Assign tasks and track completion

Overview#

Task Management has three tabs:

• Task List: create tasks and set who does them (people, shops or positions) and how often.
• Executions: see the tasks staff completed in the Bookmi app, by shop or by staff.
• Task Groups: folders such as "Opening" or "Closing" that keep related tasks together.

When you create a task, the assigned staff get a notification. They open it in the app and complete it, adding photos or notes.

Steps#

1. Open Store operations → Tasks in the side menu.
2. To set up groups first, click Add Group on the Task Groups tab and enter a name, description and sort order.
3. On the Task List tab, click Add Task.
4. Under Basic Info, enter the Task Name (required), description, task group and priority (Normal / Important / Urgent).
5. Under Schedule, enter the start and end dates, scheduled time, duration and location. For routine work, turn on Recurring Task and choose Daily / Weekly / Monthly and the days.
6. Under Assignment, choose Specific Person / Specific Shop / Specific Position and pick the targets.
7. Under Completion Settings, choose the completion method. Turn on Photo Required or Note Required if needed, and split longer jobs with Add Sub Task.
8. Click Create. The assigned staff are notified.
9. Track progress on the Executions tab.

On the screen#

Completion method#

• Everyone completes: every assignee must complete it.
• Any one person: for shop, position or multi-person tasks, it counts as done for everyone once any assignee completes it.

Monthly task mode (when you choose Monthly)#

• By deadline (until day N): visible and doable every day from day 1 to day N; completing it once covers the month.
• On day N only: shown and doable only on day N.

Executions#

• Choose a period: Today / Yesterday / This Week / This Month / Custom.
• By Shop: completion rate per shop at the top and a task-by-shop grid below. Click a cell to open Execution Details (executor, completion time, duration, remark, photos, submitted files, reviews and replies).
• By Staff: person- and position-assigned tasks, person by person. View assignment detail lists the expected executors and who has finished. Shop-assigned tasks are shown in By Shop.
• Statuses: Pending / Running / Completed / Overdue / Failed. Tasks nobody has started show Not executed.

Deleting a task group#

A group that still contains tasks can only be deleted if you tick Also delete N tasks in this group. That also deletes the tasks and their data, so move any tasks you want to keep to another group first.

FAQ#

• Where do staff complete tasks? In the Bookmi app. An execution record is created when they complete a task there.
• Can I write reviews here? Execution Details are read-only. Reviews and replies are written in the task detail in the app.
• Are staff notified when I change the assignment? Yes. Changing the people, shops or positions notifies the assigned staff again.
• There are HACCP and expiry tasks in the list: they are created automatically by HACCP Management and Expiry Management and complete themselves when that day's records are in. You don't need to run them as tasks. → HACCP Management