Setting up and Managing Tasks

This manual explains Task Management, how to add new tasks, task schedules and statuses, edit individual tasks, edit schedule, copy and delete tasks and also export tasks.

Tasks is available for the following products:

• Cafe
• Roast Professional and higher tiers
• Origin Professional and higher tiers
• Lab

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• Why use Task?
• Adding a new tasks or task schedules  
  • One-time tasks
  • Recurring tasks based on date / time
  • Recurring tasks based on production metrics
• Editing individual tasks and task schedules
• Task statuses
• Exporting tasks

Why use Task?

The keywords are: monitoring, communicating and connecting. With Tasks you can create one-time or recurring tasks to assign different chores to the team or even directly to each members. You are also able to verify task compliance across roast machines, cafe equipment, locations and most importantly, your team.

Tasks helps you to:

• maximise the efficiency of your team

• monitor the daily chores and take actions when it is needed

• maintain a healthy hardware and comply with the health and safety regulations

• improve the quality and also customer experience

Task management and Task board

In the main menu bar, navigate to Tasks to access the Task board or the Task management section.   

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

You can add one time tasks or set up task schedules by date/time or production value.

• One-time tasks
• Recurring tasks based on date / time
• Recurring tasks based on production metrics

One-time tasks

1. Log into the online platform C-sar.
2. Navigate to Tasks > Task Management. 
3. Click + Add new task to create a new one-time task or schedule recurring tasks. 
   
4. Enter the following information:
   * is indicating mandatory fields. 
   
   • Task name*: name your task e.g.: Empty the chaff.
   • Location*: you need to assign your task to a specific location.
   • Link with equipment: this field is only relevant when there is an equipment assigned to the location. You can optionally link the task to a Cafe equipment or Roasting machine if related. If the task is assigned to a Roasting machine, you can show this task in Roasting Intelligence when the machine is being used. 
   • Assign task to*: you can assign the task to anyone in the selected location or to a specific person. 

   • Task categories: Select a category to group similar tasks together. 

   • Task description: Add comments and instructions to the task.
   • Add link: you can add a link to manuals or external documents (e.g. Google Worksheets) if relevant.
     
5. Schedule task: in case of a one-time task, select Never and set the Due date*. You can also add a specific a time by toggling on the Specify a time button. 
   • You can also schedule recurring tasks Based on date / time or Based on production metrics.
6. Click Create task to add the new task.

The new task will show on the Task board when it is due. 

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)

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. 

Recurring tasks based on production metrics

You can set up recurring tasks based on production metrics.

1. Select Based on production metrics. The linked equipment shows up. 
   
2. Select a Production metric* that should trigger the task: 
   • For Roasting machines: Roast volume, Number of batches, Roasting time. 
   • For Cafe equipment: Number of brews, Dosage (coffee weight), Brew water pules.
3. Add the Starting from* date.
4. 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 

With access to the Task Management board you will have one place where you can choose if you would like to edit either the task instance or the repeating task. 

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

Task statuses

A task can have the following statuses: 

In addition to the status, tasks can be flagged as:

• Overdue: An unfulfilled task becomes overdue as soon as it is past its due date or production volume. 
• Missed : for date-based tasks only. An unfulfilled task becomes missed as soon as the next instance of the task has been fulfilled. 

The status is usually being changed by the assignee from the Task Board. 

From the Task management section, you can (bulk-)edit the status of tasks by checking the box next to the tasks/tasks schedules you would like to change the status. Select the status from the Change status drop-down menu top right.

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 export tasks to Excel:

1. Log into the online platform C-sar and navigate to the Task Management overview page.
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.
   
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)
   

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Related content

• Fulfilling Tasks
• Using the Task Report 
• Managing Locations
• Managing Equipment

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Congratulations! You are now ready to set up and manage 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.