Add Shift To-Do's (task instructions for workers)

Overview

Shift To-Do’s are the visit-specific task instructions a worker should complete on the day. They are different from Job To-Do’s (which apply across the whole job) — Shift To-Do’s attach to one shift only. Use them to brief the field team on exactly what to do at that visit and tick items complete as the work is done.

Who This Workflow Is For

The Supervisor role. The Business Owner, Sole Trader, and Admin can also add Shift To-Do’s. Finance, Tradies, and Apprentices cannot create Shift To-Do’s. Tradies and Apprentices can mark Shift To-Do items complete on their own assigned shifts.

Before You Start

The shift must exist — either being created now or already on the board. If you want the same to-do items on every new shift, set them up as a Default Shift To-Do template on Business Settings → Site (Business Owner or Admin manages this).

Step-by-Step Process

Add Shift To-Do’s while creating a shift

1. Open the Schedule page or the job’s Schedule card.
2. Select New Shift and complete the date, start/end times, shift type, and assigned worker.
3. In the shift creation form, find the Shift To-Do’s section.
4. Select Add and type the to-do — for example “Test power isolation”, “Photograph completed work”, “Confirm parts with client on arrival”.
5. Repeat for each task. Order the list so the worker can work top to bottom on site.
6. Select Confirm Shift. The Shift To-Do list saves against the shift.

Add Shift To-Do’s to an existing shift

1. Open the shift from the Schedule board, the Dashboard, or the job card.
2. Locate the Shift To-Do’s section on the shift detail panel.
3. Select Add and type the to-do.
4. Save the shift.

Apply a Default Shift To-Do template

1. Where the Business Owner or Admin has configured a Default Shift To-Do template on Business Settings → Site, new shifts pre-load with that template.
2. Edit, add, or remove items on the specific shift after creation.

What Happens Next

The assigned worker sees the Shift To-Do list on the shift card on their dashboard. They tick items as they complete them on site. Completion timestamps and the user who ticked each item are recorded against the shift.

Common Issues

• Default template did not apply. Default templates apply to new shifts. Existing shifts keep whatever to-do items were there at creation.
• Worker cannot tick items. Tradies and Apprentices can tick items on their own assigned shifts. Confirm assignment.
• Need to update a Shift To-Do mid-shift. Open the shift and edit — changes save back to the worker’s view.
• Want the same items on every job. Use the Default Job To-Do template (on Business Settings → Site) for whole-job tasks; Shift To-Do’s are for visit-specific tasks.

Related Guides

• Assign a worker to a shift
• Add internal notes to a job
• Edit a shift
• View the schedule board