How do I use Onside Tasks?

The ins and outs of using Onside Tasks

Onside Tasks improves operational efficiency across your rural properties by improving productivity and helping you meet compliance requirements with real-time reporting and auditability. 

With Onside Tasks you can create, assign, and manage work to be done from the Onside app or the Onside Web Portal. Assigning a task to staff is a breeze and can even be shared with your whole company. Alternatively, make it public so any Onside user can view and action it.

The task creator will receive notifications as the task progresses too, staying in the loop.

Take a look at Onside Tasks for yourself or read on below for more info.
If you would like to see only the app side of Onside Tasks, watch the video from 6:11.

Create your task

Your Tasks board

After tapping on 'More' in the bottom right of the Onside app, tap on the 'Tasks' option. You can also find tasks assigned to you in the 'Me' tab.

Your Onside Web Portal also has a more comprehensive dashboard, including reporting.(requires a Complete subscription)

Tasks can have 3 statuses; 'To do', 'Done', and 'Archived'.

Task statuses can be easily changed simply by tapping the 'To do' or 'Done' buttons.

Archive tasks by tapping the 'Archive' button at the bottom of the task.

Create a new task

1. TEMPLATE - You can choose from your pre-created templates (available with a Complete subscription in your web portal) with prefilled information and even checklists. Skip this option if you don't need a template.
2. TITLE & DETAILS - Give your task a title, and then a bit of information.
3. ASSIGNEE - Add the names of others in your company who also use Onside. You can leave it blank if you don't know who will do the task yet.
4. PROPERTY - While checked in to a property, the property name and map will show straight away, otherwise you can search for it. You can then put a pin down for a location.
   
   
5. PRIVACY/VISIBILITY - Your tasks have 3 privacy levels.
   
   1. Private - Only visible to you, your company admins, the property's admins (if you belong to the same company), and whomever is assigned to the task.
   2. Company - Visible to any user in your Company members list.
   3. Public - Visible to any user checking in to the property it's associated to.
6. LOCATION - Put a pin down on the map to pinpoint exactly where the task is.
7. DUE DATE - Advise when it should be completed by. The date will change to red when overdue.
8. IMAGES - Add images you think will help.
9. SUPPORTING MEDIA - Attach up to 5 files to the task. Anyone with access to the task can then view and use these files to help get the task done. Note: Max of 5 files per task, 20MB limit each.
10. FOLLOW UP ACTIONS - Advise follow up actions for your task. They can be ticked off as they are completed too.

After saving the task, the assignee will be notified via the Onside app and by email (optional). As the task moves from 'To do' to 'Done', the property admin(s) and the creator of the task will be notified via the Onside app.

If you would like to stop receiving email notifications when tasks are assigned to you, you can disabled this from your profile settings via the web portal.

Create a Task template

If you find you're creating the same or similar tasks time and time again, why not create a template? Once created, they can be available to any staff who are part of your company in Onside.

From your Onside Web Portal, select your template from the template button and click 'Create Template' to get started.

1. TEMPLATE NAME - Choose a name that will be nice and clear to staff using it.
2. DETAILS - Provide prefilled information to save time when creating the task.
3. ADD CHECKLIST SECTION - Great for prestart checklists or toolbox meetings. Simply add a checklist heading, then create options for the list that can be checked off.
4. COLOUR - You could categorize your tasks by colour, Ie light blue is fencing work, where as purple is maintenance.
5. INFORMATION TO SHOW - Choose if you would like the staff using this template to be able to create a task with; a property, due date, location, colour, or show to visitors.
6. PRIVACY/VISIBILITY - Set the privacy level the tasks created from the template will have.
   1. Private - Only visible to you, your company admins, the property's admins (if you belong to the same company), and the assignees.
   2. Company - Visible to any user in your Company members list.
   3. Public - Visible to any user checking in to the property it's associated to.

Task filtering

At any time from the web portal, click on the filter button and choose if you would like to filter by any of the following.
In the app, scroll to the bottom of the fiter sidebar and tap 'Apply' when you're ready.

Downloading reports

From your Onside web portal, once you've set the filters you need, simply click the 'Download Report' button to get a pdf or spreadsheet of exactly that selection.

Who gets notifications?

Here's a quick breakdown of who will receive notifications about a task and when.

Task creator - Will get a notification once the task moves to 'Done'.

Task assignees - Will get a notification email when they have been assigned to a task.

Recurring tasks

If you have an Onside Complete licence, then from the Onside web portal you can set your tasks to recur at intervals of your choosing, as shown below

If you have any questions or need any help, you can reach us on 0800 ONSIDE (NZ), 1800 112334 (AU), or email Support@onside.co