Operations
      Back to home
      1. Helpdesk : Cropster
      2. Cropster Cafe
      3. Operations

      Setting up and Managing Cafe Tasks

      This article will introduce Cafe Task Management.

      The benefits of utilizing the Tasks feature in Cropster Cafe


      We recognize that the demands of a busy workday can make it challenging to keep track of essential tasks in your Cafe.

      The Tasks feature enables you to efficiently monitor these responsibilities, ensuring they are completed on time.

      You can enhance your tasks by adding comments, which can serve to provide additional context to your manager or co-worker, or to document the progress and actions taken on the task. The feature facilitates effective communication and promotes transparency regarding responsibilities and their completion.

      By keeping track of your tasks, you can ensure that your equipment stays well-maintained, allowing you to focus on delivering exceptional service.

      Getting to know the Tasks feature
       

      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 Task editing permissions to access the Task Management section.

      This is where you add and manage tasks and task schedules and also export tasks to Excel.

      Task Board 

      💡 You need Task viewing permissions to access the Task Board. 

      Due tasks are populated on the Task Board and can be checked off from there.

      Adding new tasks and task schedules 

      To utilize the Tasks feature effectively, it's essential to first set up a Location.

      This step is mandatory, as it allows you to organize and manage tasks relevant to your Cafe’s operations.

      One-time tasks 

      In the next section, we will guide you through the process of adding one-time tasks that are specific to your Cafe's operations:

      1. Navigate to Tasks on the main menu bar. You will be directed to the Task Board.
      2. Click +Add new task on the top right side of the page. 
        Screenshot 2025-01-24 at 14.48.12
      3. Enter the the following details:
        * is indicating mandatory fields 
        • *Task name
        • *Location
        • Link with equipment
          💡 You need to choose a location in order to view the available equipment.
        • *Assign task to
          💡 By keeping the default option "Anyone in the selected location," you can quickly create a task that any available team member can complete. However, if you prefer to assign the task to a specific individual, simply select their name from the dropdown menu that appears. This allows for targeted responsibility within your team at the designated location.
        • 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 tasked is linked with a roasting or espresso machine. 
          💡 You can also add a specific a time by toggling on the Specify a time button. 
        • Click Create task. 

        Recurring tasks based on date / time


        You can set up recurring tasks based on date and time:

        1. Select Based on date / time.
        2. Add Frequency* to the task.
          • Daily
          • Weekly
          • Monthly
          • Yearly
          • Working days (select the week days when the task needs to be fulfilled by checking the checkboxes)
            Screenshot 2025-02-03 at 12.01.33

        3. Add the Starting from* date. 

        4. Toggle on Specify a time to enter a time when the task becomes due. 

        5. Click Create task add the task schedule. 

        Each scheduled task will show on the Task Board as soon as it becomes due. 

        Editing individual tasks and task schedules


        By accessing the Task Management board, you can conveniently choose to edit either a specific task instance or the entire series of recurring tasks from a single location.Screenshot 2025-02-03 at 12.04.26


        You can see  the following icons next to each task schedule or one-off task:

        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 irrecoverably. 
        💡 If you need to delete multiple tasks at once, you can easily perform a bulk deletion by checking the box next to the tasks/tasks schedules you would like to delete. Click the  Delete button top-right to table.

        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.

        If you're wondering what occurs when a task becomes overdue, here's what you need to know:

        You will be alerted when a task is overdue:

        • An overdue task is indicated by an orange date or production volume displayed in the Due column on the Task Board.
          💡The overdue flag will remain active unless the status is set to "Won't do".
          If you completed a task on time but forgot to mark it as done, you can input the actual completion time to clear the Overdue flag.
          Screenshot 2025-02-13 at 10.01.06
            There is an additional status called "Missed" 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.

        Exporting tasks

        Exporting tasks helps you to keep track of your tasks e.g. you can filter for the tasks that need to be completed, import and print them for employees with no access to Cropster as a checklist. It also supports you in fulfilling your potential legal requirements e.g. submitting maintenance records. 


        By following these steps you can easily export tasks to Excel:

        1. Navigate to Tasks > Tasks Management. 
        2. You can select tasks from the dashboard by clicking on the respective checkboxes, and then clicking on Export (.xls) on the top of the right side of the page.
          Screenshot 2024-07-02 at 10.15.48
        3. You can also filter for the tasks you need to export by clicking on the  Filter button (1). The filter sidebar opens where you can apply multiple criteria to show tasks that are relevant. After choosing the criteria, you need to (bulk-)select (2) the tasks and export them by clicking on Export (.xls). (3)
          Screenshot 2024-07-02 at 10.17.13

        📚 Learn how to use the Task Report. 

        Related content

        Congratulations! You are now ready to set up and manage Cafe Tasks!

        Your opinion matters. If you have further questions, feedback, or concerns, please feel free to reach out by submitting a support ticket directly from support.cropster.com.