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These are the topics we'll cover in this article. If you're looking for something specific right away, you can click on the below headers to open the article in a new window:
Please note that by default, only administrators have access to create tasks.
If you are an administrator, we recommend checking out this article, as it explains step-by-step how to create the actual tasks.
Prerequisites
Enable the setting Use "task management" in General Settings.
Enable the setting "Use hourly budget" in General Settings under the Budget & Weekly Balance tab.
Enable the setting "Use hourly budget suggestions" and "Use productive hours suggestions in Department Settings under the Budget & Weekly Balance tab.
Enable the setting "Add extra line in Schedule: Actual working hours" in Department Settings under the Department tab.
What are tasks? 🤔
The Task Management feature allows you to apply daily tasks to your schedule, either as a one-time-only task, or by making it a recurring task, going e.g. every day, every week, or every month.
By setting a duration of the daily task when planning it, you'll be able to easily keep track of the use of hours in your schedule. Tasks are not connected to specific employees, but to your department as a whole, which makes it easy for you to optimize the schedule with the right balance of tasks hours and sales hours.
There are no limitations as to how many tasks you can have in one day, so you can plan as many as you'd like! 🙌
Here are some examples of commonly used tasks:
Cleaning (store)
Cleaning (backroom)
Cleaning (warehouse)
Preparing for campaign
Delivery of goods
Unpacking goods
Replenishment of goods
Pre-packing gifts
Inventory/Stock count
Morning meeting
Staff training
How to plan with daily tasks ✅
Start by navigating to your schedule. At the very bottom, you'll see a line called Daily tasks. When you hover your mouse over an empty cell at one of the days in the schedule, the cell will turn blue with a small + icon inside, as shown below.
Click on the now blue cell to open up the task manager. Here you'll be able to select what task you want to plan, the duration (in hours and/or minutes), and any additional comments.
If the task should be recurring, simply tick the box that says Recurring task. In our example below, our selected task has a duration of 24 minutes, and it will repeat every weekday, during the period 26/02/2021 - 26/04/2021:
After confirming with the blue OK button, you should see your task(s) appear at the Daily tasks line. You are done!
Here's an example of a customer who's using the task feature to the fullest 🙌
Deleting tasks ❌
To delete a task, simply click on it, and press Delete written in red at the bottom left corner. You'll have the option to delete only this specific task for this specific day, or to delete all future tasks.
Changing the occurrence of tasks 🔄
Want to move the pattern of when the task should be done? No problem! Simply click on the task, and change the details of the occurrence to your preferred settings. A pop-up will ask you if this change should affect only this days/weeks/months (depending on your settings) task, or all future occurrences.
Using forecasting to get an even better overview of your planned hours 📊
Only relevant if your department uses the forecasting feature. Reach out to your administrator(s) if you are unsure or want to know more about this.
Click on either a specific date, or the small bars located in your schedule, to open up the daily overview (in our example below, we have clicked on February 25th).
Grey cells: Amount of planned Sales hours, hour by hour.
Purple line: Recommended amount of sales hours.
Light blue cells: Task hours (remember that tasks have a duration, but are not connected to a specified time of day) will be allocated to planned hours above the recommended (purple) line - starting from the morning until all task hours are allocated or there are no more hours above the (purple) line.
Orange cells: Overplanned hours are hours not covered by either the recommended number of sales hours or task hours.
The exact number of hours is shown on the left side of the timeline.
You can get a quick overview of the sales hours and the task hours by hovering over the preview in the line called Hours allocation. In this quick overview, you'll also see if there are any overplanned hours. Click the hours' allocation field to open the day view.
How to create tasks 🛠️
As mentioned at the beginning of this article, by default, only administrators have access to actually create tasks. If you are an administrator, we recommend having a look at this article, as it explains step-by-step how to create tasks.
Help & Support
Any questions or concerns? Please reach out to us - we'd be more than happy to help 😊
🖥️ Web/PC: Click on the blue chat bubble at the bottom right corner.
📲 App: Click More followed by Contact support.
☎️ Phone: +45 78 70 06 59 dial 1 for support.