Tasks are the fundamental elements that drive any project forward. They represent specific actions, deliverables, or milestones that need to be completed to achieve the overall project goal.

Select Project & Tasks > Task from the main navigation menu.

Step – 2: Add a Task

Click Add task.

After clicking the Add takes button a new form will open. Here’s how you can fill out all the fields and add a task.

Step 1: Fill The Form

Fill out all the following fields to create a task.

A.       Task Title: A clear and concise name of the task to be completed.

B.       Project: A dropdown menu allowing users to select the project this task belongs to.

C.      Assignee: A dropdown menu with all member names, allowing admins to assign the task to a specific member.

D.      Description: A text box allowing users to provide a more detailed description of the task, including instructions, requirements, or any other relevant information.

E.        Task Type: A dropdown menu with options like "One Time" or "Daily" to categorize the task based on its nature. This helps identify recurring tasks or those with indefinite lifespans.

Further the options in the form change with respect to your choice in the Task Type.

One time task option lets you create tasks that require one or more days for completion, and it is required to be completed once. One time task creation requires the following settings.

1.        Start Date: Select a date when the task will start.

2.        Due Date: A preset date for the task to be completed.

3.        Allocated Time: The time assigned to complete the task.

4.        Enforced Hours: Enforce hours if set to yes means that time tracking of the task will be disabled when the allocated hours are completed. While in case you select no, StaffViz will keep tracking the time, until the task is complete even if it takes more than allocated time.

1.        Start Date: Select a date when the task will start.

2.        Due Date: This section is disabled cause for daily task the due date is the same date at which the task is created.

3.        Allocated Time: The time assigned to complete the task.

4.        Enforced Hours: Enforce hours if set to yes means that time tracking of the task will be disabled when the allocated hours are completed. While in case you select no, StaffViz will keep tracking the time, until the task is complete even if it takes more than allocated time.

5.        Task Recurrence: Task recurrence option is used to change your recurrence preferences.

6.        End Date: Select a date when you want to stop creating recurring tasks.

7.        Include Weekends: Selecting Yes on including weekends will create recurring tasks for weekends too. While, selecting No option will not create any tasks on weekends.

(Weekend setting can be configured from the company settings in the configuration module).

Step 2: Save Task

Once all the above fields are filled, click Save and task will be assigned to selected assignees. Assignees will receive notification about this task.

The task navigation bar provides a central hub for managing and interacting with your project's tasks. Here is a breakdown of all the sections.

Select Specific Project

This dropdown menu lists all the projects with the tasks. Selecting a specific project from this menu will filter the task for the specific projects.

List/Card View

List views and card views are both methods for displaying information, they offer different visual presentations. The lists and card view both are discussed in detail in Section 2.3 (Task Table/ Task Cards).

Sorting Options

1.        Created At: Sorts tasks by the date and time they were initially created.

2.        Updated At: Sorts tasks by the date and time they were last modified. 

3.        Budget: Sorts tasks by their associated budget.

4.        Due Date: Filter tasks by their due dates.

Search Bar:

Locate tasks instantly by name or keyword, saving time compared to browsing through long lists.

Filter Panel:

The filter panel on the left-hand side of the screen allows you to narrow down the list of tasks displayed on the main screen according to various criteria. This helps you quickly find the specific projects you are looking for. You can also manage all the filters within this panel.

Import/Export

These options allows you to transfer data between the application and other programs or file formats.

·        Import: The import button allows you to bring data into the StaffViz from an external source. Clicking the import button will initiate a process where you select the external file or data source you want to import from.

·        Export: The export button allows you to transfer data out of the StaffViz and save it in a different format. This is useful for sharing project information. Clicking the export button will present you with options to save the data in Excel spreadsheet and potentially customize the specific date range of data you want to export.

The detailed process of import and export of task is given in Section 2.5 (How to Import and Export Task Data)

Tasks can be viewed in both lists and card's view. Users can change their view from lists to cards and vice versa.

This guide explains the task table, a helpful tool for managing and tracking your projects.

1.        Sr# (Serial Number): Unique identification number for each task.

2.        Tasks: The column showcases the tasks name.

3.        Progress: Indicates how far along a task is towards completion. The progress percentage for a task is equally divided between all the assignees. If all the assignees complete their part of the task, progress will be 100%.

4.        Assignees: Showcase the total members assigned with this task. You can click the assignees to view each assignee’s contribution in this task.

