On-site tasks are specific actions or data collection steps that engineers must complete before leaving an appointment. You can use tasks to enforce standard job actions, gather photographic evidence, or ensure specific forms are completed for job assets.

Key benefits

Compliance: Ensure mandatory certificates and safety checks are never missed.
Evidence: Force image capture for proof of work or site condition.
Visibility: Ensure simple steps, such as tidying the site, are clearly listed as individual tasks so they aren't missed within the job description.

How to access on-site task configuration

➡️ Click your Profile icon → Select Settings → Select the Job category → Click View on Job report workflow templates

Note: On-site tasks are configured inside specific job report workflow templates. You must edit an existing template or create a new one to access these settings.

Create and define a task

On-site tasks are added during Step 2 of the workflow configuration.

Open your template and navigate to Step 2: On-site tasks in the side menu.
Click Add new on-site task.

All tasks types will need the following:

Enter a Description.
- This is the instruction the engineer will see on the mobile app. Be clear and specific (e.g., "Photo of flue terminal").
Tick Allow this task to be skipped to make the task optional.
- By default, tasks are mandatory and prevent the engineer from leaving the appointment until completed.

Task types

Select the Type of task from the dropdown menu. Choose the type that best fits your requirement:

General task

Creates standard to-do items or instructions, for example, "Vacuum before leaving property".

In the mobile app, the engineer will simply tap the task and it will be completed.

Photo task

Select Photo to create a dedicated task for ensuring the egineer takes any required photos for the job before they can leave site. For example, create a task called "Take photo before starting" and "take photo when finished" as mandatory photo tasks so you always have the before and after recorded on the job record.

In the mobile app, the engineer will tap the task to select a photo from their gallery or open the device camera.

Form task

Select Form to assign a specific custom form (e.g., Gas safety record, Risk assessment) to the workflow.

Choose the specific custom form you wish to use from the Forms dropdown menu.
1. All active custom forms are displayed in the list. Read more about custom forms.
Choose how the form interacts with the job's assets:
1. Don't assign assets: The task is complete when the form is filled out once (no link to specific assets).
2. Create 1 task per job asset: The system generates a separate task and form for every asset assigned to the job.
  1. Whitelist specific assets: Add the specific asset(s) that is expected on the job to complete this form.
3. Create 1 task and put all job assets on the task: One single form is required, and it will include details for all assets on the job.
  1. Whitelist specific assets: Allows you to specify exactly which assets should be used for this task.

When using the whitelist, select all possible asset types that might be linked to this job. If an asset type isn't on this list, the task won't trigger in the mobile app.
In the mobile app, the engineer will tap the task to open the required form to complete.

Finalise the task

Once all required fields are complete, click Save to add the task to the list. You can repeat the process to add as many tasks to the job as you need.

When you're finished adding tasks to the job report workflow, click Continue to save all the tasks to the workflow.

Viewing tasks in the mobile app

In th emobile app, the engineer will see the tasks they need to complete on the job screen as they scroll down the page. The task details are displayed clearly for review before they tap into the task to complete it.

Common questions

Why didn't an on-site task generate for a newly added asset?

The system generates asset-linked tasks at the exact moment an appointment is booked in the diary. The task list is based entirely on the assets present on the job at that time.

Adding assets mid-job: If an engineer adds a new asset while on-site, a new task will not automatically appear. The task must be manually created.
Removing assets: If an asset is deleted from the job, its associated incomplete task will be automatically removed.

Is the 'On-site tasks' feature compatible with the Worcester Bosch job integration?

No, the On-site tasks feature is not currently compatible with the Worcester Bosch job deployment platform (JDP). This is because the specific certificate required by the integration cannot be assigned as an on-site task. On-site tasks are only compatible with custom forms.

Why is a task showing as incomplete when the engineer already added the photo or form?

The mobile app does not automatically link general actions to specific tasks. For example, if an engineer takes a photo and saves it directly to the job's files, the specific photo task will not recognise that this has been done.

To register a task as complete, the engineer must tap the specific task on the job screen and complete the action (like uploading the photo or filling out the form) directly from that screen.

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Configuring on-site tasks