What Are Tasks

The Deputy Tasks page allows you to assign jobs or tasks to yourself and other team members with due dates and the ability to mark them complete.

All levels of Deputy users can create and assign tasks to themselves or other users. However, only System Administrators and Location Managers can create task groups and assign them to areas.

Please note that for task groups to be viewable, a team member needs to be clocked into the area that the task is assigned to.


Creating Tasks

1. On the Deputy website, select the Tasks page.

2. Click Add Task and from the drop-down menu select:

  • A task for me

3. Enter the task title, and select a due date (optional), or add additional notes (optional).

4. Click Save when you are done.


Assigning Tasks to Others

1. On the Deputy website, select the Tasks page.

2. Click Add Task and from the drop-down menu select:

  • A task for someone else.

3. Enter the task title, select a team member to assign the task to, select a due date (optional), or add additional notes (optional).

4. Click Save when you are done.


Add New Task Group

Adding a Task Group allows users with access level System Administrator and Location Manager to create a dynamic task list, which includes repeats, additional task notes, and the ability to assign the task group to an entire area. This can be useful for particular businesses that have a group of team members work the same area, and who have to complete certain tasks together.

To create a task group:

1. On the Deputy website, select the Tasks page.

2. Click Add Task and from the drop-down menu select:

  • Tasks for a whole area.

Or select it at the bottom of your task list as shown below.

3. Complete the Task title.

4. Select whether you want this task to be taken into consideration for Labor Modelling.

5. Complete any sub-tasks that make up the task.

6. Assign the Task to an area and the time of day the task will be available from. Note: that only team members assigned to that specific area after the specified time of day will be able to view and complete the tasks.

7. You can choose whether the Task will repeat and which days it will repeat.

8. Click Done when complete to save the task group.

Note: you also have the option to add even more detail to each subtask by clicking on the ellipsis (...) next to the name of the subtask. Here you can specify:

  • whether the task can be completed multiple times

  • more notes about the subtask.

You also have the option to delete a subtask by clicking on the trash can icon.


Completing Tasks

For tasks assigned to you:

1. On the Deputy website, select the Tasks page and click on My Tasks.

2. Select the check box for the Task you have completed.

Note: It is also possible to delete a task by clicking on the trash icon.

For completing tasks in a Task Group:

  1. Click on the Task Group name.

2. In the modal that appears, click the corresponding checkbox for the task you have completed.

It will be marked with the team member that has completed the task, and the date it was completed at. This is especially helpful to identify which team member has completed a task on the list.


Managing Tasks on the Deputy Mobile Apps

All team members can also create, assign and complete Tasks on the Deputy mobile apps.

Tasks can be found at the bottom of the Home Screen when you log into Deputy iOS or Android mobile apps. You will receive a push notification to your phone when a task has been assigned to you.

My tasks

  • Tasks assigned to you to complete

  • They can be created by yourself or another team member

  • Tap the + to add a new task or select the checkbox to complete the task.

Assigned Tasks

  • Tasks you have assigned to other team members

  • You can add and assign new tasks by tapping on the +.

Shift Tasks

  • Tasks that have been assigned to a specific work area at a specific time

  • Only users with a Deputy access level of System Administrator and Location Manager are able to create these Task Groups and they must do so on the Deputy website. You can not create new Shift Tasks on the Deputy mobile apps.

  • You will only see these tasks if you have been scheduled onto a shift at the specified work area and time.

  • Any team member scheduled in this work area at the specified time can complete the tasks.


Managing Tasks on the Deputy Kiosk App

You can also create, assign and complete Tasks on the Deputy iOS Kiosk app.

Once you have logged in to the iPad Kiosk, tap on Tasks to view, create or complete tasks that are assigned to you.


Labor Modelling Based on Fixed Task Planning

When creating a Task Group there is the option to include this task information in Labor Modeling.

If you tick this option when creating a Task Group, then you will be asked to specify the time you expect will be required to complete the task in total or by subtask.

Deputy will then use this fixed task-based information when creating a Labor Model to assist with Smart Scheduling.


Tasks FAQs

Can I set up a notification for a task nearing its deadline?

You cannot create a notification for a deadline, however, please click on help on the Deputy website and provide feedback if you think this is something that would be useful to implement.

Can I edit tasks?

Yes, on the Deputy website you may edit some tasks, but the following conditions must be met:

  • The task must have been created by you (not another team member)

  • The task has not been completed yet.

On the mobile or Kiosk apps, you can NOT edit already created tasks so please log into the Deputy website if you need to delete tasks.

Another workaround is to, simply mark the item as complete, or delete it, and create a new task with the amended details.

Can I delete tasks?

Yes, but only tasks you have created. You can not delete tasks other have assigned to you or your work area.

To delete a task on the Deputy website, click the trash can icon next to the Task title:

On the Deputy mobile and Kiosk apps open the task and click Delete Task.


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