Setting Up Task Lists

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Overview

Create task lists to capture tasks that need to be completed by your staff.

Before you begin

Review How Tasks Work to learn about how to create, schedule, assign, and monitor tasks.

What is a task list?

In When I Work, tasks are grouped into task lists. Think of a task list like a checklist that your employees must complete.

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

Managing task lists

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

To access the Task Lists page, hover your pointer over Gear in the top-right corner of the page, then click Task Lists.Task Lists menu

Adding a task list

Set up a new task list to group tasks that need to be completed at a specific time, pertain to the same activity, or need to be completed by a particular team.

  1. From the Task Lists page, click Create List.Task Lists
  2. Type a name for the task list, then press Enter or Return.
  3. Add a task:Create New Task List
    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 Scheduling Tasks for more details.
  6. When you’re finished, click Save.

Editing a task list

You might want to edit a task list if you need to rename it, change when it’s scheduled, or add/update/remove a task.

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

Next steps

Now that you’ve set up your task lists, you can schedule tasks to make them visible to your staff.

Updated on October 4, 2018

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