Tasking Setup

Tasking helps dispatchers, tenant administrators, and technicians standardize the work that must be performed during an appointment. Tasks appear as ordered checklist items on an appointment and can capture confirmations, measurements, notes, selections, photos, or supporting files. A task can be created directly on an appointment or added from a reusable task template.

Use tasking when you want technicians and office staff to follow a consistent work scope, collect required field responses, and confirm that appointment work is finished before the appointment is completed.

Set Up Task Categories

Task categories group related templates so users can find and filter reusable checklists.

1. Go to Settings, select Service, and then select Task Categories.

2. Select New.
   Complete the following fields:

   • Category Name (Required): Enter a short name that clearly identifies the group, such as Preventive Maintenance, Safety, or Inspection.

   • Description: Explain when the category should be used.

   • Sort Order: Enter the display order for the category. If omitted, the system uses 100.

   • Active: Leave selected to make the category available for current work. Clear it to retain the category for history without using it for new setup.

3. Select Save. The category becomes available on task templates in the current business unit.

Create a Task Template

Task templates define ordered work steps that can be reused across appointments and maintenance visits.

1. Go to Settings, select Service, and then select Task Templates.

2. Select New.

3. Complete the following fields:

   • Name (Required): Enter the customer-visible template name. Use a name that identifies the work scope, such as Boiler Tune Up or Annual Safety Inspection.

   • Category: Select the task category used to organize and filter the template.

   • Call Type: Associate the template with a service call type when the checklist is intended for that kind of work.

   • Equipment Type: Associate the template with an equipment type when its steps are designed for a particular asset class.

   • Default Skill Level: Choose the skill level used as a best-effort scheduling and technician-matching guide.

   • Description: Summarize the purpose and expected use of the template.

   • Estimated Duration (hours): Review the read-only total calculated from the checklist items. The total updates as item estimates change.

   • Active: Leave selected to make the template available for use. Clear it to preserve the template and its history without using it for new appointments.

   • Version Notes: Describe the reason for the current version or the changes included in an update.

4. Add the checklist items.

Add Checklist Items

1. In Checklist Items, select Add Item.

2. Complete the following fields:

   • Sequence (Required): Enter a positive whole number that controls the item order. When an item is removed, the remaining items are resequenced when the template is saved.

   • Description (Required): Enter the instruction the technician must follow.

   • Estimated Hours: Enter zero or a positive decimal number. The value contributes to the template total and is stored to the nearest whole minute.

   • Response Type: Choose None, Yes/No, Numeric, Text, Select, Photo, or Multi-select. None records completion without a separate response.

   • Options (comma separated): For Select or Multi-select, enter the choices separated by commas, such as Low, Medium, High.

   • Response required: Select this when the task cannot be completed until the technician supplies the configured response.

   • Unit of Measure: Choose the unit used for a numeric reading, such as PSI.

   • Default Equipment Type: Choose the equipment type normally associated with the item.

   • Condition Expression: Enter a condition only when the item should appear based on another result. If a condition cannot be resolved, the task remains visible.

3. In the New Task Item window, select Add Item. Repeat for each checklist step, then use Edit or Remove to revise the list.

3. Select Save. The template is available for appointment task lists and applicable maintenance workflows.

Generate a Template with Wennston

Wennston can queue a draft task template for review. No generated checklist should be used without confirming its steps, response types, and estimates.

1. From the Task Templates list, select the Wennston Action icon.

2. In the Your prompt text box, describe the template you want, including the category and any preferred call type or equipment type. Include relevant standards or expected work steps.

3. Select Queue Task Template.

4. Refresh the Task Templates list, open the generated template, and confirm every field and checklist item before use.

Update an Existing Template

1. From Task Templates, select the template name.

2. Update the template fields or use Add Item, Edit, and Remove to revise the ordered checklist.

3. Select Save. Checklist changes create a new version for future use without changing tasks already assigned to appointments.

Apply a Template to an Appointment

1. Open the applicable Service Call or Job appointment and select Tasks.

2. Use the template section at the top of the Tasks tab.

3. Complete the following fields:

   • Apply Template (Required): Select the task template to add. The Apply Template button remains unavailable until a template is selected.

   • Equipment: Select equipment from the appointment location to assign the applied tasks to that asset. Equipment is unavailable when the appointment has no location or the location has no eligible equipment.

   • Add to appointment estimate: Leave selected to add the template's rolled-up estimated hours to the appointment estimate. Clear it when the template should not change the appointment estimate.

4. Select Apply Template. Tasks appear in sequence, grouped first by equipment and then by template name.

Add a Manual Appointment Task

1. On the appointment Tasks tab, use the task entry section below the template controls.

2. Complete the following fields:

   • Task Description (Required): Enter the work instruction. New manual tasks are added after the current highest sequence number.

   • Response Type: Choose None, Yes/No, Numeric, Text, Select, Photo, or Multi-select. The default is None.

   • Options (comma separated): For Select or Multi-select, enter the permitted choices separated by commas.

   • Equipment: Assign the task to equipment at the appointment location. Leave blank for a general task.

   • Response required: Select this when the task must have a response before it can be marked Completed.

3. Add the task Select Add Task. The task appears under its equipment group and under Manual tasks.

Complete Appointment Tasks

Each task displays its sequence, description, response type, and whether a response is required. Enter the response before marking a required task complete.

1. Use the field displayed for the task's response type.

2. Complete the following fields:

   • Yes: For a Yes/No task, select the checkbox to record Yes. Leave it clear to record No.

   • Reading: For a Numeric task, enter a valid number. The task must have a value before completion when its response is required.

   • Response: For Text, Select, or Multi-select tasks, enter or choose the result. When Response required is set, a value or selection is required before completion.

   • Attachments: For a Photo task, choose a file to upload. Uploaded filenames appear with a Download action. When the response is required, at least one uploaded attachment is needed before completion.

3. Mark the task completed or skipped.
   Complete the following fields:

   • Completed: Select after finishing the work. A task configured with Response required cannot be completed until its response is present.

   • Skipped: Select when the step does not apply or cannot be performed. A skipped required task no longer blocks appointment completion.

   • Skipped reason: Record why the task was skipped. The reason can be entered or updated while the task remains skipped.

4. Confirm that every required task is Completed or Skipped before setting the appointment status to Complete.

Operational Notes

Only equipment assigned to the appointment location is available for task assignment. A general task can be left without equipment.

Required appointment tasks must be Completed or Skipped before the appointment can be marked Complete. Open optional tasks do not block appointment completion.

Template estimates are shown in decimal hours. Item values are stored to the nearest whole minute, so the displayed total may reflect minute rounding.

Task photo uploads use the same secure document-storage configuration as other cloud attachments. A file must finish uploading before it can satisfy a required Photo response.