A group task lets you manage work based on the same task template for multiple devices, or Spots. A separate task is created for each Spot, with its own due date, responsible party and completion details. Completing one task does not mark the tasks for the other Spots as completed.

If you want to combine inspections of multiple devices into a single task to be carried out, use a maintenance route.

Prepare the task template and permissions

Set up the group in the browser. You need permission to create group tasks, and separate permissions later to view, edit or delete the group. Target-based permissions may restrict the groups available to you. People carrying out the work need permission to complete their own tasks; selecting a responsible party does not itself grant permissions.

A task template is required. Check the task name, description, any task form and requirements, such as logging hours, recording a machine hour reading or having the task reviewed before completion. If necessary, prepare the task template before creating the group.

If the maintenance recurs, set the recurrence interval, recurrence type, allowed weekdays and any limit on the total number of tasks in the template. Recurrence progresses separately in each Spot's task sequence. See setting up a recurring maintenance task.

Create the group and select targets

  1. In the browser menu, open Manage tasks → Tasks → Group tasks. Select Create new group task at the top of the page.
  2. Enter the Name of the group task, up to 50 characters, and select a Task template. The group name helps you manage the group as a whole. Each individual task's name and description come from the task template, not the group name.
  3. Set the required Due date for new tasks. This date is used for the first tasks of the targets you add now.
  4. Open Choose a responsible party, make the responsibility selection described below and confirm it with the button of the same name.
  5. In the Choose targets of the task section, select individual devices in the Select spot field or folders in the Link to collection field.
  6. Check the targets and create the group using the form's Create new group task button.

Linking an individual Spot creates a task for it. Linking a folder creates a separate task for every Spot currently in that folder. You can only select a lowest-level folder that has no subfolders. Opening a higher-level folder in the selection tree helps you find its subfolders, but you cannot link the higher-level folder to the group.

Selecting a folder does not automatically create tasks for Spots added to that folder later. If necessary, add a new Spot to the group separately and check the task created for it. Avoid selecting the same Spot both individually and through a folder: each link creates a task. Linking a previously unlinked target again also creates new first tasks, even if the earlier tasks are still saved.

Select a responsible party and understand resourcing

The Choose a responsible party window has three options:

  • Attach for users: select one or more individual users. This selection does not follow later changes to role membership.
  • Attach for the users of role: select the users of a role. Responsibility follows role membership: adding or removing users updates the responsible parties for the group and its unfinished tasks in the background. New users receive default resourcing; this membership change does not update the responsible parties for completed tasks.
  • Attach for role: select one responsible role. The task is then not resourced to individual users, and its timing cannot be planned or resourced through this responsibility selection.

You can select one role or one or more users. You cannot combine a role and individual users in the same responsibility selection.

Resourcing for the group's tasks assigned to users is created using the service's shared Default resourcing values settings. Resourcing is a planned time window, not a record of actual hours worked. It starts on the task's due date, or the specified number of days before it, at the selected time of day. The end time is calculated by adding the specified duration to the start time.

Unless changed, the service defaults are the due date at 08:00, a duration of 60 minutes and an advance of 0 days. For example, a due date of 15 October 2026, an advance of two days, a start time of 08:00 and a duration of 60 minutes create resourcing for each selected user on 13 October 2026 from 08:00 to 09:00.

The settings administrator can check these values in the browser under Settings → Task settings by opening Default resourcing values. The group task form does not let you specify a separate resourcing start time or duration.

Make changes to the group carefully

Open the group in the Group tasks table by clicking its name or the pencil icon on its row. In the edit form, you can change the basic information and add targets. When editing, the folder selection is labelled Select folder. Confirm the changes with the Save button.

Due date for new tasks applies to new targets. Changing it does not move the due dates of existing tasks. Check the date before adding new Spots or folders: targets added later also receive the date in this field, even if it is already in the past.

Saving the group updates all tasks still linked to it, including completed tasks. The task names and descriptions are replaced with the information from the selected template. The template's recurrence settings, work order, billable setting and task requirements are also applied. This update does not change the tasks' completion status or due dates.

Saving replaces the tasks' responsible parties with the group's selection and removes their previous user resourcing. User resourcing is recreated using the service's current default values, based on each task's own due date. Individually planned resourcing may be lost even when you only change the group name or other information. Make a shared change only when it should apply to all tasks in the group, and check the resourcing afterwards.

Saving the group does not replace a task form already present on a task. The selected template's form is added only to tasks that do not have a form. Editing the task template itself is a separate action with its own update effects.

Unlink a target or delete the entire group

To unlink an individual target, open Spots that are linked to the group task or Collections that are linked to the group task in the group's edit form. Click the trash icon on the target's row and confirm the change with the Save button. Targets linked through a folder are unlinked from the folder list.

Unlinking a Spot removes the group link from its tasks belonging to this group. Unlinking a folder removes the corresponding links for the Spots currently in that folder. The tasks remain, and their recurrence settings are not cleared. They are no longer included in this group's shared updates. If you want to stop the maintenance, unlinking alone is not enough: check the remaining tasks and their recurrence separately.

Delete the entire group using the trash icon on its row in the Group tasks table. If the group has associated tasks, select one of the following in the deletion confirmation:

  • Keep tasks: the group is deleted and the tasks' group links are removed. The tasks and their recurrence remain.
  • Delete tasks: the group and all tasks still linked to it that have not been completed are deleted. Tasks under review are also deleted. Completed tasks remain without a group link. Tasks previously unlinked from the group are not included in this deletion.

Deleting a task also deletes its form sections, comments, attachments and user resourcing. This is not the same as marking the task as completed. Deleting the group does not delete the task template or the Spots.

Check the result and carry out the tasks

Expand the group's tasks using the arrow at the left of its row in the table. You can also view them in the Tasks that are linked to the group task section of the group's edit form. Open an individual task by clicking its name.

Make sure that the correct task has been created for every intended Spot, without extra duplicates. Check the tasks' due dates, responsible parties, user resourcing, form and recurrence. Repeat this check after changing the group. After unlinking targets or deleting the group, check the retained tasks in the regular Tasks view, as they no longer appear under the deleted group.

On Android and iOS, the group's tasks are carried out as ordinary individual tasks. Follow each task's form and recording requirements. See completing a task in the mobile app.

The next task in a recurring sequence is created in the background only after the previous task has been completed, not when its due date arrives. Sending a task that requires review for review does not yet trigger the next recurrence. After the first task is completed, check the next task for that Spot and its due date; the recurrence end limit may prevent a new task from being created.