Tasks

What it is

Tasks is the shared to-do list for your company. Every task has a title, a due date and time, a priority, and the people who are meant to do it. You open it from the left menu: Work›Tasks. On a phone, tap the Settings button in the bar along the bottom and pick Tasks.

The page has two separate switches in the toolbar, and it helps to keep them apart in your head:

Both switches work together, so "Week + Calendar" is a seven-column timetable and "Week + List" is the same tasks grouped under date headings. Opening Tasks from the menu always starts you on Day and List; arriving from a notification, a search result or the Dashboard can put you somewhere else on purpose.

When to use it

• "Call this customer back on Thursday morning" — anything with a deadline and a person attached.
• Working through what is due today and ticking it off as you go.
• Checking what your team has fallen behind on, using the overdue view.
• Giving a job-related follow-up to an office agent or a field worker.
• Getting a reminder before something is due, so it does not slip.

Use Appointments instead when a customer is expecting you at a time and place. Use Callback Tickets for follow-ups on work you already finished. Tasks are for your own team's internal to-do list.

Before you start

• Your role needs Tasks access. An owner or admin turns this on under Settings›People›Team Roles, in the Management group, with the toggle called Tasks. Without it the menu item is hidden and the page will not open.
• The people you want to assign must already exist. The assignee pickers list active office agents and active field workers from Settings›People›Team Members. Someone who has not been added there cannot be picked.
• To link a task to a job or a customer, start from that record. The standalone Create Task window has no job picker. Open the job or client first and add the task from its Tasks tab — see Tasks on a job or a client.
• Reminders arrive as notifications. If you want them on your phone, allow notifications for Joby first — see Notifications.
• Your company may use different words. "Office Agent", "Field Worker" and "Lead" can all be renamed for your account, so the two assignee pickers may read "CSR" and "Technician" instead.

Step-by-step

Create a task

1. Open Work›Tasks and click New Task at the top right. (The small + next to Tasks in the left menu, and Create new›Task next to your company name, both open the same window. On a phone, tap New in the page header.)
2. Type a Title. This is the only field you must fill in — everything else has a sensible default. Add a Description if there is detail worth keeping.
3. Set Due Date and Due Time. A new task starts out due one hour from now, at 09:00.
4. Choose a Priority: Low, Medium, High or Urgent. Medium is the default.
5. Choose Remind Before: No reminder, 5 minutes, 15 minutes, 30 minutes, 1 hour or 1 day. It starts on 15 minutes.
6. Pick who does it. There are two pickers side by side — Office Agents and Field Workers — and you can tick more than one person in each. Everybody you tick gets the reminder.
7. Click Create Task.

Work through today's tasks

1. Open Work›Tasks. It lands on Day + List, showing today under a heading that reads Due Today, with the count of tasks on the right.
2. Tick the round checkbox on the left of a card to complete it. The title gets a line through it, the card fades, and a green Done tag appears. Tick it again to reopen it.
3. Click anywhere else on the card to open it. The Edit Task window has the same fields as when you created it, plus a Mark as completed switch at the top.
4. Use the arrows either side of the date to move to another day, Today to jump back, or Custom date to pick a date from a small calendar.

Move a task to another day

1. Click the ⋮ button at the top right of the task card.
2. Hover Push and choose Tomorrow 9 AM, Next week or Next month.
3. A message confirms the new date and time. Tomorrow 9 AM is measured from today; Next week and Next month shift the task's own existing due date forward.

For any other date, open the card and change Due Date and Due Time yourself.

Change a priority without opening the task

1. Click the coloured priority tag on the task card.
2. Pick Urgent, High, Medium, Normal or Low from the drop-down. It saves straight away.

Tick off a whole batch at once

1. Narrow the page down to what you want to clear — a date, a person, a priority, the overdue view.
2. Click Complete visible. The button only appears when there is something open to complete.
3. A window called Complete visible tasks? tells you exactly how many tasks it is about to tick off. Read the number, then click Complete tasks.

Delete a task

1. Click the ⋮ button on the card and choose Delete.
2. Confirm the "Delete this task?" message. Deleting cannot be undone, so completing is usually the better choice.

How to check it worked

• New task: a "Task created" message appears, the window closes, and the task shows up on its due date. If you cannot see it, you are probably looking at a different day.
• Completed: "Task completed!" appears, the title gets a line through it, and the pending / completed counts under the page title change.
• Pushed to another day: the message names the new date and time, and the task disappears from the day you are on.
• Assigned to someone: their name appears next to the little person icon at the bottom of the card. Two names show in full; any more are counted as "+2".
• Batch completed: the message tells you how many tasks were ticked off, for example "12 tasks completed".
• Reminder set: switch to Day + List on the reminder's date. A second group called Reminders lists tasks that are due later but will remind you on that day.

Common mistakes

• Expecting a lead picker in the Create Task window. There isn't one. A task is only tied to a job or a customer when you create it from that record's Tasks tab.
• Assuming "Complete visible" clears everything that matches. It only ticks off the open tasks currently on screen. The confirmation window states the exact number — read it before you confirm.
• Setting a reminder but nobody assigned. With no assignee the reminder goes to whoever created the task, which may not be the person who needs it.
• Setting a reminder in the past. If the due time is in an hour and you choose "1 day", the reminder moment has already gone and nothing will be sent.
• Deleting instead of completing. A deleted task is gone for good. Completing keeps it on the calendar with a line through it, which is what you want for any kind of record.
• Expecting a long list on one screen. List shows 50 tasks per page, with page buttons at the bottom. Narrow the filters instead of scrolling for a missing task.