Purpose: As text messages and missed calls can delay processes, you can allocate a specific task to another team member directly from the job
Overview:
With the Task module, you can create and manage tasks that are assigned directly to you, without requiring access to the Service module.
Use the Task module in the field to access and manage your tasks in real time. Field technicians can easily view and create tasks and view linked documents.
When to use: Please refer to examples below for when we recommend using the Task function over phone calls, emails and texts.
- When completing works on an ongoing residential/commercial job and required to communicate/log information for the other techs working on this project
- When requiring specific materials to be ordered for a job prior to returning (Suppliers outside of our wholesaler list)
- When you have a technical question regarding a job that only a specific person can answer
- When you need to communicate to Kyle/Office regarding possible challenges/issues on a job that may get missed if just recording in your completion notes.
Instructions
To create a task from within a quote or job:
1. Open the quote or job
2. Go to Details > Tasks. (For a customer card file, go to History > Tasks.
3. Click Create Task.
4. Enter a Subject.
5. Enter a Description and Notes as required. Notes are for internal use only.
6. Enter a Start Date, a Due Date, or both.
Note: The Start Date is when the people assigned first receive an alert. If no date is selected, no alerts are sent.
7. If required, enter the Estimated time.
8. Under Assigned To, search and select multiple employees / contractors. All of the assigned employees / contractors receive an email notification when the task is created, specific updates are made, and closed.
9. All of the assigned employees / contractors who are assigned a mobility licence can view and complete the task in Simpro Mobile.
10. All of the assigned employees / contractors can view the task from the Project Dashboard.
11. All of the assigned employees / contractors receive an alert when the task reaches its due date.
12. Select a Priority, Status, and Category, as required. The default priority is Medium and the default status is Pending.
13. Select the Billable and Show on Job Card check boxes, as required. Marking a task as Billable and recording time against a task allows you to convert a task into a job and apply recorded time as a resource adjustment and labour rate on the job.
14. To disable email notifications, clear the Email Notifications check box.
15. Click the Stakeholders tab. Find the people you wish to add as stakeholders, and click their names to assign them to the task. Repeat as necessary. When you assign a task to another person, you are automatically added as a stakeholder.
If required, add attachments through the Attachments tab.
16. Click Save and Finish.