Overview 

This article provides an overview of Task Management, covering how to create tasks and schedules, manage statuses, and edit or copy existing entries. It also explains how to delete tasks and export your data. 

Tasks centralize communication and streamline daily responsibilities. By providing real-time visibility and easy follow-ups, they improve accountability and team efficiency across all locations.

Tasks help you to:

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

Prerequisites 

• Before you begin following the steps outlined in this article, please ensure that you have set up your location(s).
• If you have more than one location, you need to set up one task (schedule) per location. Location will be used to filter and also to link equipment to the task.

Instructions

Navigating to the Tasks Management overview page

⚠️You need Task editing permissions to access the Task Management overview page. 
This is where you add and manage tasks and task schedules, and also export tasks to Excel.

1. Log in to the online platform C-sar.
2. Navigate to Tasks > Task management on the main menu bar.
   

   

Navigating to the 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.

1. Log in to the online platform C-sar.
2. Navigate to Tasks > Task board on the main menu bar.
   

   

Setting up new one-time tasks and recurring tasks (task schedules)

Tasks appear on the Task board upon their due date for easy tracking and management.

Setting up a new one-time task

1. Log in to the online platform C-sar.
2. Navigate to Tasks > Task Management. 
3. Click + Add new task. 
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 applies only if equipment has been assigned to the selected location.
   • *Assign task to: 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*. 
   💡 Toggle Specify a time to set a precise hour, or schedule recurring tasks by date, time, or production metrics.
6. Click Create task to add the new task.

Setting up recurring tasks (task schedules) 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 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.

Setting up recurring tasks (task schedules) based on production values
 

1. Select Based on production values. The linked equipment shows up. 
   

   

2. Select a Production value* that should trigger the task:
   • For Roasting machines: Roast volume, Number of batches, Roasting time.
     💡The Roasting time metric counts only the time spent roasting.
   • 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 one-time tasks and recurring tasks (task schedules) 

The Task Management overview page centralizes your workflow, allowing you to choose between editing a single task instance or the entire recurring series.

1. Navigate to Tasks > Task management on the main menu bar.
2. Scroll horizontally to the far side of the page to view the icons.
   

   

The following icons appear beside each task schedule or individual task:

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.

When a task becomes overdue, you will be alerted:

• An overdue task is indicated by an orange date or production volume displayed in the Due column on the Task Board.
  

  

Exporting tasks 

Exporting provides a clear view of pending tasks and acts as a manual guide for employees without system access.

1. Navigate to Tasks > Task management on the main menu bar.
2. Select tasks from the dashboard by clicking on the respective checkboxes.
3. Click on the Export (.xls) button.
   

   

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