Tasks - How to create, edit and complete tasks

Tasks - How to create, edit and complete tasks

1. Overview

The Tasks module allows administrators and supervisors to create, assign, and track work items across the organisation. Tasks can target specific entities such as users, assets, sites, or contractors, and they support both one-time and recurring schedules. Each task is linked to an actionable type that determines what the assignee needs to do — whether that is updating a document, filling in a form, performing asset maintenance, or completing a custom instruction.

Tasks appear on each assignee’s personal dashboard, and email notifications are sent automatically when tasks are created, updated, or completed. The module also provides a dedicated contractor task view so that contractor supervisors can monitor and manage work assigned to their teams.

2. Accessing the Tasks Dashboard

There are three dashboard views, each tailored to a different role.

Admin Dashboard

Available to administrators and supervisors. This view displays all tasks across the organisation, grouped into four columns: Overdue, Pending, Recurring, and Completed. It includes full search and filter controls, and provides the ability to create, edit, complete, and delete any task.

User Dashboard

Available to all users. This view shows only the tasks assigned to the logged-in user or tasks they have created. Users can toggle between “Assigned to me” and “Created by me” views. Users can complete tasks they are assigned to but cannot create or delete tasks.

Contractor Dashboard

Available to contractor supervisors. This view is scoped to show only tasks assigned to workers belonging to the contractor’s organisation. It includes the same search and filter controls as the admin dashboard but restricts visibility to the contractor’s team members.

3. Creating a New Task

Only administrators and supervisors can create tasks. The task creation form is accessed from the admin dashboard and uses a step-by-step flow.

3.1 Task Type

The first choice when creating a task is whether it is a one-time task or a recurring task. One-time tasks have a single start date and due date. Recurring tasks repeat on a defined interval and generate child tasks automatically as each one is completed.

3.2 Selecting an Action Type

Every task requires an action type (called an “actionable”) that defines what the assignee needs to do. The available action types are described in Section 4 below. The selected action type determines which target types are available and, in some cases, which users can be assigned.

3.3 Choosing a Target

Tasks can be linked to a specific target entity. The available target types depend on the selected action type. Not all action types support all target types.

Target Type

Description

User

A specific worker or inductee within the organisation.

Asset

A specific piece of plant or equipment registered in the system.

Site

A project or site location.

Contractor

A contractor organisation.

Generic

No specific target. The task is a general instruction not tied to a particular entity.

 

3.4 Assigning Users

One or more users can be assigned to each task. The list of available assignees is filtered based on the selected action type and target. For example, an Asset Maintenance task only shows users who are admins, supervisors, asset approvers, or contractor workers linked to the asset’s client.

The Complete Individually option, when enabled, creates a separate task for each selected assignee rather than a single shared task. This is useful when each person needs to complete the action independently.

3.5 Priority

Each task is assigned a priority level that affects its sort order in dashboard views.

Level

Meaning

0 – None

Default priority. No special urgency.

1 – Low

Low importance. Complete when convenient.

2 – Medium

Moderate importance. Should be addressed in a timely manner.

3 – High

Urgent. Requires prompt attention.

 

3.6 Dates and Scheduling

One-Time Tasks

•      Start Date: When the task becomes visible and actionable. Defaults to today.

•      Due In: A relative interval (e.g. 7 days, 2 weeks, 3 months) added to the start date to calculate the due date.

Recurring Tasks

•      Start Date: When the first occurrence of the task begins.

•      Recurring Interval: How often the task repeats (e.g. every 1 day, every 2 weeks, every 3 months).

•      Recurring Count: The maximum number of occurrences. Once this many child tasks have been generated, the parent task auto-completes.

Recurring tasks support several presets for convenience:

Preset

Behaviour

Daily

Repeats every day, including weekends.

Weekdays Only

Repeats every day but skips Saturday and Sunday.

Weekly

Repeats once per week on the same day as the start date.

Every 2 Days

Repeats every second day.

Custom

Allows manual configuration of the interval and excluded days.

 

How Recurring Tasks Work

When a recurring task is created, a parent task record is stored as the template. The system then generates child tasks one at a time. The first child is created when the parent’s start date arrives. Each subsequent child is only created after the previous child has been completed and the next scheduled start date has been reached. This sequential approach ensures that assignees are never overwhelmed with multiple instances of the same recurring task simultaneously.

If excluded days are configured (e.g. weekends), the system automatically advances the task’s start date to the next eligible day and adjusts the due date accordingly.

Administrators do not need to intervene —  tasks are generated automatically in the background.

3.7 Description

Every task requires a description (up to 1,000 characters) that explains what needs to be done. For actionable types like Custom Task, this description serves as the primary instruction. For other types, it provides additional context alongside the structured action.

 

4. Action Types

The action type defines what the assignee is expected to do when they action the task. Each type has its own behaviour, available targets, and completion method.

4.1 Update Document

•      Purpose: Prompts the assignee to update an existing document on a target.

•      Available Targets: User, Asset, Site, Contractor, Generic.

•      Sub-option: The creator selects a specific document type. Only document types that already exist on the selected target are shown.

•      Completion: When the assignee clicks the task, they are navigated directly to the relevant document section for the target.

4.2 Upload Document

•      Purpose: Prompts the assignee to upload a new document on a target.

•      Available Targets: User, Asset, Site, Contractor, Generic.

•      Sub-option: The creator selects a document type. All non-admin document types for the target model are shown.

•      Completion: The assignee is navigated to the document upload section for the target.

4.3 Fill In Form

•      Purpose: Prompts the assignee to complete a specific form, optionally linked to a target.

•      Available Targets: User, Asset, Site, Contractor, Generic.

