In addition to the "classic" event planning, CrewBrain also offers the possibility to create tasks. These tasks can be created both independently of jobs and linked to jobs. You can find the tasks section in the main menu. Here you can create new tasks, record working hours for individual tasks, and mark tasks as completed. To keep track, you can create task lists and share them with other users.
Already created tasks can be edited at a later time. Depending on your access rights, you can also assign tasks to employees. Similar to jobs, you can also create subtasks for tasks.
Individual tasks as well as task lists can be printed.
Furthermore, task templates can be created so that when creating certain job types, the same tasks are automatically created repeatedly. Read here how to create these.
Create a task by entering the title in the input field. Optionally, you can specify a date and a responsible person. By pressing the Enter key, the task appears below the input field. When you open the task, you have the option to add further information. If you are missing fields for important information, you can create them under Administration > Tasks > Additional information. You can upload documents, write comments (self-written comments can be edited or deleted afterwards. With the appropriate access rights, comments from others can also be edited or deleted), set the priority, specify a period in which the task should be completed if necessary. You can indicate whether the task should be repeated and whether it should be assigned to a project / job or a task list. Furthermore, you have the option to create subtasks and record working hours.
For each task, you have the option to create subtasks. Each subtask is created like a task and can be edited in the same way. In the overview, you automatically see how many subtasks have already been completed. You can create subtasks in the main task by clicking on Subtasks in the left-aligned menu within the task. The menu for creating a subtask is similar to that of a "normal" task.
If you have created a task yourself or are listed as the responsible person, you have the option to add detailed information to the individual tasks. To do this, click on a task. In the window that opens, you will see the overview on the left side. Here you can add a more detailed description, upload documents, or post comments.
Tasks can also be assigned a status. Similar to the status for projects & jobs, this can be customized in the administration so that it is possible to specify the current status of tasks more precisely in addition to "open" and "done".
On the right side are the information. Here you can specify who should work on the task. Depending on the setting, the person is notified directly by email and is then able to edit the task. By setting the priority, the task is additionally displayed as 'high' or 'highest' in the list if this priority was selected. By choosing a priority, the task appears in the corresponding color. The due date of a task can be set based on a date or a period.
In addition to one-time tasks, you also have the option to create a recurring task. To do this, fill in the "Repeat" field with the desired rhythm. As soon as the original task is completed, the new task appears.
If a task is completed, check the box at the bottom right at the appropriate place.
The overview with the information, subtasks, and working hours can be quickly viewed on the left via the tab. Via the field "Log" you can see which changes have been made to the task and by whom.
When you have successfully completed a task, you can mark this by simply clicking on "Done" in the lower bar of the task. The task then disappears from the current view. If you have forgotten something in the already completed task, you can recall the completed task below the task list via the field "completed tasks".
If the completed task is a recurring task, the new task now appears in your overview.
Task lists help you keep a good overview of upcoming tasks. This way you can see at a glance which tasks are assigned to you, which have a high priority, which are overdue, when they have to be completed, and which were created by yourself.
In addition to the task lists provided by the system, you also have the option to create individual task lists. To do this, click on Add task list. Name it, assign it to a previously created folder, and optionally add a description. In these lists, you can create multiple tasks, which can be organized into your personal order thanks to multiple lists and folders. You can also set notifications for the task list you created. At the top right of the screen, you can click on the bell "Notifications" and define when you want to receive a message.
You also have the option to share your task list with employees or entire user groups. To do this, open the field "Share task list" at the top right.
To create a folder, click on Add folder and name it. You now have the option to move the task lists you created into this folder. Several lists can also be contained in one folder.
You have the option to assign individual tasks by drag & drop. The positions of the tasks in the individual lists can also be changed in this way. Please note that the sidebar of the task lists must be expanded for this.
Some lists offer special functions when you drag tasks onto these lists:
You can assign a task to a project or job. In this way, it is then visible as a task in the respective project or job. If you assign it to a task list, it is automatically moved there.
In addition, tasks can be assigned to the different base data types. This means that there is a separate task list for each employee, freelancer, and subcontractor as well as for each vehicle, client, and location. For example, HR tasks and other relevant items can be stored there. Access to tasks for the individual base data types can be individually regulated via the rights assignment in the user groups.
Working hours can also be individually recorded for all tasks. To do this, either hover the mouse over the task, then you will see the field "Record working hours" on the right, or open the task and click on "Record working hours". Then select the desired time category (these can be configured under Administration > Time recording > Time categories), depending on the settings the activity, and then date and time. Depending on the setting (Administration > Time recording > General), times are automatically approved or not. The times recorded here are then stored both in the task and for the corresponding employee in the statements or time recording. Depending on your access rights, you can also see who manually recorded the working time when, can copy the working times, change them afterwards, or delete them completely.