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Tasks

OVERVIEW

The Task feature is our latest powerful function that enables app owners to set up Tasks that app users can perform.

Tasks can be assigned to an individual app member, select app members, all app members, or app members can self-assign a Task. Likewise, Tasks can contain text instructions, lists that need to be checked-off, radio selections, drop-down list, audio, video, and more!

Applicable apps that can utilize this feature include: exercise, cleaning, work orders, handyman, delivery, construction, inspection, local groups, educational, help desk, contests, personal training, counseling, inventory, competitions, and more!

 

GETTING STARTED

1) Log into your App Manager and select your app.

2) Click Features from the left-hand-side of the screen (or the middle of the screen).

3) Click Awesome Forms (or whatever is the name of your Form).

 

AWESOME FORMS INTEGRATION

The Tasks function integrates with our powerful Awesome Forms feature.  The first step to setting up the Task feature is to create the Form that you want to use with the Task. The Form contains the action items that you want the App User to complete for each Task.

Click here for more information on our Awesome Forms feature and/or how to setup the Form.

It’s important to note that the Form you select/create to use with the Task feature, should have the Available From Menu option Disabled.

 

SETTINGS

After your Form is setup, select your Task page in the App Manager.

Next, click the Settings tab.  The Settings tab contains the main options that control how the Task function operates. Below is a description of each available option.

 

Enable Comments – Select if you want all App Users to be able to post Comments to a Task or if you only want App Users that you designate as Staff to be able to post comments.

Enable Self Assign – Select whether you want App Users to be able to Assign Tasks to themselves or if you or Staff should be the only ones to Assign a Task to App Users.

Favorites – Check this option if you want to allow App Users to add a Task to their Favorites list.

Enable Task Decline – Check this option if you want to allow App Users to Decline a Task that has been Assigned to them.

Enable Notifications – Select if Notifications should be enabled/disabled for the Task feature.

Enable Video – Check this option if you want to add Videos to your Tasks.

Enable Audio – Check this option if you want to add Audio to your Tasks.

Members To Designate As Staff – Select the App Users that you want to designate as Staff.  Staff Members can Assign Tasks to other App Members, have additional Comments permissions, and have access to addition Task information in the app.

Language Options – Easily enter the language that you want to use for the app.  These settings affect the language that the App Member see.

Save – Be sure to click the blue Save button at the bottom of the screen to save your selections.

 

STATUSES

The Status tab enable you to add additional Status Options (ex: Labels) that the App Member can select on a Task page.   We don’t recommend that you utilize the Statuses feature until you become more familiar with Task function overall.

When creating a new Status, simply give the Status a Name, and select if the Status is visible to App Members.  You can also Disable a Status if it’s not needed.

 

TASK PAGES

Click the Tasks Pages tab to Create A New Task (Click the blue “+” icon on the right) or to Manage existing Tasks. Below is an explanation of the available options.

 

NEW TASKS

Title – Give your Task page a Title.

Description – Provide a Description for the Task.  This will enable the App Member to know what the Task is for, how to use the Task, etc.

Is Unique – If the Task is Unique, it can only be assigned to one App Member.  Do not check this option if you want all App Members to be able to select the Task.

Hourly Occurrence – List the number of Hours that the Task should replicate. For example, if you enter “24”, the Task will replicate every 24 hours (daily).  In other words, every day, a new (duplicate) Task will automatically be created with the same settings and name that App Members can select (or Staff can assign).   If you enter “0”, the Task will not replicate and will remain a single occurrence.

Begin Time – The Date/Time that the Task will become available.

Expiration Time – The Date/Time that the Task will no longer be available to App Members.

Form – The Awesome Form that should be used for the Task.  The Form contains the action items that the App Member must complete, answer, etc on the Task.

Video URL – The url to the video file that you want to use with the Task.

Audio URL – The url to the audio file that you want to use with the Task.

Save – Be sure to click the blue Save button at the bottom of the screen to save your selections.

