Overview

Use task lists to let your users know what activities they need to complete on a given day or during their shift. Then monitor the task lists to ensure those activities are completed.

Considerations

• Task lists can be created, assigned, and monitored from a computer, iOS device or Android device.
• Tasks can only be completed from an iOS device or Android device.

Types of task lists

When I Work offers two types of task lists: Team Tasks and Shift Tasks.

Create task lists

Hover over , then select  Task Lists.

Follow our instructions on Setting Up Team Task Lists or Setting Up Shift Task Lists.

Schedule task lists

When your task lists are ready, you can schedule them to make the tasks visible to users.

Team tasks

Add team tasks to a schedule and set the list to automatically repeat daily or weekly, or you can pick the days it should be active. For instructions, see Scheduling Team Tasks.

Once your team task list is scheduled, you have the option to assign tasks to users that are scheduled to work on that day. For instructions, see Assigning Team Tasks.

Shift tasks

Add shift task lists when creating shifts in the Scheduler for the assigned user to complete.

You can also add shift task lists to shift templates to schedule over and over again.

For instructions, see Scheduling Shift Tasks.

Completing tasks

Users with any access level use their iOS devices and Android devices to complete tasks. The process is the same for both types of devices, but the pictures below are from the iOS application.

1. On the dashboard of the app, in the Next Shift card, tasks will display.
2. Tap into the Next Shift card to open details of the shift, then tap on the tasks assigned button.
3. The app displays tasks that need to be completed during the shift.
   • The My Tasks tab displays tasks that you’re personally responsible for completing during your shift.
   • The Team Tasks tab display tasks that anyone working that day can complete
4. Tap a task to complete it. Tasks with a are already complete.
   • On Android, when tasks have been completed, you can hide them by tapping in the top of the app.

Monitoring tasks

Users with admin, manager or supervisor level access can monitor the progress of tasks throughout the day from any device.

Computer

On the Dashboard

1. Click  Dashboard.

2. In the Today’s Schedule card, click Task Lists.The daily tasks list appears.
3. Select the schedule for the tasks you want to monitor.
4. Click the Team Tasks or Shift Tasks tab depending on the tasks you want to monitor.
5. Click a task list to to see which tasks are completed, who completed them, and when they were completed.Completed tasks have a . If you’d like to mark a task complete yourself, just click the task to add a .

In the Scheduler

1. Click Scheduler.

2. Go to Week or Day view.
   • If you’re on week view, click next to the date.
   • If you’re on day view, click to the far right.The daily tasks list appears.
     
3. Select the schedule for the tasks you want to monitor. This defaults to the schedule you are viewing.
4. Click the Team Tasks or Shift Tasks tab depending on the tasks you want to monitor.
5. Click a task list to to see which tasks are completed, who completed them, and when they were completed.Completed tasks have a . If you’d like to mark a task complete yourself, just click the task to add a .

Mobile Applications

The steps are the same on both Android and iOS devices, however the images below are from the Android application.

1. From the When I Work Scheduling app, go to the  Dashboard.
2. Here, you can see the Team Tasks Completed card. Tap this to open all tasks.
3. You will see a list of all tasks separated by the Schedule they are assigned on. Tap the list you want to check.
   • In the details of a task list, if you see a specific name under all tasks, you are looking at a Shift Task List.
   • If you see “Anyone” under each of the tasks, you are viewing a Team Task List.
4. Tap the to back out of the list views.