Create a task when you know what needs to be done to the equipment, or Spot. If planning is still in progress, you can save the task as a draft. Creating a task saves the work, its responsibilities and requirements; performing and completing the work are later stages.

Required information and permissions

A regular task requires a Spot, a name, a due date and a responsible party. Select users or a role as the responsible party. A description and task template are optional. The maximum length is 512 characters for the name and 4,096 characters for the description.

In the browser, also select a Priority: low, medium or high. The default is Medium priority. Priority does not replace the due date or start processing the task.

Your creation permissions determine which Spots and responsible parties you can create tasks for. Permission to create a task alone does not guarantee permission to modify or perform the saved task. If a required target, responsible party or action is missing, ask an administrator to check your permissions.

Create a task in the browser

  1. Open Tasks and select Create new task at the top of the page.
  2. Open the Basic info tab of the creation form. In the Base details section, use the Select spot field to select the target or targets for the work.
  3. Select a task template if needed. Enter or check the Name and work description.
  4. Under Responsibility and schedule, select Choose a due date and use the Choose a responsible party button to select who is responsible for the work. Also check the resourcing.
  5. Select a Task form if needed and check the requirements under Select settings. Enter any other information the work requires before saving.

Task template and task form

A task template brings together the default information and requirements for the work. A task form defines the sections and fields to complete during the work. You can create a task without a template and select a form separately. An inactive form cannot be selected for a new task.

In addition to the name and description, a template can provide the form, repetition, review and logging requirements, work order, billable status, estimated working time and cost, categories, products, signature requests and maintenance route inspection points. The template's default resourcing can also populate responsibilities and planned working times.

You can change the name and description after selecting a template. Many other settings inherited from the template are locked: for example, review requirements, work hour and machine hour requirements, and repetition are determined by the template. The estimated working time and work order provided by the template may also be locked. Check responsibilities again after selecting or changing a template, as the selection may replace or clear previous responsibilities and resourcing.

If the template's requirements do not suit the work, select a suitable template or ask an administrator to correct it. See creating and modifying a task template.

Responsibility, due date and resourcing

The due date indicates when the work must be completed. Resourcing indicates when the selected users are scheduled to do the work. Estimated working time is an estimate of the work's duration; it is neither logged work time nor the same as user resourcing.

In the browser, default resourcing is created according to the service settings for a responsible user who has no resourcing. A role selected directly as the responsible role does not receive this default resourcing for individual users. Resourcing imported from a template or entered manually is retained when the user already has resourcing.

The start date for default resourcing is the due date minus the configured number of advance days. The start time comes from the settings, and the end time is the start time plus the configured duration in minutes. The service's original defaults are zero days before the due date, 08:00 and 60 minutes, so the work is scheduled for 08:00–09:00 on the due date. Your organization's settings or the selected template's settings may differ. For example, a due date of 12 October 2026, two advance days, a start time of 08:00 and a duration of 90 minutes produce resourcing for 10 October 2026 from 08:00 to 09:30.

For a draft that does not yet have a due date, default resourcing may be based on the creation date. Always check the saved working times, including after adding a due date. More information: responsibilities and due dates.

Work requirements and other options

  • Enforce logging of work hours requires work time to be logged before completion. An estimate of working time or resourcing alone does not meet the requirement; the total number of logged work hours must be greater than zero.
  • The task must be reviewed before completion adds a review stage. The work performed is submitted for review before final completion.
  • Require input of machine hours refers to the equipment's hour meter reading, not the time spent on this task. This option is intended for Spots with machine hour tracking enabled. If the requirement comes from a template, the browser may remove incompatible Spots from the target selection. Check the targets again. On completion, the reading may update the Spot's machine hour history and maintenance tracking based on hours.

The sections of the selected task form must be completed during the work before completion or submission for review. See completing a task form.

Under Select settings, Send an email notification opens the email notification selection. Select an existing notification and check its recipients and timing; the checkbox alone does not define them. Due date notifications are not sent for drafts that are in planning. See configuring an email notification.

The expandable Mobile resourcing permissions section under Responsibility and schedule defines which changes to responsibilities, working times and the due date are allowed on mobile. The template may determine these permissions; check them if the worker needs to change the plan on mobile.

In the Attach task to section of the Basic info tab, you can link the work to a service request, work order or available offer. Category Tags under Responsibility and schedule help with grouping. Check that you have selected the correct work entity: linking does not itself mark it as completed. See categories and links.

The Billing information section contains the task number, Billable, references and sales order number. Billable status is task information used for tracking and reporting. Check the selection inherited from the template. You can add work instructions or other attachments to the Files section.