AUDIO / VIDEO ADDITIONAL INFORMATION

When adding audio or video to a Task, you must list the url to the audio/video file (ex: https://yoursite.com/files/videoname.mp4).

In addition, when adding a video, you must use an .mp4 file type.  Similarly, when adding audio, you must use an .mp3 file type.  In the app, the App User won’t see the video/audio file url.  They will see the video/audio player.

 

DUPLICATING / ASSIGNING TASKS IN APP MANAGER

After a Task is created, you can easily Duplicate the Task and/or Assign the Task to an App Member by selecting the appropriate icon above the Task page. Tasks can also be assigned while in the app (more information below).

 

ASSIGNED TASKS

The Assigned Tasks tab displays a simple overview of the Tasks that were Accepted by App Members or that was Assigned by Staff. You can Search the data via the search box.  You can also sort the data by selecting a directional icon near the column names.

 

ADMINS (STAFF) IN THE APP

OVERVIEW

While in the app, App Members that were designated as Staff will be able to view all App Members that have a Task assigned to them, Assign a Task to App Members, and Comment on Tasks (if enabled).

The top portion of the screen displays Staff member that’s logged-in.  It also shows an overview of the Tasks Assigned, Completed, and Declined.

Below the overview section are options to Assign a Task to an App Member.  Lastly, you’ll see all of the App Members that have a Task on-hand.  Click the + icon to Assign a Task to an App Member.

If you would like to see additional information on the Tasks that are already assigned to App Members, simply click the Arrow next to the App Member’s name on the list.

 

ASSIGNING TASKS IN THE APP

When Assigning a Task while in the app, the respective Staff member must select the Task to Assign, and select the Users that the Task should receive the Task.

 

After selecting the Task that you want to Assign (click the small icon to the right of the Task Name), click the ADD button at the bottom of the screen.

 

Next, select the Users that should be Assigned the Task (click the small icon to the right of the Member Name), and click the ADD button at the bottom of the screen.

 

After selecting the Task and Users, you will be presented with an Overview screen to check your options.  If you want to remove a User or Task, simply click the red x icon.

When you’re ready to proceed, click ASSIGN NOW at the bottom of the screen.

 

APP MEMBERS IN THE APP

OVERVIEW

Upon accessing the Task section of the app, the App Member will be presented with an overview of their Tasks.

At the top-right of the screen are icons to Assign themselves a New Task (if enabled), view their Favorite Tasks, and an icon to go to their Profile settings.

As with Staff, the top portion of the screen displays the App Member that’s logged-in.  It also shows an overview of Assigned, Completed, and Declined Tasks.

Below the overview section are Tasks for the day.  Lastly, the App Member will see all of their Task on-hand.  For additional information, the App Member can simply click the Arrow next to the Task name.

 

SELF ASSIGNING TASKS

If enabled by the App Admin, App Members can Self Assign a created Task to themselves.  The App Member simply have to click the + icon at the top of the screen.

After clicking the + icon, the App Member will be shown a screen that lists all of the available Tasks. To select a Task, the App Member can simply click the small icon to the right of the Task Name.

Lastly, click the SELF ASSIGN button at the bottom of the screen to complete the process.

 

VIEWING/COMPLETING A TASK

Upon viewing a Task, the App Member is presented with the Task Description, and other details of the Task.  Click View Task Details to access the Action Items on the Task.

 

VIEW TASK DETAILS

The Task Details page displays the Action Items of the Task.  The Action Items are the questions, etc that the App Member must complete. This is the same information that was added to Awesome Forms.

Click Save to save the status of the Form. This will enable the App User to return at a later time to complete the Action Items.

Click Send to mark the Task as complete.

 

IMPORTANT NOTE

The example form above and used with this documentation is simple with a Date field, 2 Long Text fields, and an Options field type.  Even though you can create amazing and complex Forms with Awesome Forms to integrate with the Task feature, I recommend that you start by creating a basic Form just to familiarize yourself with everything.

After you’re comfortable with the Task feature and Awesome Forms, feel free to take full advantage of all of the robust and great features that both functions have to offer!

 

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