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Staff Tasks, Routines & Work Targets

Assign work to staff with checklists and photo evidence, materialise recurring routines daily, verify completed work, and track progress against targets.

Work management gives staff their jobs and gives you proof they were done. A task carries a checklist and can require a photo. Routines materialise the same work automatically each day, so a daily opening checklist does not have to be created by hand. Completed work goes into a verification queue rather than being taken on trust.

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Three things it does

  • Tasks — a piece of work assigned to a person or left in an open pool for anyone to claim, with a checklist and optional photo evidence
  • Routines — recurring work that materialises as tasks on schedule, so the daily and weekly jobs appear on their own
  • Targets — a goal with progress tracked against it over a period

Photo evidence changes what gets done

A checklist item that requires a photo is materially different from one that requires a tap. Use it for the things that matter — the cold store temperature, the cleaned fryer, the locked safe — and not for everything, or it becomes a ritual rather than a check.

Common Tasks

How to Assign a Task to Someone (create task, give someone a job, assign work)

Give a specific person a specific job.

Required permission: Tasks manage

  1. Open Tasks
  2. Create a task with a clear title and what needs doing
  3. Add checklist items for each step that must be completed
  4. Mark any item that requires photo evidence
  5. Choose Assign task and pick the person, or Add to open pool to let anyone claim it
  6. Save

Result: The task appears in that person's Tasks module in the staff app, or in the pool for anyone to claim.

Note: Write the checklist as the person doing it would read it. *Check the walk-in* is ambiguous; *record the walk-in temperature and photograph the display* is not.

How to Do a Task Assigned to You (complete task, my tasks, finish a job)

The staff-side workflow, done from a phone.

  1. Open Tasks in the staff app
  2. Open a task assigned to you, or Claim this task from the open pool
  3. Work through the checklist, ticking each item
  4. Where an item shows Add photo (required), take the photo
  5. Choose Complete

Result: The task moves to Awaiting verification with your checklist and photos attached.

Note: A task cannot be completed while a required photo is missing. That is deliberate — the photo is the evidence the task existed to produce.

How to Verify Completed Work (approve task, check work done, verification queue)

Confirm work was actually done to standard.

Required permission: Tasks manage

  1. Open Tasks and review items Awaiting verification
  2. Check the checklist and any photos attached
  3. Verify it, or send it back if it is not right

Result: Verified tasks close. Rejected ones return to the assignee with your reason.

Note: Verify promptly. A verification queue that is never worked teaches staff the photos are not looked at, and the evidence stops being real.

How to Set Up a Recurring Routine (daily checklist, recurring task, routine, opening checklist)

Create work that appears automatically rather than being assigned each day.

Required permission: Tasks manage

  1. Open Tasks and choose Create routine
  2. Build the checklist the routine should produce
  3. Set the schedule — which days it runs and who it goes to
  4. Save

Result: The routine materialises as a task on each scheduled day, ready for whoever it is assigned to.

Note: Routines are what stop opening and closing checklists depending on someone remembering to create them.

How to Track Progress Against a Target (work target, goal, track progress)

Set a goal for a period and record progress toward it.

Required permission: Tasks manage

  1. Open Tasks and create a target
  2. Set what is being measured and the period it covers
  3. Update progress as work is done

Result: Progress is visible against the target, and the period closes automatically at its end.

How to Handle a Blocked Task (cannot complete task, blocked, task stuck)

Record that work cannot proceed, rather than leaving it silently incomplete.

  1. Open the task in the staff app
  2. Mark it Blocked and say why

Result: The task shows as blocked so a manager can see what is holding it up rather than assuming it was ignored.

Note: A blocked task is useful information. An incomplete task with no explanation is indistinguishable from someone not bothering.

Related

  • Staff App — where staff actually do their tasks
  • Humanics — the employment side of the same people
  • Housekeeping — room work, which has its own board

Troubleshooting

Staff cannot see the Tasks module

Cause: They lack the tasks permission, or the business unit does not have Humanics enabled.

Fix: Both are required. Check the role in Settings → Roles and the unit’s modules in Settings → Business Units.

A routine did not produce a task

Cause: The routine may not be scheduled for that day, or it was created after the day’s tasks were generated.

Fix: Check the routine’s schedule. A routine created mid-day starts producing tasks from the next scheduled occurrence.

A task cannot be completed

Cause: A required photo has not been added.

Fix: Items showing Add photo (required) must have a photo before the task can be completed. That is the point of the requirement.

Nobody is picking up pooled tasks

Cause: Open pool tasks are claimed voluntarily and can sit if nobody feels ownership.

Fix: Assign directly for anything that must happen. The open pool works for genuinely interchangeable work, not for critical jobs.