•      Sub-option: The creator selects a form. Forms are filtered based on the target type — only forms that use the relevant relation (e.g. User, Asset) are shown.

•      Assignee Filtering: The assignee list is further filtered based on the selected form’s submission permissions. For example, if a form only allows supervisors to submit, only supervisors will appear as assignable users.

•      Completion: The assignee is navigated directly to the form with the target pre-filled as a relation parameter.

4.4 Asset Maintenance

•      Purpose: Assigns a maintenance task for a specific asset.

•      Available Targets: Asset only.

•      Sub-option: The creator selects a maintenance type: Inspection, Parts, Service, Repair, or Service & Repair.

•      Assignee Filtering: Only admins, supervisors, asset approvers, and contractor workers linked to the asset’s client can be assigned.

•      Completion: The assignee is navigated to the asset view with the maintenance log tab selected.

4.5 Asset Prestart

•      Purpose: Assigns a prestart check for a specific asset.

•      Available Targets: Asset only.

•      Sub-option: None. Prestart checks do not require additional options.

•      Assignee Filtering: Same as Asset Maintenance — admins, supervisors, asset approvers, and relevant contractor workers.

•      Completion: The assignee is navigated directly to the prestart form with the asset pre-selected.

4.6 Custom Task

•      Purpose: A free-form task with no structured action. Used for general instructions or ad-hoc requests.

•      Available Targets: Generic, User, Asset, Site, Contractor (all types, with Generic as default).

•      Sub-option: None. The task description serves as the instruction.

•      Assignee Filtering: All active users in the organisation can be assigned.

•      Completion: The assignee completes the task via a confirmation modal rather than being navigated to another page.

4.7 Action Types Summary

Action Type

Allowed Targets

Sub-option

Completion

Update Document

User, Asset, Site, Contractor, Generic

Document type

Navigates to document

Upload Document

User, Asset, Site, Contractor, Generic

Document type

Navigates to upload

Fill In Form

User, Asset, Site, Contractor, Generic

Form selection

Navigates to form

Asset Maintenance

Asset only

Maintenance type

Navigates to asset log

Asset Prestart

Asset only

None

Navigates to prestart

Custom Task

All types (Generic default)

None

Confirmation modal

  

5. Managing Tasks

5.1 Dashboard Columns

The admin and contractor dashboards organise tasks into four groups.

•      Overdue: Tasks (or recurring tasks with overdue children) where the due date has passed and the task is not yet complete. Sorted by due date, oldest first.

•      Pending: One-time tasks that are not yet overdue. Sorted by priority (highest first), then by due date.

•      Recurring: Active recurring parent tasks that do not currently have any overdue children. Sorted by priority.

•      Completed: Tasks that have been marked complete, shown in reverse chronological order. Initially displays the 5 most recent, with the option to load more.

5.2 Searching and Filtering

The dashboard provides several ways to narrow down the task list.

•      Search: A free-text search that matches against the task description, creator name, target name, and assignee names.

•      Priority Filter: Filter by a specific priority level (None, Low, Medium, High).

•      Action Type Filter: Filter by a specific action type (e.g. only show Fill In Form tasks).

•      Assignee Filter: Filter to show only tasks assigned to a specific user.

•      Target Type Filter: Filter by target category (User, Asset, Site, Contractor, or Generic).

All filters can be cleared at once using the reset button.

5.3 Editing Tasks

Administrators and supervisors can edit any task. The editing behaviour varies depending on the task type. Tasks can only be edited from the Tasks Dashboard (not from My Tasks)

•      One-time tasks: All fields can be modified, including the action type, target, assignees, priority, dates, and description.

•      Recurring parent tasks: Editing the parent automatically propagates changes (description, assignees, priority, action type, target, and data) to all incomplete child tasks. Due dates on children are recalculated based on the updated interval.

•      Recurring child tasks: Only the assignees and due date can be modified on individual child tasks. This allows fine-tuning of specific occurrences without affecting the parent template.

5.4 Completing Tasks

Tasks can be completed in two ways.

•      By the assignee: On the user dashboard, assigned users can complete tasks they are assigned to. For tasks with an actionable route (e.g. Fill In Form), clicking the task navigates to the relevant page where the action is performed. For Custom Tasks, a confirmation modal is presented.

•      Admin override: On the admin dashboard, administrators and supervisors can force-complete any task regardless of whether they are assigned to it. This is useful for situations where the work was done outside the system or needs to be cleared.

A task cannot be completed if its start date has not yet been reached. The system enforces this rule and displays an error message if someone attempts to complete a task early.

When a recurring child task is completed and the recurring count has been reached, the parent task is automatically marked as complete.

5.5 Deleting Tasks

Administrators and supervisors can delete tasks from the admin dashboard. Deleting a recurring parent task also soft-deletes all of its child tasks. Deleted tasks are soft-deleted and can potentially be restored from the database if needed.

6. Notifications

The Tasks module sends email notifications automatically at key lifecycle events. Notifications are sent to all assignees on the task and respect each user’s email preferences.

Event

Notification

Task Created

All assignees receive a “New Task Assigned” email with the task description, priority, due date, and a direct link.

Task Completed

All assignees receive a “Task Completed” email confirming the task has been marked as done.


7. Key Behaviours and Rules

7.1 Permissions

•      Create / Edit / Delete: Admin and Supervisor roles only.

•      Complete (own tasks): Any assigned user.

•      Complete (any task): Admin and Supervisor roles via admin override.

•      View (admin dashboard): Admin and Supervisor roles.

•      View (own tasks): All users.

•      View (contractor dashboard): Contractor supervisors, scoped to their organisation’s workers.


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