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
   • Task Board

Task Management

Task Board 

Adding new tasks and task schedules 

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. 
   
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: 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 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. 

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. 

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.

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 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 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.
  

  

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.
   

   

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 relevant tasks. After choosing the criteria, you need to (bulk-)select the tasks (2) and export them by clicking on Export (.xls). (3)
   

   

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

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