Why use Tasks?

The keywords are: efficiency, communication, and connection.

With Tasks, you can:

• Create one-time or recurring tasks to assign different chores to the team or even directly to each member.
• Verify task compliance across roast machines, cafe equipment, locations, and most importantly, your team. 

Tasks help you to:

• Maximise the efficiency of your team.
• Monitor the daily chores and take action when it's needed.
• Maintain a healthy hardware and comply with the health and safety regulations.
• Improve the quality and also the customer experience.

Log in to C-sar and navigate to Tasks to access the following pages:

• Task Management
• Task Board

Task Management

Task Board

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 in to 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:
   * indicates 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 equipment assigned to the location. 
   • 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 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. 
* indicates mandatory fields

1. Select Based on date/time.
2. 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)
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 and add the task schedule. 
    

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 pulses.
3. Add the Starting from* date.
4. Click Create task and 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 overview page, 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.

	Click the Edit button to edit one-off 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.

You can also bulk-delete tasks by checking the box next to the tasks/task schedules you would like to delete. Click theDelete the button top-right of the 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.
5. Missed: For tasks that are scheduled based on specific dates, a task is marked as "Missed" when the next occurrence of that task is completed without the previous instance being fulfilled.

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.
  

  

• In Roasting Intelligence (RI), overdue tasks are highlighted in orange, indicating their overdue status along with the duration for which they have been overdue:
  

  

You can conveniently edit the statuses of multiple tasks at once directly from the Task Management overview page:

1. Select the checkboxes next to the tasks/task schedules you wish to update.
2. Choose the desired status from the dropdown menu labeled "Change status" located at the top right of the page.
   

   

Utilizing the Filter feature on the Task Management overview page 

You can refine your search for specific tasks to export or view using the filtering options on the Task Management overview page.

1. Click on the Filter button.
   

   

2. The filter sidebar will appear, allowing you to set various criteria to display the tasks that are most relevant to your needs:
   
   • Task name
   • Task status
   • Incomplete tasks status
   • Task frequency
   • Due date from / Due date to
   • Completion date from / Completion date to
   • Assigned to
   • Completed by
   • Roast machine
   • Cafe equipment
   • Location
   • Task category
3. Click the Apply filters button to refine your task view.

Exporting tasks 

Exporting tasks allows you to track pending tasks and provides a checklist for employees without Cropster access.

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

1. Log in to 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.
   

   

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

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