Tasks and Crew Rostering

Tasks in HirePOS are used to plan work for Staff/Crew.

A Task can be linked to a Sales Record, Maintenance/service work or a Reminder, or it can be created as a standalone job. Tasks can be assigned immediately or left unallocated until you know who will perform the work.

This guide covers the scheduled Tasks available through the HR module. For simple undated to-do items from the Tasks icon in the top menu, see the separate Tasks guide.

A Task records what is expected to happen, such as:

• Who is expected to perform the work

• The type of work

• When it is expected to start

• How long it is expected to take

• The estimated labour rate or cost

• Notes or instructions

A Timesheet records the time that was actually worked.

This means you can schedule the work first and record the actual result later.

To schedule staff work for a quote, booking or invoice:

1. Open the Sales Record.

2. Click Extras.

3. Select Related Tasks.

4. Add a new task row.

5. Enter the required details.

6. Save your changes.

Depending on the task, you can record details such as:

• Shift

• Task Description

• Staff/Crew

• Start Date and Time

• Estimated Hours

• Rate

• Notes

The Task remains linked to the Sales Record and can also be viewed through the HR scheduling screens.

You do not need to know which Staff/Crew member will perform the work when the Task is created.

Leave Staff/Crew blank to create an unallocated Task.

This is useful when you know that a job needs somebody for a particular time or role but have not yet decided who will work it.

The Task can later be:

• Assigned directly to a Staff/Crew member

• Filled through the crew invitation process

Each task row represents one staff position.

For example, if an event requires three crew members for the same four-hour setup, create three task rows.

Each position can then be assigned independently.

This also allows individual Staff/Crew members to accept, decline and record their own work separately.

Tasks do not have to be connected to a Sales Record.

Use HR > Calendar or HR > Tasks to create work that needs to be scheduled independently.

Standalone Tasks can be useful for internal work and other activities that do not belong to a customer Sales Record.

The same task system is also used in other areas of HirePOS.

For example, Tasks can be associated with:

• Reminders

• Maintenance and service work

This allows scheduled staff work to appear with the rest of your crew planning instead of being managed separately.

When you already know who will perform a Task, select the person in the Staff/Crew field.

Their assigned work will then appear against them in the HR Calendar and their Job Agenda.

If you do not yet know who will perform it, leave the Task unallocated and assign someone later.

HirePOS can send available work to Staff/Crew so they can accept or decline it.

An accepted invitation assigns that person to the Task.

See Inviting Crew to Jobs for the complete workflow.

Go to HR > Calendar to review scheduled work across your Staff/Crew.

The Calendar can be used to review allocated and unallocated work and open the underlying Tasks or Sales Records.

Scheduled Tasks can also be moved when work needs to be rescheduled.

Select a Shift to categorise the type of work being performed.

For example:

• Setup

• Pack Down

• Delivery

• Pickup

• Service

When using Extras > Related Tasks on a Sales Record, selecting a Shift can also prefill the Task Description.

See Shifts for setup and Delivery/Pickup options.

Related Tasks can include an estimated duration and Rate.

These planned values can be used by HirePOS cost/profit reporting to include estimated crew costs when reviewing a job.

The Task remains the planned work. The actual time worked is recorded separately through Timesheets.

Once work is performed, actual staff time can be recorded through Timesheets.

Assigned crew can enter their own time through the Job Agenda, or an office user can enter or review Timesheets in HirePOS.

See Crew Job Agenda and Mobile Timesheets and Timesheets.