Tasks can help you manage work linked to a booking, especially when equipment is placed in the field or ongoing work is required. They make it easier to track activities, ensure nothing is missed, and help prevent lost or damaged equipment. Tasks are also useful for scheduling multiple activities across a day or over longer bookings.
Tasks must be linked to a booking and cannot be created on their own.
A task can occur after a booking ends, but not before it starts.
Tasks can be set to repeat (daily, weekly, or monthly).
You can assign people to tasks (vehicle and equipment allocation is not supported).
Task locations can be updated separately from the booking location.
Tasks can be marked as billable or non-billable.
Tasks can include forms, which can be set as mandatory or optional for workers to complete.
Basic Terminology & Concepts
Task
This is an action that the field worker does in the field (e.g. set up, pack down, collect).
Item
Resource placed in the field (e.g. Light, Cone).
Task Instance
Refers to each occurrence of a recurring task.
For example:
Task: Booking dates from 03/06 to 10/06, repeating every two days.
Task instances: 03/06, 05/06, 07/06, 09/06.
Even if a task is not set to repeat, it will still create a single task instance.
Each task instance has its own status, and field workers record their work against the task instance, not the overall task.
Task Type
Allows you to classify a task and setup it's task activity (delivery schedules for the start of the booking; collection schedules from the end of the booking or block).
Item Classification
A set billing rule for either an item or a task that is scheduled.
Booking Template
Is a combination of tasks and/or items as a package.
Hire Block
A block of “hire units” within a booking that can be the same time or shorter than the booking.
Aftercare
A record in forms of delivery & collection.
Task Example
To provide an idea of how you could utilise tasks, we have provided an example below:
Client: Metro & Country Traffic
Project: Gippsland Roundabout Construction
Booking: Roundabout Construction - S Gippsland Hwy & Ballarto Road
Booking Template: 2 Way Light Package
Task: Setup, Packdown, Maintenance Checks
Please note, while completed task instances can certainly be invoiced for, the time a field worker spends performing a task is not currently able to be incorporated into a pay run.