Task Scheduling

Set up maintenance schedules, create recurring tasks, and automate preventive maintenance workflows.

1. Understanding Tasks
2. Creating Tasks
3. Task Templates
4. Recurring Tasks
5. Task Workflow & Status
6. Assigning Tasks
7. Calendar View
8. Bulk Import Tasks

Understanding Tasks

Tasks in Taagger represent work that needs to be done on your assets. This includes maintenance, inspections, repairs, calibrations, and any other scheduled work.

What Makes a Task?

Every task has:

Title & Description: What work needs to be done
Asset Link: Which asset the work is for
Due Date: When the work should be completed
Assignee: Who is responsible for the work
Status: Current state (pending, in progress, completed, etc.)
Priority: How urgent the work is
Comments & History: Communication and audit trail

Task Types

Preventive Maintenance

Scheduled maintenance to prevent breakdowns (oil changes, inspections, calibrations)

Corrective Maintenance

Repairs needed to fix breakdowns or issues

Inspections

Regular checks to verify asset condition and compliance

Calibration

Ensuring equipment meets accuracy standards

Creating Tasks

Creating a Single Task

1. Navigate to Tasks
Click "Tasks" in the main navigation, or go to an asset and click "Create Task"
2. Click "New Task"
3. Fill in Task Details
Title: Brief description (e.g., "Monthly oil change")
Description: Detailed instructions or notes
Asset: Which asset this task is for
Due Date: When the work should be completed
Priority: Low, medium, high, or critical
4. Assign the Task (Optional)
Choose a team member to handle this work
5. Set Recurrence (Optional)
Make the task repeat automatically on a schedule
6. Save
Click "Create Task" to save

Pro Tip: Task Naming

Use clear, action-oriented task names:
• "Replace HVAC filters" (good)
• "HVAC" (too vague)
• "Inspect fire extinguishers for expiration" (good)
• "Fire safety" (too general)

Task Templates

Task templates save time by pre-defining common maintenance procedures. Create a template once and reuse it for multiple assets.

Creating a Task Template

1. Go to Settings → Task Templates
2. Click "New Template"
3. Name Your Template
Choose a descriptive name (e.g., "Monthly Generator Service", "Annual Safety Inspection")
4. Add Task Details
Title format, description template, default priority, estimated duration. If this task type already has completed jobs, the form also shows a Smart Suggestion from those hours.
5. Set Recurrence Schedule
Define how often this task should repeat (daily, weekly, monthly, yearly)
6. Link to Asset Templates (Optional)
Automatically create these tasks when assets are created from specific templates

Using Task Templates

When creating a new task, select your template from the dropdown to automatically fill in all the details. You can still customize individual tasks as needed.

Template Examples

Vehicle Maintenance: Oil change every 3 months or 5,000 miles
HVAC Service: Filter replacement monthly, full service quarterly
Safety Inspection: Fire extinguisher check monthly, full inspection annually
Equipment Calibration: Precision equipment calibration every 6 months

Recurring Tasks

Recurring tasks automatically create new task instances on a schedule, perfect for preventive maintenance programs.

Recurrence Options

Daily

Repeats every day or every N days

Example: Daily equipment checks

Weekly

Repeats every week on specific days

Example: Weekly safety walk-through every Monday

Monthly

Repeats on a specific day of the month

Example: Monthly filter replacement on the 1st

Yearly

Repeats annually on a specific date

Example: Annual certification on January 15

Custom Intervals

Every N days, weeks, or months

Example: Every 90 days, every 6 months

Usage-Based

Based on hours, mileage, or cycles

Example: Every 500 hours of operation

How Recurring Tasks Work

1. Create a recurring task template
Set the recurrence schedule when creating the task
2. First instance is created
The initial task appears on your calendar with the first due date
3. Complete the task
When you mark it complete, the next instance is automatically created
4. Process repeats
Tasks continue to generate based on your schedule until you stop the recurrence

Important: Stopping Recurrence

To stop a recurring task series, edit the task and disable recurrence. This only affects future tasks - completed tasks remain in the history.

Task Workflow & Status

Tasks move through different statuses as work progresses. Understanding the workflow helps teams track progress and prioritize work.

Task Statuses

Pending

Task is scheduled but work hasn't started yet. Default status for new tasks.

In Progress

Work has started. Assignee is actively working on this task.

On Hold

Work paused due to parts availability, weather, or other blockers.

Completed

Work is finished. Task is archived and marked complete.

Cancelled

Task is no longer needed or has been superseded.

Deferred

Task postponed to a later date. Can be resumed when ready.

Changing Task Status

On the task detail page, use the status buttons to update the task state. Each status change is logged with a timestamp and user for full audit trail.

Best Practice: Adding Comments

When changing status to "On Hold" or "Deferred", add a comment explaining why. This helps the next person understand the context.

Assigning Tasks

Assign tasks to team members to delegate work and ensure accountability.

How to Assign Tasks

When Creating a Task:

Select an assignee from the dropdown menu. Only company members can be assigned tasks.

After Creating a Task:

1. Open the task detail page
2. Click "Assign" button
3. Choose a team member
4. Add optional notes about the assignment

My Tasks View

Team members can view all tasks assigned to them by clicking "My Tasks" in the navigation. This view shows:

• Overdue tasks (in red)
• Tasks due today
• Upcoming tasks this week
• Tasks in progress
• Recently completed tasks

Notifications

Assignees receive email notifications when tasks are assigned to them and when due dates are approaching.

Reassigning Tasks

Tasks can be reassigned at any time. The reassignment is logged in the task history, showing who was previously assigned and when the change occurred.

Calendar View

View all your tasks on a calendar to visualize your maintenance schedule and plan work.

Using the Calendar

Month View:
See all tasks for the month at a glance. Click any day to see detailed task list.
Week View:
Focus on this week's scheduled work with time slots.
Day View:
Detailed view of all tasks for a specific day.
Color Coding:
Tasks are color-coded by priority (red = critical, yellow = high, blue = medium, gray = low).

Export to iCalendar

Export your tasks to .ics (iCalendar) format to import into:

• Google Calendar
• Apple Calendar
• Microsoft Outlook
• Any calendar app supporting .ics files

To Export:

1. Go to Tasks → Calendar
2. Apply any filters (by asset, assignee, date range)
3. Click "Export to Calendar"
4. Download the .ics file
5. Import into your calendar app

Pro Tip: Calendar Sync

Export your maintenance calendar monthly and import into your team's shared calendar. This helps coordinate maintenance with other scheduled work.

Bulk Import Tasks

Import new maintenance tasks from an Excel spreadsheet or a CSV file.

Bulk Import Process

1. Download the Template
Go to Tasks → "Download Template" to get the Excel template
2. Fill in Task Data
Add one maintenance task per row with columns for title, asset serial number, due date, assignee email, priority, etc.
3. Upload the File
Click "Upload Import File" and select your completed Excel or CSV file
4. Review the Result
The import creates only new maintenance tasks and skips rows that already match an existing task

Import Tips

• Task Type must be maintenance
• Asset serial numbers must exactly match existing assets
• Assignee email addresses must match registered users
• Use ISO date format (YYYY-MM-DD) for due dates
• Priority must be: emergency, critical, urgent, high, normal, or low
• Existing tasks with the same title, task type, asset, and due date are skipped
• Test with a small batch (5-10 tasks) first