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Managing and Scheduling 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.

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

Schedule task lists

When your task list is ready, you can schedule it to make the tasks visible to your employees. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active.

Employees complete tasks

Any employee that is scheduled to work can see and complete tasks scheduled for the day their shift takes place.

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

Setting up task lists

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

Use the Task Lists page to set up lists and schedule them for your employees.

Adding a task list

  1. From the Task Lists page, 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. (Optional) If you’d like to schedule this task list now, click Schedule this list. See assigning task lists for more details.
  6. When you’re finished, click Save.

Editing a task list

  1. From the Task Lists page, 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.
    • To schedule the task list, click Schedule this list or Added to N schedules. See assigning task lists for more details.
  3. When you’re finished, click Save.

Deleting a task list

Delete a task list if you don’t plan to use it in the future and don’t need to keep information about its past use.

Deleting a list removes historical data

Deleting a task list removes it from all schedules and deletes all associated historical task completion data. If you want to keep a record of completed tasks, consider removing the list from future schedules instead of deleting it.

  1. From the Task Lists page, click Delete next to the task list.
  2. Click Delete List to confirm.

Scheduling task lists

When your task list is ready, you can add it to the schedule to make the tasks visible to your employees. You can set the list to automatically repeat daily or weekly, or you can pick the days it should be active.

Scheduling a repeating task list

If your list contains tasks that must be completed on a regular basis, schedule your task list to automatically repeat. Tasks can repeat daily or on specific days of the week. For example, you could schedule a task list for every Monday, Wednesday, and Friday.

  1. From the Task Lists page, click Edit next to the task list that you want to schedule.
  2. Click Schedule this list at the bottom of the list. If this list is already added to one or more schedules, click Added to N schedules instead.Edit Task List
  3. If you have multiple schedules, select the Schedule that you want to add the list to.Add list to schedule
  4. Make sure the Repeats toggle is in the on position.
  5. From the Every menu, select how often the tasks should repeat:
    • If the tasks need to be completed every day, select Day.
    • If the tasks need to be completed on specific days of the week, select Week, then check the box next to each day that the tasks must be completed.
  6. Click Add. You return to the Schedules list.
  7. Near the top-left corner of the Schedules list, click Left to return to the task list details.
  8. Click Save.

Now that your task list is scheduled, you can monitor it and mark tasks complete.

Scheduling a task list for specific days

Schedule a list for specific days if the tasks don’t need to recur on a regular daily or weekly pattern. For example, you might want to schedule a task list to take place on the 1st of every month, the 1st and 15th of the month, or every other Friday.

  1. From the Task Lists page, click Edit next to the task list that you want to schedule.
  2. Click Schedule this list at the bottom of the list. If this list is already added to one or more schedules, click Added to N schedules instead.Edit Task List
  3. If you have multiple schedules, select the Schedule that you want to add the list to.Add list to schedule
  4. Click Repeats to move the toggle to the off position.
  5. Use the calendar to select the dates when the tasks need to be completed.
    • You can select one or more dates.
    • You cannot select dates in the past.
    • Selected dates have a green circle to indicate the tasks will be active.
  6. Click Add. You return to the Schedules list.
  7. Near the top-left corner of the Schedules list, click Left to return to the task list details.
  8. Click Save.

Now that your task list is scheduled, you can monitor it and mark tasks complete.

Removing a task list from the schedule

  1. From the Task Lists page, click Edit next to the task list that you want to schedule.
  2. Click Added to N schedules near the bottom of the list.
  3. If you have multiple schedules, click the schedule from which you want to remove the list.
  4. Click Remove List from Schedule.
  5. Near the top-left corner of the Schedules list, click Left to return to the task list details.
  6. Click Save.

Monitoring and completing tasks

You can monitor task completion process and mark tasks complete from your computer or your mobile device.

From your computer

Monitor tasks and mark them complete from the Scheduler.

  1. Click Scheduler Scheduler at the top of the screen.
  2. Go to Week or Day view.
    • 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> shows the tasks that are assigned and due on that day.Monitoring tasks on web

  • 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.

From your iPhone or Android phone

You can use the When I Work app on your iPhone or Android phone to monitor tasks for today.

The Today’s Task Lists card on the Dashboard shows a summary of task completion progress.Today's Task Lists

Tap Today’s Task Lists to view details.

  • 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.

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 employee that is scheduled to work can see and complete tasks scheduled for the day their shift takes place.

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 February 7, 2018

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