Read about where you can create tasks, who can see them and what you can do about them.
Your tasks are the ones you see on the front page when you log into the system. These tasks can come from a number of different places in the system and also from different modules, as we have gathered them all in a list for you.
Creating tasks manually
Regardless of which product you have purchased from us, you can always create tasks manually. You do this by clicking on "New" when you are on the front page. Here you fill in information about who the task is for, what needs to be done and when it needs to be done. In the field for responsible, you choose who will be responsible for updating the status of the task when things are done. This can only be one single person and it will only be that person who can make updates. In the field directly below, you can choose who will get the task on their front page. Here you can choose to share the task with specific employees, with everyone in a department, or everyone who has a role. The employees chosen in this field will only be able to see the task, but not make updates, if someone else is set as responsible.
If you want to assign a task to a single person, select that person as responsible and then share the task with employees and select the same person there. That means that only that person will see the task on their front page.
When you create a task manually, you can also choose to make it a repetitive task. Based on the interval you choose for the task, several tasks will be created at the same time. For example, it can be useful if you want a person to perform a routine task every week.
All employees can create tasks, but there are some restrictions on who can be chosen as responsible.
- Users with the user type Admin and users with the role CEO can create tasks with anyone as responsible.
- Team managers can only create tasks with the employees in their department as responsible.
- Employees and safety representatives can only choose themselves as responsible.
Creating tasks from other functions
If you have purchased HR or HSE system from us, there are various functions from which you can create tasks. In the HSE system, tasks can be created from:
Risk analysis
When a risk analysis is carried out, an action plan is also created with measures to reduce the probability or consequence of an unwanted event occurring. The measures you create are sent as tasks to the person responsible.
Deviations
Regardless of whether the deviations are created manually, via a safety inspection or via a revision, you can add tasks to the deviation. If it is created via a safety inspection or a revision, you can create the task directly when you complete the safety inspection or revision. If the deviation is created manually, the person handling the discrepancy can add tasks.
AMU meetings
When you carry out an AMU meeting in the system, you get the opportunity to add tasks directly under each item on the agenda, if there for example is something that needs to be done before the next meeting.
Annual wheel
When you create activities in the annual wheel, you get to choose if you want to create the activity as a task as well or not.
In the HR system you can create tasks from:
Onboarding
When you create the onboarding plan for the employee who is about to start, you get the chance to add tasks under each item in the plan.
Offboarding
When you create the offboarding plan for the employee who is leaving, you get the chance to add tasks under each item in the plan.
Annual wheel
When you create activities in the annual wheel, you get to choose if you want to create the activity as a task as well or not.
Updating and follow-up of tasks
If you click on a task, you can see all the details of the task, and by clicking on edit, you can also update the information. You can do all this in the mobile app also.
If you don't see an edit button when you look at the task, it means that you are not responsible for the task and can therefore only view it.
If you want to see the status of tasks that you have assigned to others, you can do so by clicking on "See more tasks". One tab shows all tasks that you have created, and this one is visible to all users. The second tab is only visible to the administrator, CEO and team managers, and shows all tasks that your employees have been assigned. You can search and sort to find the task(s) you are looking for.
