How to create and customize tasks?

Creating tasks can allow you to automatically manage different situations, such as: 

• Detailing the schedule: this makes the schedule more precise and facilitates the management of replacement requests by only displaying the time slots that require a replacement; 
• Optimizing absence management: task customization is also an asset when declaring an absence. Depending on the configuration, some tasks will be included in the calculation of absences, while others will not. 

To create new tasks or modify existing ones, follow these steps: 

1. Go to the Work shifts module in the Administration tab of the left-hand menu;
2. Click on the Tasks tab;
3. If you want to create a new task, click on Add a new task. If you want to modify an existing task, click on the pencil icon of the corresponding task. 

A window will open, either called Create a new task or Edit task – [task name]. The windows are identical, except that the second one will contain the current settings.

Your organization's name will be entered by default. 

Name your task in the second field, choose a name that is easy for your staff to understand. 

In the Task code field, enter the same codes if you are synchronized at the schedule level. If not, you can use any combination of numbers and letters. 

If the toggle Linked to personal events is activated, all periods with this task will be added to the employee’s agenda. This will make them unavailable and they will not receive replacement offers that conflict with those periods. 

The toggle Generate a replacement period will automatically generate the period in the replacement request. 

The toggle Default task of organization can be activated for only one task. Choose the one you want to appear by default when creating an employee schedule. 

The toggle Active allows you to activate the task. 

The final setting allows you to choose a color for your task. 

We recommend choosing colors that are easily visible in the Home module and using distinct colors for each task. 

To do this, click on the current color and choose from all available colors. 

Click Save. Your new task will appear in the main view of the Task tab. 

Don't forget to inform your staff about each task to ensure proper understanding.

In this location, the toggle Show disabled allows you to show or hide your inactive tasks.

Furthermore, the last column informs you on each task:

• The color checkmark lets you instantly identify the color assigned to this task;
• The clock icon gives you access to the history of this task;
• The star icon indicates that this is your organization’s default task — that is, the one selected by default when creating an employee schedule ;
• The trash icon allows you to delete the task;

Caution, note that it is not possible to delete the default task or a task that is used in an employee's work shift.

• The number represents the unique ID of this task.

From now on, you will be able to choose from all of your organization’s tasks when creating work shifts. The task names will appear in the Agenda module as a filter option.

For more information on this module, refer to this article: How does the "Agenda" module work?

These tasks will be displayed in the employee’s Home module, including at the bottom of the page a legend showing the color of each task.