Job Tasks have various uses. You can use Tasks to:
- Allocate and manage certain actions that need to be performed and completed on site - this article will cover this aspect
- Track costs per stage or milestone on a project - click here for more information on costing stages or tasks on a Job
- Invoice Jobs according to stages or milestones reached - click here for more information on task based Progress Claims/Billing
Tasks can be automatically generated from the Section Headers of a Quote if these have been entered on a Quote. Tasks can also be assigned to Staff and allocated to an appointment on the Scheduler.
Add Tasks to a Job
1 - From with in a Job, click on the "New Task" button
2 - Name - Enter a title for the task in the "Name" field
3 - Description - Enter a description of the work to be done in relation with this task. NOTE: This field is optional
4 - Staff - Select the Staff assigned to perform this task. NOTE: This can be done automatically when scheduling a appointment where the task is allocated to it. The same staff members assigned to the appointment are assigned to the task
5 - Due Date - Select a date in the Due Date field that indicates when the task must be completed NOTE: This field is optional and is indicative only.
6 - Estimated - Enter a budget value for this task. This value is used on screen in comparison with the actual costs allocated to the task, to keep track of the task profitability
7 - Click "OK" to add the task.
You can then repeat the process for each task or stage required for the Job. If you have entered a Quote on the Job, and the Quote includes Sections that group costs together, (see example below), then by clicking the "Copy Tasks from Quote" button on the Job screen, the Sections will be copied to the Job and entered as tasks, including the estimated cost for each Section as entered on the Quote.
The following is a Quote with Sections:
Copy Task from a Quote
1 - With the Job open, click on the Copy Tasks from Quote button. The above Quote is attached to the Job shown in the image below
2 - Select the Quote by clicking the down arrow on the selection window that appears
3 - Select the Quote by clicking on the Quote Number in the drop down list
4 - Click "OK" to confirm
This will turn the Quote Sections headers into tasks on the Job. The cost total for each section is also copied across to each task. NOTE: If the Quote Section has a long description this is also copied across to the Task Description.
Allocate Task to Appointment
If a Job has Tasks entered on it, you can allocate a Task to each Appointment entered on the Scheduler for that job
The Task allocation on an Appointment can be seen on the Job Appointment summary screen that appears when you hang your mouse over an Appointment time block