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Managing and Assigning Tasks (Beta)

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Overview

Use tasks to let your employees know what activities they need to complete on a given day and make sure those activities are completed.

Tasks is currently in closed beta

The tasks feature is currently in closed beta and available to select customers only.

How tasks work

In When I Work, tasks are grouped into task lists. Think of a task list like a checklist that your employees must complete. When you’re ready to assign tasks, add a task list to a specific day of the schedule.

Create task lists

A task list is a reusable group of tasks that you can assign to any day of the schedule. You might create task lists for specific days, times, teams, or types of activities.

List TypeTime based
List Examples
  • Opening
  • Closing
  • Wednesday
Task Examples
  • Sweep floor
  • Lock up
  • Take out trash
List TypeActivity based
List Examples
  • Restocking
  • Cleaning
Task Examples
  • Unload produce
  • Mop kitchen floor
List TypeTeam based
List Examples
  • Front of house
  • Back of house
Task Examples
  • Fold napkins
  • Clean the range
List Type List Examples Task Examples
Time based
  • Opening
  • Closing
  • Wednesday
  • Sweep floor
  • Lock up
  • Take out trash
Activity based
  • Restocking
  • Cleaning
  • Unload produce
  • Mop kitchen floor
Team based
  • Front of house
  • Back of house
  • Fold napkins
  • Clean the range

Assign task lists

When you’re ready to assign tasks, add a task list to a specific day of the schedule.

Employees complete tasks

Employees use their iPhones and Android phones to complete tasks.Tasks list

Any person that is scheduled to work on a given day can complete tasks assigned on that day. Users with supervisor, manager, or account holder access privileges can also mark tasks as complete regardless of whether they are scheduled.

Setting up task lists

Go to the Task Lists page to manage your lists. Hover your pointer over Gear in the top-right corner of the page, then click Task Lists.Task Lists page

Adding a task list

  1. Click Create List.
  2. Type a name for the task list, then press Enter or Return.Create New Task List
  3. Add a task:
    1. Click Add task.
    2. Type a Task description.
    3. Click Add or press Enter.
  4. Add more tasks as needed.
  5. When you’re finished, click Save.

Editing a task list

  1. Click Edit next to the task list.
  2. Update the task list:Edit Task List
    • To rename the task list, click the list name.
    • To add a task to the list, click Add task.
    • To edit a task, click the task name.
    • To delete a task, click the task, then click Delete.
  3. When you’re finished, click Save.

Deleting a task list

  1. Click Delete next to the task list.
  2. Click Delete List to confirm.

Assigning and monitoring task lists

You assign and monitor task lists from the Scheduler.

  1. Click Scheduler Scheduler at the top of the screen.
  2. Go to Week or Day view.
  3. Go to the day that you want to add tasks to.
    • If you’re on week view, click Tasks next to the date.Add lists on week view
    • If you’re on day view, click Tasks Tasks.Add lists on day view

Tasks for <day> appears and lists the tasks that are assigned and due on that day.Tasks for the day

Adding task lists to the schedule

To assign tasks to your employees, add one or more task lists to the day when the tasks should be completed.

  1. Click Task Lists at the bottom of Tasks for <day>.
  2. Click each task list that should be completed on this day. Lists with a Checkmark are active.Select Task Lists
  3. Click Apply Lists to add the task lists to the schedule on this day.

Viewing task completion progress

Tasks for <day> lists the tasks that are assigned and due on that day.Monitoring task completion progress

  • Each task list shows the number of completed and total tasks.
  • Click a task list to to see which tasks are completed, who completed them, and when they were completed. Completed tasks have a Checkmark.
  • If you’d like to mark a task complete yourself, just click the task to add a Checkmark.

Removing a task list from the schedule

Click Delete next to the task list that you want to remove.

Frequently asked questions

Can I assign tasks to a specific team, person, or position?

No. However, you can use the task list name or task description to indicate who is responsible to complete each activity.

Who can complete tasks?

Any person that is scheduled to work on a given day can complete tasks assigned on that day. Users with supervisor, manager, or account holder access privileges can also mark tasks as complete regardless of whether they are scheduled.

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 set task lists to repeat automatically?

No. If you want task lists to recur, simply add them to the days when they must be completed.

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 December 8, 2017

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