Tasks | Add Schedule Tasks as admin and assign to your team

Benefits of Schedule Task Management

• Centralised visibility – All tasks, whether small or large, can be seen and managed in one place.

• Clear ownership – Each task is assigned to a specific person, ensuring accountability and smooth coordination.

• Audit and sign-off tracking – Every task action is automatically date-stamped and logged, recording who created, updated, or marked it as completed. This provides a transparent audit trail for compliance and review purposes.

• Completion tracking – On the Schedule List screen, admins can view a % completion indicator showing how many tasks are assigned versus completed for each schedule.

• Operational readiness – This visibility helps ensure that schedules are fully completed before closure — for example, verifying that certificates have been issued and the document manager has signed off the schedule as done.

Popup Features

• Search Schedule
  Admins can search for and select a Schedule Name or ID to link the task to a specific schedule.

• Assign a Person
  The Assignee will default to the task creator, but it can be reassigned to another user if needed.

• Set Relative Due Date
  Admins can define the task’s due date relative to the schedule’s start or end date.
  Examples:

  • Task due 5 days before the start date

  • Task due 2 days after the end date

  The system automatically calculates the final due date and time based on the schedule’s timeslots, ensuring accurate alignment with the schedule’s timing.

Steps to Add a Schedule Task

1. Go to Tasks → Add Task → Task > Schedule.

2. In the popup, search for a schedule by name or ID.

3. Confirm or change the Assignee (defaults to the creator).

4. Set a Relative Due Date (e.g., 5 days before the start/after or 2 days before/after the end).

5. or you can add exact dates if needed.

6. Include labels to help organise your team, these are added/handled by you.

7. Click Save.

The due date/time will automatically adjust if the schedule’s timeslots are updated later.

Outcome: Schedule task has been added and its due date will appear in the applicable date range.

Reminder emails to admin can be installed but are not by default

Viewing All/My Tasks

Admins can view tasks from the Tasks menu in two main ways:

• All Tasks – Displays every task the admin has access to view.

• My Tasks – Shows only tasks assigned to the logged-in admin, allowing focused task management.

• Schedule tasks - displays schedule related tasks only

Each view includes filters and a weekly overview so admins can easily see what’s due this week and manage priorities efficiently.

Duplicating a Schedule and Related Tasks

When duplicating a schedule, admins can also choose to duplicate all related tasks.

1. From the Schedule List, select the Duplicate option beside the schedule you want to copy.

2. A popup will appear when saving the duplicated schedule asking:

   Do you want to duplicate all related tasks?

3. Select Yes to copy all tasks linked to the original schedule, including their relative due dates and assignees.
   Select No to duplicate the schedule without tasks.

Duplicated tasks will automatically update their due dates based on the new schedule’s start and end times.

The duplicates tasks will be assigned to the same people.

Viewing and Managing Tasks on a Schedule

Admins can view and manage tasks directly from within a specific schedule.

1. Open the Schedule

2. Go to the Tasks tab to see all tasks linked to that schedule.

3. From this tab, admins can:

   • Edit a task to update details such as the assignee, due date, or description.

   • Mark a task as Completed once the action is finished.

   • Close task - this is basically deleting the task, NOT completing the task

This provides a clear, schedule-level view of all related tasks and their completion status, ensuring easy tracking and accountability.