Managing workplace tasks

Using workplace tasks in Workplace Core, workplace managers can monitor workplace activities that are created and scheduled in the workplace for each shift. They can also schedule planned or on-demand maintenance tasks and generate reports to track the progress of these activities.

Workplace task creation

You can create workplace tasks in the Workplace Core application for various situations.

Automatically created pre-cleaning and post-cleaning tasks

Workplace managers can create shifts and associate employees and spaces to the shift. After workspaces are assigned to a shift and the shift's state is set to Ready, the system automatically creates pre-cleaning and post-cleaning tasks for that shift. These tasks are generated using the respective templates available with the application.

Note:

If a shift doesn't have a space associated to it, pre-cleaning and post-cleaning tasks are not auto-generated for it.

Planned tasks

Tasks for recurring planned activities that are independent of shifts.

Ad hoc tasks

Ad hoc tasks when on-demand cleaning is required.

Task assignment

Assignments for tasks depend on the task type:

• Pre-cleaning and post-cleaning tasks are automatically assigned based on their templates.
• Planned tasks are automatically assigned based on the planned task definition that is used to generate these tasks.
• Ad hoc tasks can be assigned manually by workplace managers when they create these tasks.

Signature of completion

For audit and compliance of workplace activities, workplace managers can electronically sign the completed workplace tasks. This action generates a PDF of the signed form and attaches it to the task.

• Configure a workplace task template
  Configure templates in Workplace Core that can be used to create workplace tasks. You can either modify predefined workplace task templates or create your own templates and associate them with workplace tasks.
• Create a workplace task checklist
  You can create a unique checklist for each workplace task template in Workplace Core. You can also quickly create a checklist from an existing checklist template.
• Save a workplace task checklist as a template
  You can save a Workplace Core workplace task checklist as a template for easy reuse. A template saves time by adding checklist items automatically in a record where you use it.
• Configure a workplace task signing template
  Configure a signing template that you want to make available for signing the completed Workplace Core workplace tasks. You can configure the default signing template available with the application or create a new template.
• Create planned task definitions
  Create planned task definitions in Workplace Core to help workplace managers easily generate tasks that are often repeated and independent of shifts such as cleaning coffee vending machines or cleaning floors. You can quickly specify the task details and the frequency at which the task is to be performed.
• Generate planned workplace tasks
  Using planned task definitions in Workplace Core to create planned tasks independent of shifts for recurring activities. For example, you can generate tasks for a selected number of days for cleaning all floors and buildings at midnight every day.
• Create an ad hoc workplace task
  Create an ad hoc task in Workplace Core for unplanned activities. For example, if you notice that something isn't clean in an area or want the area to be cleaned again, you can create an ad hoc workplace task to get the cleaning done immediately.
• Sign a completed workplace task
  As the workplace manager for a space, sign the workplace tasks Workplace Core for complete and closed activities. Signing a task generates a PDF document for the workplace activity, which is useful for compliance procedures.
• Print workplace tasks
  Workplace coordinators can print the workplace task details and the associated workplace activities that are created and scheduled in the workplace for each shift. The task reports contain reservation details, description, services, and all other relevant information for effective task management and resolution.
• Manage print tasks
  Filter workplace tasks using criteria such as Short Description, Workplace Location, or other relevant fields to generate a consolidated report using the Workplace Central Case management workspace.
• Apply the archive rule
  Apply the archival policy for Workplace Core to archive old table records.

Related concepts

• Configure Workplace entity and entity types
• Managing Neighborhoods
• Mapping employees to their designated workspaces
• Managing workplace shifts that you own
• Managing workplace reservations for employees
• Setting and tracking arrivals at the workplace
• Workplace knowledge management
• QR code management
• Location migration

Related tasks

• Import your workspaces data from an Excel spreadsheet
• Add a space type configuration
• Configure a workplace card
• Block a workplace location
• Enable favorites option for Workplace Service Portal
• Create a workplace performer criteria
• Assign the workplace user role to employees
• Approve employee workplace reservation requests

Related reference

• Configuring shifts for your workplace
• View workplace service usage analytics with Usage Insights