Tasks
Say what needs to be done, who it's for, and when it appears. Repeat it for opening and closing, or save it as a template for later.
A task is one job that needs to be done, like "Restock the oat milk," "Mop behind the counter," or "Count the walk-in." It appears for the people it's assigned to, they move it along as they work, and it's kept as a record once it's done.
Choose who a task is for
You assign a task to an identity: a person, a role like Baristas, Everyone, or an identity you create yourself, like "Downtown baristas." Everyone in that identity sees the task on their Dashboard. If you assign it to Baristas, the barista you hire next month gets it too, without any changes from you.
If you don't choose anyone, the task is for Everyone. To learn how identities work, see People, roles, and identities.
Choose when a task appears
- Choose Now to show it right away.
- Choose Later to show it starting at a date and time you pick.
- Choose Repeats to create a new task each time it comes around.
A repeating task can come around on specific dates, on days of the week, on a day of the month (like the 1st, the last day, or the first Monday), or every few hours, days, or weeks. Each one can be due a set amount of time after it appears, and it can stop on a certain date or after a number of times.
For example, you might create an opening checklist that appears every day at 6 a.m. and is due by 7 a.m. If yesterday's checklist is still open when today's comes around, today's is skipped, so a missed job doesn't turn into two.
Boards
Tasks live on boards, and each board is a tab on the Dashboard. For example, a café might have Opening, Closing, and Kitchen. An admin can create up to 10 boards in Task Manager under Boards. Everyone sees every board, but only the tasks assigned to them.
When you create a task, choose its board. Templates and repeating tasks have a board too, and their tasks appear there.
Move a task along
Every task moves through its board's stages. A new board starts with To Do, Pending, and Done. An admin can rename them, reorder them, or add more in Task Manager under Boards. On the Dashboard, drag a task on the board, or set its stage from the list.
To move a task to another board, open it and choose Board. It moves to that board's first stage.
Open a task to fill in its form, add a comment, or tag it. Everyone the task is for sees the same answers and comments, so two people closing up won't do the same checklist twice.
Use templates
A template is a task you set up once and save, so you can create tasks from it whenever you need them. No one sees the template itself.
Type {{name}} wherever each task is different. For example, "Clean room {{room}}" becomes "Clean room 341" when you create a task from it. To create a task from a template, click New task, then click From a template. A workflow can also create them for you, like every time a booking system says a room is free.
The Task Manager
Admins can see every task the account has created, on every board, most recent first, in Task Manager. Choose a board to narrow the list, or search by title, note, or tag. Select tasks to export them (as PDF, CSV, or JSON) or delete them. A done task is kept for 90 days, then deleted along with its comments. Open tasks are kept until they're done.