The other tabs of the creation form add to the work's content:

  • Repetition: defines the schedule for subsequent tasks. For a task linked to a template, repetition comes from the template. See configuring a recurring task.
  • Signatures: defines the signatures to request and the signers. Signature requests from the template are shown as inherited, and the option to add your own requests is hidden. Required signatures must be obtained before completion. See signing a task.
  • Products: adds the products and quantities to use in the work. Also check the products inherited from the template. Product rows may affect stock levels when the work is completed. See using products in a task.
  • Maintenance route: brings inspection points together in one task. This differs from creating a separate task for each Spot. See configuring a maintenance route.

Choose how to save

There are two ways to save at the bottom of the creation form:

  • Create creates the task, starts processing it and opens it for processing. You are assigned as the person processing the task, and the start time is saved. This action is available for a single Spot when you have permission to view and edit the task.
  • Create and close creates the task and closes the creation form. Processing does not start. The task appears as open or late, depending on its due date.

Late means that the due date is before the start of the current day in the service's time zone. A due date of today does not yet make the task late.

If you select multiple Spots, use Create and close. A separate task is created for each selected piece of equipment using the shared creation information. The first is saved immediately, and the others are created in the background. Wait a moment and check the task list to confirm that a task was created for each intended Spot. Successful creation of the first task does not confirm that all the others succeeded. Also check the attachments on each task.

If, after using Create, you are told that the task was created but could not be opened, open it from the task list. The task has already been saved, and any file uploads may continue. Check the existing task before creating a new one.

Task number

Task number is in the expandable Billing information section of the Basic info tab. If automatic numbering is enabled, the number is generated when you save. Automatic numbering skips numbers already in use.

To enter the number yourself, select the pencil button Set task number manually next to the field and confirm that you want to override automatic generation. Enter a number that is not already in use. Leave the field empty to use automatic numbering. If automatic numbering is disabled, an empty field remains empty.

When creating tasks for multiple Spots, a manually entered number is retained for the first task. The other tasks receive their own numbers if automatic numbering is enabled; otherwise, their numbers remain empty.

Save planning as a draft

Select Create draft task at the top of the Tasks page when you do not yet have all the information. A Spot, due date and responsible party are not mandatory for a draft. Still, enter a clear name and select a priority. Other information entered and the template's requirements are saved in the draft.

Save using the Create draft task button at the bottom of the form. The draft appears as a task in planning.

  1. Open the saved draft from the Tasks list.
  2. Add the Spot, due date and responsible party on the Basic info tab. Also check the resourcing and work requirements.
  3. Select Save at the bottom of the form. Adding the missing information alone does not change the draft's status.
  4. Once the required information has been saved, use Move to open at the bottom. The task moves to open or late status, depending on its due date.

Alternatively, you can start work immediately: Start to process assigns you as the person processing the task. Responsible starts to process uses the responsible party; for a role, an individual user is selected. Starting saves the processing start time. These actions require the permissions needed to process the task.

A draft cannot be moved directly to completed status or submitted for review. A draft task and saving an unfinished task form are different things: the former concerns planning the entire work, while the latter concerns a section completed during the work.

Create a regular task on Android or iOS

In the app, open the Spot's details and select the Add button on Android or ADD on iOS. In the menu that opens, select Add Task on Android or Add task on iOS. This route requires permission to edit the Spot; without it, the option to add a task is hidden on both platforms.

Check the preselected Spot. Select a task template or task form if needed, enter the work's name and description, and check the due date, responsible party and resourcing. On Android, when using a template, the name comes from the template; without a template, you must enter the name yourself. On iOS, also check the name populated from the template before saving.

Save using the form's Create Task button on Android or create task button on iOS. The mobile button creates a regular task for one Spot and leaves it open or late, depending on the due date. It does not correspond to the browser's Create button, which starts processing. These mobile creation forms do not offer the browser's draft saving or the creation of tasks for multiple Spots at once.

On mobile, missing user resourcing may also be filled in from the service defaults. Selecting a role may create resourcing for the role's users, so check the saved people and working times. Requirements set by the template also apply to a task created on mobile. Automatic task numbering uses the same service setting as in the browser.

Verify the saved result

Open the created task from the task list or the Spot's tasks. Check the correct Spot, name, due date, responsible party, resourcing, status and task number. Also check the requirements inherited from the template, the form, products, links, signature requests and any maintenance route targets.

Wait for file uploads to finish and confirm that the attachments appear on the task. If you cannot find the task, check the list's search and status filters and your permissions before creating the same work again.