Tasks
Plan the venue's checklists and one-off jobs, hand them out, and look back at what was done.
Tasks is part of the Tasks and checklists module. One-off tasks need the One-off tasks module as well. A Venue Manager turns both on in Settings › Modules.
Tasks is for anyone who oversees: Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors. Staff see their work on My shift instead.
It has three sections along the top:
- Schedule: who has what, by day or by week.
- Library: the venue's checklists. Venue Managers and Assistant Venue Managers only.
- History: everything that was done, late or missed.
At the top of the Schedule, Start a checklist lets you search for any of the venue's checklists and start it now. This is how managers reach checklists: they have no Checklists row in the sidebar. For filling one in, see Checklists.
Read the Schedule
Choose Day or Week at the top right, and use the arrows or Today to move.
- Day lists the day's checklists and tasks with their due time, owner, status and progress, worst first. The people rostered that day are listed above it. Work with no due time sits under Anytime at the bottom, every day, until somebody does it.
- Week is a grid of checklists against days, with the week's tasks alongside.
Narrow the list with Person, Category, Status, and Checklists or Tasks. The counts above the list (nobody on it, overdue, missed, in progress, done, scheduled) are filters too: press one to show just those.
Press any row to open it beside the list. You see who has it, when it's due and how far it has got, with Open checklist (or Open submission once it's done). Remind followed by the person's first name sends them a reminder.
Give someone a one-off task
Start a task
Press New and choose Task. You can also use Create › Task on the Dashboard. Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors can all give tasks.
Fill it in
Give it a Title and any Notes. Under Assign to, choose an area, a role or A specific person. Set Due to a time slot, A specific time or Anytime, and pick a Priority. Turn on Photo required before it can be finished if you need proof.
Create it
Press Create task. It goes on the Schedule straight away.
If nobody will be told about the task, HospoTek warns you. It waits on the Schedule until someone takes it.
Press a task on the Schedule to see it beside the list, with Reassign to give it to someone else. Open it in full to follow it: whether it has been opened, how long it has been going, and what the person recorded. Edit task changes it, and its ⋯ menu has Clear flag, Complete on behalf of (followed by the person's name) and Archive.
Assign by area, role or person
Checklists and tasks are given out the same way:
- Area: anyone on shift in that area.
- Role: anyone with that role who is on shift.
- A specific person: that person, whether or not they're on shift.
With an area or a role, you can also Tag a person to name someone in particular. A tagged person always sees it.
This is why staff start their shift on My shift: area and role work reaches them once they're on shift.
Make a checklist repeat
Venue Managers only.
Open the checklist
Go to Library and open the checklist. Under Schedule, press Set schedule (or Edit schedule).
Choose when
Set Repeats to Every week, Every 2 weeks, Every few weeks, Monthly or Once. For weekly schedules, pick the days under Runs on, or press Every day, Weekdays or Weekends. Set Due by to one of the venue's time slots.
Choose who
Under Assign to, choose an area, a role or a person. To give some days to different people or times, open Different people or times on some days.
Save it
Choose the Starting date and press Save schedule. Anything already started before that date is left as it is.
A checklist is due at its Due by time. Turn on Mark as missed after the due time to close it the moment it falls due; left off, staff have half an hour more to finish it.
Change one day
Venue Managers only. To change a single day, press it on the Schedule. Under Assignment, change Assign to or Due by, then choose Apply to: just that date, or every week on that weekday from then on. Press Save.
To put a checklist on a day it doesn't normally run, press New and choose Checklist from the library. New › Copy a week puts an earlier week's people and times onto the week you're looking at.
Manage the Library
Venue Managers and Assistant Venue Managers only. The Library lists every checklist with its category, number of items, schedule, and whether it's Visible to staff or Hidden. Search by name or press a category to narrow it. Press a checklist to see its items and recent completions beside the list.
- New checklist builds one. See Build or edit a checklist.
- Categories adds, renames and reorders the categories you file checklists under.
- Time slots names the parts of your day, such as "Before open", with a start and end time. Schedules and tasks use them for their due times.
- Try a checklist opens a practice run.
Each row's ⋯ menu has Open (the builder), Run now (start it now), Duplicate, Archive and Delete. Delete only works on a checklist that has never been scheduled or run; archive it instead to keep its records. Archived checklists are under Archived, where Restore puts them back.
Look back at History
History has two views: Records and Trends.
Records lists every checklist and task. Filter by Period, Checklist, Person, Outcome and Review, or turn on Needs attention only. Press a record to see its exceptions, notes and any corrective tasks it raised, then Open submission for the full record.
On a submission, choose What happens next to record your review: Acknowledge, Schedule follow-up with a Follow-up due time, or Resolve now.
Trends shows, over Last 4 weeks, Last 8 weeks or Last 13 weeks, how many checklists were On time, Late or overdue and Missed, and how many follow-ups are open. It breaks them down By area and By day, and lists the items that fail most often.
Export or print records
On Records, set the filters you want, then:
- Export downloads the records as a spreadsheet (CSV).
- Print pack opens a printable inspection pack of the checklists in a new tab, for an inspector or auditor. Switch between Full record and Readings only.
On a smaller screen both are icon buttons beside the filters.
Both need a period of a year or less. The inspection pack covers checklists only, not tasks.