Task Scheduling
Set up maintenance schedules, create recurring tasks, and automate preventive maintenance workflows.
list Table of Contents
event Understanding Tasks
Tasks in Tageur represent work that needs to be done on your assets. This includes maintenance, inspections, repairs, calibrations, and any other scheduled work.
What Makes a Task?
Every task has:
- Title & Description: What work needs to be done
- Asset Link: Which asset the work is for
- Due Date: When the work should be completed
- Assignee: Who is responsible for the work
- Status: Current state (pending, in progress, completed, etc.)
- Priority: How urgent the work is
- Comments & History: Communication and audit trail
Task Types
build Preventive Maintenance
Scheduled maintenance to prevent breakdowns (oil changes, inspections, calibrations)
warning Corrective Maintenance
Repairs needed to fix breakdowns or issues
search Inspections
Regular checks to verify asset condition and compliance
precision_manufacturing Calibration
Ensuring equipment meets accuracy standards
add_circle Creating Tasks
Creating a Single Task
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1. Navigate to Tasks
Click "Tasks" in the main navigation, or go to an asset and click "Create Task"
- 2. Click "New Task"
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3. Fill in Task Details
Title: Brief description (e.g., "Monthly oil change")
Description: Detailed instructions or notes
Asset: Which asset this task is for
Due Date: When the work should be completed
Priority: Low, medium, high, or critical -
4. Assign the Task (Optional)
Choose a team member to handle this work
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5. Set Recurrence (Optional)
Make the task repeat automatically on a schedule
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6. Save
Click "Create Task" to save
Pro Tip: Task Naming
Use clear, action-oriented task names:
• "Replace HVAC filters" (good)
• "HVAC" (too vague)
• "Inspect fire extinguishers for expiration" (good)
• "Fire safety" (too general)
description Task Templates
Task templates save time by pre-defining common maintenance procedures. Create a template once and reuse it for multiple assets.
Creating a Task Template
- 1. Go to Settings → Task Templates
- 2. Click "New Template"
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3. Name Your Template
Choose a descriptive name (e.g., "Monthly Generator Service", "Annual Safety Inspection")
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4. Add Task Details
Title format, description template, default priority, estimated duration
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5. Set Recurrence Schedule
Define how often this task should repeat (daily, weekly, monthly, yearly)
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6. Link to Asset Templates (Optional)
Automatically create these tasks when assets are created from specific templates
Using Task Templates
When creating a new task, select your template from the dropdown to automatically fill in all the details. You can still customize individual tasks as needed.
Template Examples
- Vehicle Maintenance: Oil change every 3 months or 5,000 miles
- HVAC Service: Filter replacement monthly, full service quarterly
- Safety Inspection: Fire extinguisher check monthly, full inspection annually
- Equipment Calibration: Precision equipment calibration every 6 months
repeat Recurring Tasks
Recurring tasks automatically create new task instances on a schedule, perfect for preventive maintenance programs.
Recurrence Options
Daily
Repeats every day or every N days
Example: Daily equipment checks
Weekly
Repeats every week on specific days
Example: Weekly safety walk-through every Monday
Monthly
Repeats on a specific day of the month
Example: Monthly filter replacement on the 1st
Yearly
Repeats annually on a specific date
Example: Annual certification on January 15
Custom Intervals
Every N days, weeks, or months
Example: Every 90 days, every 6 months
Usage-Based
Based on hours, mileage, or cycles
Example: Every 500 hours of operation
How Recurring Tasks Work
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1. Create a recurring task template
Set the recurrence schedule when creating the task
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2. First instance is created
The initial task appears on your calendar with the first due date
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3. Complete the task
When you mark it complete, the next instance is automatically created
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4. Process repeats
Tasks continue to generate based on your schedule until you stop the recurrence
Important: Stopping Recurrence
To stop a recurring task series, edit the task and disable recurrence. This only affects future tasks - completed tasks remain in the history.
account_tree Task Workflow & Status
Tasks move through different statuses as work progresses. Understanding the workflow helps teams track progress and prioritize work.
Task Statuses
Pending
Task is scheduled but work hasn't started yet. Default status for new tasks.
In Progress
Work has started. Assignee is actively working on this task.
On Hold
Work paused due to parts availability, weather, or other blockers.
Completed
Work is finished. Task is archived and marked complete.
Cancelled
Task is no longer needed or has been superseded.
Deferred
Task postponed to a later date. Can be resumed when ready.
Changing Task Status
On the task detail page, use the status buttons to update the task state. Each status change is logged with a timestamp and user for full audit trail.
Best Practice: Adding Comments
When changing status to "On Hold" or "Deferred", add a comment explaining why. This helps the next person understand the context.
person Assigning Tasks
Assign tasks to team members to delegate work and ensure accountability.
How to Assign Tasks
When Creating a Task:
Select an assignee from the dropdown menu. Only company members can be assigned tasks.
After Creating a Task:
- 1. Open the task detail page
- 2. Click "Assign" button
- 3. Choose a team member
- 4. Add optional notes about the assignment
My Tasks View
Team members can view all tasks assigned to them by clicking "My Tasks" in the navigation. This view shows:
- • Overdue tasks (in red)
- • Tasks due today
- • Upcoming tasks this week
- • Tasks in progress
- • Recently completed tasks
Notifications
Assignees receive email notifications when tasks are assigned to them and when due dates are approaching.
Reassigning Tasks
Tasks can be reassigned at any time. The reassignment is logged in the task history, showing who was previously assigned and when the change occurred.
calendar_month Calendar View
View all your tasks on a calendar to visualize your maintenance schedule and plan work.
Using the Calendar
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Month View:
See all tasks for the month at a glance. Click any day to see detailed task list.
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Week View:
Focus on this week's scheduled work with time slots.
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Day View:
Detailed view of all tasks for a specific day.
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Color Coding:
Tasks are color-coded by priority (red = critical, yellow = high, blue = medium, gray = low).
Export to iCalendar
Export your tasks to .ics (iCalendar) format to import into:
- • Google Calendar
- • Apple Calendar
- • Microsoft Outlook
- • Any calendar app supporting .ics files
To Export:
- 1. Go to Tasks → Calendar
- 2. Apply any filters (by asset, assignee, date range)
- 3. Click "Export to Calendar"
- 4. Download the .ics file
- 5. Import into your calendar app
Pro Tip: Calendar Sync
Export your maintenance calendar monthly and import into your team's shared calendar. This helps coordinate maintenance with other scheduled work.
cloud_upload Bulk Import Tasks
Import hundreds of tasks at once from an Excel spreadsheet.
Bulk Import Process
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1. Download the Template
Go to Tasks → "Download Template" to get the Excel template
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2. Fill in Task Data
Add one task per row with columns for title, asset, due date, assignee, priority, etc.
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3. Upload the File
Click "Bulk Import" and select your completed Excel file
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4. Review and Confirm
Check for errors or warnings, then confirm the import
Import Tips
- • Asset names must exactly match existing assets
- • Assignee email addresses must match registered users
- • Use ISO date format (YYYY-MM-DD) for due dates
- • Priority must be: low, medium, high, or critical
- • Test with a small batch (5-10 tasks) first
Export Tasks
Export tasks to Excel for reporting, backup, or sharing:
- 1. Go to Tasks page
- 2. Apply filters to select specific tasks (optional)
- 3. Click "Export Data"
- 4. Download Excel file with all task data