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Portal Home > Knowledgebase > 02. Sales > 2.05 Repair & Job Tracking > How to add tasks, assign tasks and book in the calendar

How to add tasks, assign tasks and book in the calendar

Getting started with tasks

  1. To start, find and open the sale/job
  2. Click on the item to bring up the workorder popup
  3. Click on tasks the tab



To understand tasks area, firstly view the field definitions shown in https://support.onswim.com/knowledgebase/521/05-Fields-on-the-sales-screen-explained.html  (towards the bottom of the page) 

  1. On the tasks tab fill in the fields and select save. Repeat the step to add more tasks.
  2. Once a task is added, you will see the 'book' option. Click on this option to book a task. Fill in the fields and select to save the event. Once booked, the booking time and date will show next to the task. You can click on this to view and edit the booking.
  3. When starting the task, click 'start' on the task. The option of 'stop' will then appear.  You can close out of the sale and come back in when you have finished the task to click 'stop' The time will then be recorded and show the actual time taken.
  4. Click on the edit icon on the task you want to edit.
  5. Click on the remove icon to remove a task.

Some things to note:

  • To add a task name to the drop down list, go to utilities, lists, work order job description.
  • The event colours when booking in a task are used to distinguish the workorder types. You can pre-set these for non stock items by going to utilities,  lists, workorder type.
  • The bookings show in the calendar. You can view the calendar by going to main menu and clicking on the time on the right side of the screen. For more details see https://support.onswim.com/knowledgebase/157/09-Calendar
  • On the day of the calendar event the home page of Swim will display all events for that day on the "Events today" tab.
  • You can 'start' several tasks at the same time or while other tasks are running.

The 'cost' shown on the tasks tab is the total of the time taken by the rate. This does not go on the actual cost of the item as shown in the costs tab. This is because the task may be in house or outsources and the 'actual cost paid' could vary to this measure. Use this task cost as a guide to ensuring your workshop is profitable. You can also use this task cost as a guide to enter a labour cost as a component on the item in the costs tab.