5.      Status: Overall state of the task. This could be "Pending," "In Progress," or "Completed."

6.      Bill: Total amount charged to a client on hourly basis.

7.      Cost: Total cost per hour incurred by the organization on the specific task. This includes the per hour cost of all the assignee’s working on this task. For example, there are three employee A($20/hour), B($22/hour), and C($18/Hour). So, the total per hour cost incurred by the organization will be $60/hour for this specific task.

8.      Allocated Time: Total time allocated for completing the task.

9.      Time Spent: Total time spent working on the task.

10.   Due Date: The specific deadline by which a task or project must be completed.

11.   Last Activity: Shows the most recent update or action taken on a task.

12.   Actions: Offer further actions you can perform using the more action options. This section is discussed in detail in Section 2.4 (How to Use Tasks’ Action Options).

Users can choose the cards view from the top right side of the screen.

Here in the card section, all the options and data are the same as we discussed in Section 2.3.1, which you can see above.

Action buttons offer further options that allow access to task info, clone, and edit options.

By clicking on the info button, you will be presented with a more comprehensive overview of the task compared to the information displayed in the task table.

Task Details

This layout provides a more detailed view of individual tasks within your project.

1.        Task Type: Identifies the category of the task (e.g. Daily or One Time).

2.        Status: Overall state of the task (e.g., Pending, In-progress, Completed).

3.        Creation Date: Date the task was created.

4.        Due Date: Date by which the task should be completed.

5.        Allocated Time: Total time allocated for completing the task (formatted in hours and minutes: hh : mm).

6.        Time Spent: Time spent working on the task.

7.        Time Comparison Allocated Time vs Time Spent: This section displays a visual comparison of the allocated time and time spent on a comparison chart.

1.        Sr#: Serial number for the task, referencing the main task table.

2.        Assignees: Team members responsible for completing the task.

3.        Time Spent (hh : mm): Time each assignee has spent on the task.

4.        Last Active At: Date and time the task was last worked on.

5.        Cost: Total cost per hour incurred by the organization on this task.

6.        Bill: Total hourly amount to be charged to the client.

7.        Status: Overall state of the task (e.g., Pending, In-progress, Completed).

Click the export button to export data for this specific task.

This button allows you to modify various aspects of an existing task. This functionality is crucial for keeping project information current, adapting to changing requirements, and ensuring project success.

Once you click the Edit Project button, you will be presented with a form or interface allowing you to modify various project details. Note that, once the clock for any task is started, certain fields can’t be edited.

All the editable fields are discussed in detail in Section 2.1 (How to Add a Task).

The clone task functionality allows you to create a duplicate of an existing task. This can be beneficial for distinct reasons:

·        Creating Templates: Clone a task with a defined structure, tasks, and settings to serve as a template for similar future tasks.

·        Starting Similar Task: Quickly create a new task with a similar foundation to an existing one, potentially with modifications.

When cloning a task, you might have the option to include or exclude team members from the cloned version. Here’s how you can clone a task.

Step 1: Navigate to Clone Option

In the Projects and Tasks > Tasks section, please click the More option and select Clone.

Step 2: Select A Project

Please select a project under which the cloned task is being created.

Step 3: Push Months Settings

This option allows you to select the number of months for which you want to push the task completion date.

Step 4: Clone With or Without Assignees

Select whether you want to clone this task with the same assignees or not.

Step 5: Clone Task

Click the Clone button to create a cloned task.

By following the above steps, you can easily clone any task you want.

Section 2.5: How to Import and Export Task Data

The import and export buttons allow you to transfer data between the StaffViz and other programs.

Exporting Tasks reports just require one click in StaffViz.

Step 1: Navigate To Projects

Please click Projects & Tasks > Tasks.  Here Select the tasks you want to export data for and click the Export button.

Step 2: Export Task Pop Up

A pop up will appear on your screen.

Step 3: Select Date Range

Please select a starting and end date for the task data you require.

Step 4: Export Data

Finally, click the Export button.

By following the above steps, the task data from the selected date range will be exported to your device in an excel worksheet.

To import task data into StaffViz, it's important to setup your file into a specific format. Please follow the steps given to import project data into StaffViz.

Step 1: Click Import

Click the Import file button and further options will drop down on your screen.

Step 2: Download Sample

Click the download sample button and format your data as per this file.

Step 3: Select File

Click Select File or Drag & Drop button and browse the file you have created in the prescribed format to import the task data.

Step 4: Data Validation

If all the data and file format is correct, your file will be uploaded and can be seen here.

Step 5: Proceed

Click the Proceed button. With this final step your file will be uploaded to StaffViz.