task lists for activities or duties that are completed collaboratively by the employees working that day.

Team tasks are assigned to days on a schedule.

Any employee working that day can complete these tasks or specific tasks can be assigned to an employee.

For more information, see Setting Up Team Task Lists and Assigning Team Tasks.

Shift Tasks User

Create shift task lists for specialized tasks that need to be completed by a certain employee or during a specific shift.

Shift tasks are assigned to an individual shift in the scheduler or to a Shift Template.

These tasks are to be completed by the employee scheduled for the shift.

For more information, see Setting Up Shift Task Lists.

Create task lists

Hover over Workplace, then select Tasks Task Lists.

Select the type of task list you would like to create.

Follow our instructions on Setting Up Team Task Lists or Setting Up Shift Task Lists.

Schedule task lists

When your task lists are ready, you can schedule them to make the tasks visible to employees.

Team tasks

Add team tasks to a schedule and set the list to automatically repeat daily or weekly, or you can pick the days it should be active. For instructions, see Scheduling Team Tasks.

Add list to schedule

Once your team task list is scheduled, you have the option to assign tasks to employees that are scheduled to work on that day. For instructions, see Assigning Team Tasks.

Shift tasks

Add shift task lists when creating shifts in the Scheduler for the assigned employee to complete.

You can also add shift task lists to shift templates to schedule over and over again. 

For instructions, see Scheduling Shift Tasks.

Completing tasks

Employees use their iPhones and Android phones to complete tasks. Click Tasks on the Dashboard to view task lists. The dashboard displays the number of assigned or available tasks.

Tap My Tasks and Team Tasks to toggle between task lists.

Monitoring tasks

Users with account holder, manager or supervisor level access can monitor the progress of tasks throughout the day from the web app or the Android or iOS apps.

See which tasks are completed, who completed them, and when they were completed.

Frequently asked questions

 What happens if tasks are not completed on the assigned day?

We’ll automatically send you a summary email each morning that lists uncompleted tasks from the previous day. Users with supervisor, manager, or account holder access privileges will also receive the summary email.

Can I add a single task that isn’t part of a list?

No. If you need an employee to complete a standalone task, we recommend letting that employee know individually by sending a WorkChat, Email, or TeamTxt message.

Updated on September 17, 2019

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket