Add tasks to a job

If you want to record time against a job. A job is the overall project that you or your organisation works on for a client. , the job must contain at least one task.

Before you begin

Before you can add a task to a job you must first create the task. For further details, see create a task.

Add a single task

1. In the Jobs menu, select Jobs.
2. On the Job Manager screen (All tile), drill down on the job number of the job you wish to work with.
3. On the Job Overview screen, under the Tasks section, click + Add A Task.

4. On the Task Name screen fill in the details about the job. For more information about what each field is for, open the Data field reference section below.

   • Data field reference

     Field	Description
     General
     Task	The name of the task that you wish to add to the job. Select the task from the drop-down list.
     Estimated Time	The overall time that you estimate it will take to complete this task (hr:min). You can enter the time as hr:min (for example: 7:30) or as decimal 7.5 (7½ hours in both cases). The decimal value is converted automatically to minutes.
     Description	A detailed description of the task. This can appear on an invoice, so it can act as a default description for each line item on the invoice. Generally, the description against each task on an invoice either comes through from the time sheet entries or it is individually crafted on each invoice.
     Label	A label In WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". to provide a name for a sub-task.
     Billable	Indicates if the task is to be included in billable work. Toggle ON if work on the task is to be billed, leave it OFF if it's not billable. For example, you may have set up a non-billable 'Admin' task to capture time spent on administration work that cannot be billed to the client. By setting up the task as non-billable, you can still record work against the task to capture true costs for project management or payroll purposes.
     Schedule Information
     Start Date Due Date	The start and due date for a scheduled task. These dates must fall within the overall job schedule.
     Scheduled Task?	If the task has to be completed within a set period, select this checkbox and provide the required start and due dates (see below). You can then use these dates to review progress on the task.
     Staff Allocation
     Staff	Specifies which staff are allocated to this task. You do not need to select staff here. If you: select staff here, only the selected staff members can write time against this task do not select any staff here, all staff allocated to the job can write time against this task.
     Allocated Time	The Allocated Time column is displayed only if Organisation Settings > Time Allocation is set to Staff. If the Allocated Time boxes are visible, you can allocate time (hr:min) to the selected staff. The total time allocated to all the selected staff must equal the total Estimated Time, specified above.

5. Save your changes.
6. If you need to change the order of the tasks:
   • Drag the tasks into the order of completion you require. Changes are saved automatically.
     

     This option is available only when Organisation Settings > Job Task Order is set to Custom.

Add multiple tasks

Adding several tasks at a time may be convenient if most of them use the default features and settings.

1. In the Jobs menu, select Jobs.
2. On the Job Manager screen (All tile), drill down on the job number of the job you wish to work with.
3. On the Job Overview screen, under the Tasks section, click + Add Multiple Tasks.
4. On the Adding multiple tasks screen, for each task you wish to add to the job:
   • Select the checkbox to the left of the task name
   • (optional) provide a label In WorkflowMax tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". .
   • (optional) provide an estimated time (hr:min) to complete the task. This can be edited later if required.
5. Save your changes. The selected tasks are added to the job in alphabetical order. The Job Overview screen is displayed.
6. If you need to change the order of the tasks:
   • Drag the tasks into the order of completion you require. Changes are saved automatically.

     This option is available only when Organisation Settings > Job Task Order is set to Custom.