Shift Tasks

Use Shift tasks to track important tasks for employees to complete during their shift

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Written by Celayix Support
Updated over a week ago

Shift tasks can be added to shifts to provide an employee with a list of tasks that require completion. It can be used to track and ensure that specific tasks are being fulfilled.

Note: If you don't see Shift tasks in Schedule Xpress, please Contact Support to enable them.

Shift task lists in Schedule Xpress

In this article, we'll look into the following on Shift tasks in Schedule Xpress:

Finding your Shift tasks

Creating Shift tasks

Adding Shift tasks to shifts

Employee access to Shift tasks

Schedule filters for Shift tasks

Reviewing and exporting Shift tasks


Finding your Shift tasks

You can find your Shift tasks in Schedule Xpress, under Settings > Branch features > Shift task lists.

Shift task lists in Settings in Schedule Xpress

Creating a Shift task lists

You need to create a Shift task lists in order to create Shift tasks. You may want to categorize the tasks under a specific task list header, or have a general list for all tasks.
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To create a Shift tasks list, click Create task list.

Create task list in Shift task lists in Schedule Xpress

From here, you'll need to define the Shift tasks list Name, Description and the Tasks. You can click Add another task to add multiple tasks under the list.

Add another task to build your task list

Press Create to complete, and it will appear in your Shift task lists.

Your task list will appear once you press Create

Editing a Shift task list

If you want to edit a Shift task list, click the pencil to the right of the Name and Description.

Use the pencil next to the task list name to edit a Shift task list

You can modify the Name, Description or add and remove tasks. Ensure you Save to complete the change(s).

Edit task list to make adjustments to an existing task list

Adding Shift tasks to shifts

Once you've created your Shift task lists, you can add Shift tasks to shifts in your Schedule and Time Processing.

To do this, you'll need to add a new shift or update an existing shift. This will open up the shift panel. Once inside, click Shift tasks or scroll to find it.

Adding Shift tasks to shifts in your Schedule

You can click the dropdown to add shift tasks by check marking them.

Check mark shift tasks to include them in the shift

You can select the Shift task list name to check mark the entire list.

Check mark a task list header to check mark all tasks in the list

Once you Update your shift and Save, the tasks will appear in the Activities section of the Team Xpress app.

Note: Please ensure that you've given the employee permission to view Shift tasks from within their employee group. If you haven't already, the next section will show you how you can do this.


Giving employees access to Shift tasks

In order for employees to check mark Shift tasks as complete within their Team Xpress app, you'll need to ensure they have access to them first. You can give them access inside of their employee access group, as below.

Employee access to Shift tasks can be defined in their Employee access group

You can choose to select or not to select:

  • Employee access to Shift tasks

  • Employee can add tasks to their shift

  • Shift tasks can be marked as complete

Additionally, you can choose one of the following if you check marked that employees can mark tasks as complete:

  • Employee can mark shifts tasks as completed even if they have checked out of the shift.

  • Prevent tasks from being marked as complete once the employee has checked out of the shift.

  • Prevent employee from checking out of the shift until all tasks are marked as complete.

These options will determine if and how your employees can use Shift tasks from within the Activities section of their Team Xpress app.


Filters for Shift tasks

You can use your Advanced filters to search for shifts with Shift tasks. The All Shift Activities filter has options for Shift tasks in your Schedule or Time Processing.

Note: You can select as many filters as you want.

You can choose between 6 Shift tasks options in the All Shift Activities Advanced filter

The Schedule and Time Processing will show shifts that match the filters you've selected.


Reviewing Shift tasks in Employee shift log

After Shift tasks have been added to a shift, you can review them from within the Employee shift log.

You can use the Employee shift log to review Shift tasks that have been added or marked as complete

Shift tasks marked as complete will show as below.

You can use the Employee shift log to review Shift tasks that have been added or marked as complete

The Employee shift log will also show:

  • Check-in/out times

  • Submitted signatures

  • Documents/photos that have been attached

  • Notes

  • Tasks added (and completed) by the employee

All of the above will include a timestamp and date.


Excel export with Shift activities

You can have your Shift tasks displayed in an excel report by exporting the Excel export with shift activities report. This report can be found in Schedule Tools > Export > Excel export with shift activities.

The Excel export with shift activities can be found under Schedule Tools > Export > Excel export with shift activities

Here is an example of how Shift tasks are shown and marked as complete or incomplete. It will also show whether they were added by the employee with a Yes or No.

If complete, they will be shown with a time and date stamp.

The Excel export with shift activities shows tasks added and completed with time and date stamps

For more information on Shift Tasks, please Contact Support now!

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