Overview 

This article introduces the Task feature for Cropster Cafe. 

Running a busy cafe is challenging, so we've made it easier to stay on top of your to-do list. The Task feature helps you to track daily tasks and maintenance, so nothing slips through the cracks. It keeps the team on the same page and ensures that your equipment stays in top shape. 

Utilizing this feature will result in more transparent communication, well-maintained equipment, and more time to focus on great service. 

Instructions

Finding the Task feature on the online platform C-sar

1. Log in to the online platform C-sar.
2. Navigate to Tasks on the main menu bar. 
3. By selecting the dropdown menu, you can explore various sections of the Tasks feature:
   • Task Management: 
     • You need to have Task viewing and editing permissions to access the Task Management page.
     • Here you add and manage tasks and task schedules, and also export tasks to Excel.
   • Task Board: 
     • You need to have Task viewing permissions to access the Task Board. 
     • Here you can see ‘Due tasks’ and change the task statuses. 

Adding new tasks and task schedules
 

Setting up one-time tasks

1. Navigate to Tasks > Task Board.
2. Click +Add new task on the top right side of the page.
   

   

3. Enter the following details:
   * Indicates mandatory fields. 
   
   • *Task name
   • *Location
   • Link with equipment: You need to choose a location to view the available equipment.
   • *Assign task to: Keep the default “Anyone in the selected location” if you want the first available person to grab the task. If you need a specific team member to handle it, just pick their name from the dropdown menu. 
   • Task category
   • Task description
   • Add link: You can add a link to manuals or further instructions if relevant. The URL must start with https//.
   • Schedule task: In case of a one-time task, select Never and set the Due date*.
     ⚠️ Scheduling based on production is only available when the task is linked with a roasting or espresso machine. 
     💡 You can also add a specific time by toggling on the Specify a time button. 
4. Click Create task. 
   

   

Setting up recurring tasks based on date/time 

1. Click +Add new task on the top right side of the page.
2. Enter the following details:
   * Indicates mandatory fields. 
   
   • *Task name
   • *Location
   • Link with equipment: You need to choose a location to view the available equipment.
   • *Assign task to: Keep the default “Anyone in the selected location” if you want the first available person to grab the task. If you need a specific team member to handle it, just pick their name from the dropdown menu. 
   • Task category
   • Task description
   • Add link: You can add a link to manuals or further instructions if relevant. The URL must start with https//.
3. Navigate to the Schedule task section.
4. Select the Based on date/time option.
5. Add Frequency* to the task.
   • Daily
   • Weekly
   • Monthly
   • Yearly
   • Working days (select the weekdays when the task needs to be fulfilled by checking the checkboxes.
6. Click Create task.
   

   

Editing individual tasks and task schedules
 

1. Navigate to the Task Management page. Here you can choose to edit just one specific task or update recurring tasks at once. 
   

   

2. Use these icons next to any task or task schedule:

	Click the Edit button to edit one-time tasks or individual tasks linked to a task schedule.
	Click the Edit task schedule button to edit the task schedule.  💡 This option is not available for one-off tasks.
	Click the Copy button to copy an existing task or task schedule. The Due date or Starting from date of the original tasks will be reverted to today.
	Click the Delete button to delete a task. This action is irrecoverable.  If you need to delete multiple tasks at once, you can easily perform a bulk deletion by checking the box next to the tasks/task schedules you would like to delete. Click the Delete button top-right of the table.

Exploring Task statuses

A task can have the following statuses: 

1. To do: Once a task reaches its due date, it will automatically appear as "To do" on the Task Board.
2. In progress: Tasks that are actively being worked on.
3. Done: Tasks that are fulfilled.
4. Won't do: Tasks that are deemed unnecessary or are not feasible to complete.
5. Missed: This is an additional status for date-based tasks only. A task is marked as “Missed” if it is not completed by its due date and the next scheduled instance of that task is subsequently fulfilled.

If a task is past its deadline, you will see an orange date or production number in the Due column. The overdue flag will remain active unless the status is set to ‘Won't do."
 

Exporting tasks

Export tasks to create printed checklists for team members without Cropster access or to keep official records for maintenance and legal requirements.

1. Navigate to the Task Management page. Click Filter to narrow down your list of tasks. 
2. Select tasks by clicking on the respective checkboxes or bulk select the whole list. 
3. Select Export (.xls) to download your file. 
   

   

If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.