Keep things running smoothly
Tasks are individual jobs you assign to your team members—”change the menu,” “make sure the security system is turned on,” “turn in your time cards.” They also function as every group’s to-do list, allowing a specific set of people to share, talk about, and follow up on their common duties.
Admins Make sure the Tasks feature had been enabled, either from your Admin screen or via the Add-Ons tray.
The Task line item on the Chats screen shows your total number of uncompleted tasks, regardless of group.
You can see how many unfinished tasks you have and access your task list from here
Tap on the Task line item to see a list of all your tasks, as well as the groups or team members who also have that task. You can also check off tasks as completed from here. Tapping on the task itself gets you any details about it, such as whether it repeats.
Your list of tasks
It’s easy to create, customize and monitor tasks with the Crew app.
There are several ways to assign both routine and new tasks—either turning a conversation into a task as you go along, or else using the dedicated Task function. (See How to Create a Task)
Either way, you’ll be able to customize a task’s features and track its completion.
- Repeating Tasks: Make sure that your team members are reminded of certain tasks on a regular basis. (See How to Make a Task Repeat)
- Gold Star: Reward completion of a task
- Reminder Function: Tapping the Bell icon at the bottom of the screen gives you the option to send a task reminder to everyone in the group
- Delete: This is especially useful for canceling repeating tasks when they’re no longer necessary
- If a task is created in a group thread it can be checked off directly in the conversation, without having to go back to the task screen.
- Once a task is checked off as complete you will be able to view its history, with time stamps.
- Team members will be awarded gold stars automatically when they check off a task as complete, if this feature is enabled.
Admins Subscribers to Crew Pro can enable or disable permission for non-admins to create tasks. And all admins have the ability to uninstall the whole task function, if desired, through the “Manage” tasks button on their Admin screens.
Tip Set a repeating task that will be assigned only to team members who are actually at work by creating it in a Location Group. For example, the task “check bathrooms every two hours” will only go out to staff who are at your job site at that time.What Is the Task Function?
Tasks are jobs you assign to your team members—either to an individual, to a specific group of employees, or even to yourself! The Task function is particularly useful for jobs that happen on a regular basis—like restocking bathrooms or turning in time cards—though it can be used for one-time jobs too. Tasks also function as every group’s to-do list, allowing a specific set of people to share, talk about, and follow up on their common duties.
Enabling the Task Feature
Make sure the Tasks feature has been added by an Admin from the Admin tab.
Admins can add the Tasks feature from the Admin tab
Creating a Task
Here’s how to create a new task.
- From the Chats tab tap the Tasks line item
- Tap the Add icon. (Note This icon may look different on different devices.)
- Describe the new task and tap “Done” at the bottom of the keyboard
- Assign the task to the appropriate employee/s or group. (Note On iOS devices, in addition to whichever employees they select as assignees, the person creating the task will also be assigned the task.)
- Tap “Create Task”
Here’s how to create a new task
Note Subscribers to Crew Pro can choose to restrict task creation to Admins only.
The team member (or group members) who has the assignment will receive a notification letting them know about it. The task will also appear in the Task line item on their Chats tab. The person who created the task will be notified when it has been completed. That person can also view all tasks they’ve assigned from their own Task line item.
View your tasks from the Chats tab
Only the most recent assignment is visible on the Chats tab, but tapping on the Task line item will reveal all other uncompleted tasks. (Tap “Show Completed” on the Tasks screen to reveal older tasks, as well.)
Tapping the Task line item reveals a complete list of tasks assigned
Customizing a Task
Tapping the Task line item reveals the entire list of uncompleted tasks. Select any task to view the Task Detail screen. From here it can be turned into a repeating task. (See “How to Make a Task Repeat” for more info.) You can also set a reminder for the task, delete it, or opt to reward the assignee with a Gold Star when the task is completed.
Select any task to view the Task Detail screen
Talking About Tasks
You can also access the Task Details screen from the Chat thread you’re having with a task’s assignee by tapping “Details” within the Task Box.
View the details of any created task
This can be important for having conversations about tasks. You can also check the status of the task from here, or mark it as complete.
Note Don’t forget that you can assign tasks to yourself! Simply choose only yourself in the list of assignees after you’ve described a new task (or leave yourself as the single selection for iOS users), and tap “Create.”How to Create a Task
It’s often useful to set up tasks to repeat on a regular basis—jobs like restocking bathrooms or turning in time cards. This is easy to do. Start by setting up the task in the usual way. From there you can customize the interval any way you want it.
Making a Task Repeat
From the Task line item on your Chats tab, tap on the task you want to repeat to select it. Or, from the Task Box itself tap “Details.”
- Tap “Repeats”
- Set the repetition interval, and starting and ending time
- Choose the days of the week on which the task needs repeating by lighting up the correct circles. (Swipe left to see any days not shown on your screen.)
- A summary of the the task pattern will appear at the bottom of the screen so you can review it
- Save this pattern by tapping “Save” in the top right corner of the screen
This is how to make a task repeat
That’s it! A Notification will be sent to your team member/s at the time intervals you’ve set up.
This lockscreen notification alerts you to a repeating task
Make any needed changes to the repeating pattern later by tapping on the task and then tapping the “Repeat” icon again. Make sure to re-save.
When the task is accomplished it will disappear from the employee’s Task list on their Chats tab and appear under their list of completed tasks.
Tip If you want to send the repeating task to certain group, but to only reach the team members who are actually at work at that time, try creating the task within your Location Group (or set one up if you don’t have one yet). That way no one gets your reminder on their day off!How to Make a Task Repeat
Whether your Organization is a restaurant, a hospital, a retail store, or something else altogether, there is probably a set of tasks that your employees do daily. These might be strict processes that are important for maintaining security or health standards, e.g. closing routines or cleaning procedures. Or it might be something more informal but equally regular. Either way, you can use Crew to make sure these tasks are done when they’re needed, by the people who need to do them.
Using the Crew app is a great way to maximize effectiveness and efficiency by putting your offline processes online—with Location Groups and Repeating Tasks. Working together, these two functions will send regular reminders to the people who perform each task—and only those people—and allow managers and admins to follow up on whether the task has been accomplished or not.
You’ll be able to send a notification like this one for each specific task, and it will go out only to the appropriate people, the ones who are in a position to complete the task.
This notification goes out to team members to remind them it’s time to complete a task
Using Location Groups ensures that task notifications are only sent to the employees who are actually at work when the task comes up on the schedule. This is especially useful for organizations that run around the clock! If a Repeating Task is not completed at its scheduled time, employees who arrive at the Location later will see it appear in their task lists at that time, letting them know that the task still needs to be performed.
Tip Make sure your employees have granted the correct permissions needed for Location Groups. Otherwise they run the risk of receiving notifications at any time for tasks assigned to their Groups.
Once you have your Location Groups set up, you can go on to create Repeating Tasks for every major item on your daily list, for example counting sanitizing kitchen tools or writing notes for the next shift. Every item on your list becomes a separate task that you can detail and account for. And once you’ve set up a task as repeating, you can use it again and again without ever having to re-describe it.
Convert this offline task list (left). . . Into this list of Repeating Tasks (right)
Note If your Organization has a particularly large location or number of employees, contact Crew Support for help in setting up your Location Groups correctly.Tracking Daily Practices on Crew—Best Practices