Create Task
The "Create" button opens the create sidebar ("New task") on top of the current view — the list behind it remains visible, so you never lose your context. For a quick task, the name is enough; everything else can be added via the detail fields.
Features Overview
Name
The only required field. Enter a meaningful title (e.g. "Replace fluorescent tube in underground garage").
The name field is also the entry point for using an existing task as a template:
- Use as template — from two typed characters onward, matching existing tasks appear below the field, each with its property, last use, and a marker if the task runs as a series. They are ordered by name similarity, same property, recency, and frequency. One click copies the task completely into the form: checklist, proof requirements, recurrence, assignees, and categories.
- Recently used — if the field is empty, focusing it shows the last five tasks you applied as a template on this device.
If you have already entered something yourself before applying a template, the form asks "Overwrite entries?". With pure prefills (see Prefilled fields) this prompt does not appear.
After "Copy from task", the form checks the copied values against the due date:
- If copied assignees are absent on the due date, a note appears under Assignee.
- If the source already runs as a series, a note points out that saving creates a second series.
Add Details
Below the name sits the "Add details" row. Clicking an entry reveals the corresponding section; "Remove" takes it out again:
| Detail | Content |
|---|---|
| Description | Free text with details about the task |
| Checklist | Individual to-do items that can be checked off later — a working aid, not a completion condition: the task can be completed even with open items |
| Photo proof | Enable mandatory photo proof on completion and upload reference photos/attachments |
| Fill out form | Binds a form template: the task is completed by submitting the form (only shown when active templates exist) |
| Expected material | Material defaults for the task: quantity and direction per item — Withdrawal (consumption from the property stock on completion, e.g. consumables at a motorway service area per cleaning round) or Refill (resupply to the property). Can be entered while creating and are applied on save (Material feature and Edit material permission required) |
| Checkpoint round | Switches to the property's route wizard if a round with checkpoints should be created instead of a task |
Properties
The right-hand column carries the Properties panel in this order: property, checkpoints (link, see below), assignee, due date, recurrence, priority, categories, and reaction; once the task is saved, the status is added at the top. The property comes first because it determines the checkpoints, the available reaction rules, the assignee suggestions, and the non-working days of a series. Everything can be filled in before saving — so you create the task completely in one go. Without your own choice, the priority is "Medium"; the reaction follows the reaction defaults of the property and the tenant. If no rule applies there, a yellow warning icon next to the reaction shows that nobody is notified when the task becomes overdue; clicking it opens the effective chain. A due date in the past is allowed, and the label then carries an info icon: the task is overdue immediately. Categories are limited to 20 per task and 50 characters; capitalisation does not distinguish categories ("Sanitary" and "sanitary" are the same). After saving, the comment section appears below.
For Assignee and Categories, the whole row is clickable: a click anywhere in the row opens the selection, not only the "+ assign" or "+ category" entry.
Several assignees, one completion: If a task is assigned to several employees, such as a crew or a squad, not everyone has to complete it individually. One employee completes the task on behalf of all, and it then counts as completed for the whole crew. The completion and the history show who completed it and when. There are no fixed crews as a reusable group: you pick the employees involved per task under Assignee. What is stored is the time of completion; a start time is not recorded on the task, the working time is visible through the shift's time tracking.
The assignee is a hint for the team, not a lock: in the app, all employees with access to the property see the open tasks and may complete them with the Complete tasks permission. Tasks without a due date only appear in the list within the selected date range (default: last 7 days from the creation date) — assign a due date if the task should stay visible permanently. As long as neither a due date nor a recurrence is set, the Due date label carries a small info icon; its tooltip reminds you that without a due date or recurrence the task does not appear in the schedule. Once either is set, the icon disappears.
Prefilled fields
Fields the form has filled in itself carry the marker "prefilled"; the tooltip names the origin:
- From context — you opened the form from the property page, from a day in the schedule, or from a checkpoint; property, due date, or checkpoints are set accordingly.
- Automatic — the tenant has only one property; it is already selected.
- From your defaults — the value comes from your personal default values (see My defaults).
- Suggestion — the value comes from the history, the property's responsible persons, or the roster (see below).
Your own entries are never overwritten by prefills. If you change the property filter in the schedule while the form is open, typed values stay in place.
If several sources apply to the same field, this order of precedence applies: context (property page, schedule day, checkpoint) before your own entry, before "Copy from task", before My defaults, before suggestion, before the automatic choice of the only property.
Suggestions for assignees and categories
As soon as the property or the due date is set, the system suggests assignees and categories. Candidates for assignees are the property's responsible persons who are scheduled in the roster on the due date; anyone absent on that day is left out, without stating the reason. Confident suggestions are entered directly by the form (marker "prefilled"); uncertain ones appear as a link "Apply suggestion: …" below the respective row and are applied only when clicked.
My defaults
To the right of the Properties heading sits a gear icon — only when creating, not in the detail view. It opens My defaults: personal default values that apply only to your account and only when creating new tasks. You define:
- Property — the property that new tasks receive when there is no other context.
- Assignees — the employees entered by default.
- Due — empty, today, tomorrow, or in one week, each relative to the day of creation.
- Categories — the task categories set by default.
Save applies the defaults to the open form immediately, but fills only fields that are still empty; everything else takes effect the next time you open the form. Reset removes all personal defaults again. Fields that come from the defaults carry the "prefilled" marker with the origin "from your defaults".
In the app: The same defaults apply when creating in the LiteLog app — via the ⋮ menu at the top right of the "New task" form → My defaults. The app edits property, one assignee, and the due date; additional assignees and categories from the portal are kept. The defaults are mirrored on the device and also apply offline. A task created in the app is saved on the device first and appears in the portal once the app has uploaded it.
My defaults do not replace the tenant defaults: reaction, categories, and status are still maintained under Settings — the dialog links there (reaction defaults, task categories, task phases).
Linking checkpoints and "Complete only at checkpoint"
Under Checkpoints you select one or more checkpoints of the chosen property. A task can be bound to several checkpoints, and a checkpoint can carry several tasks. Checkpoints always belong to the task's property: if you change the property, the portal asks for confirmation and detaches the checkpoints of the previous property; a reaction that applied to the previous property only falls back to the default. The employee sees the task in the app after scanning the checkpoint — a task with a time of day only from two hours before that time, overdue tasks always; in a planned round it counts as completed with the scan, unless photo or form proof is required. The task can still be completed without a scan — in the portal as well as in the app.
If completion must take place on site, enable "Complete only at checkpoint" (shown as At checkpoint only in the properties panel, the full term sits in the info icon): the app then allows completion only after scanning a linked checkpoint. In the portal, completion remains possible, but it is saved with the note "completed without scan". Without linked checkpoints, the switch has no effect.
Series (Recurring Tasks)
Under Recurrence you set a recurrence rule — this creates a series. Available are Daily, Mon–Fri, Sat–Sun, Weekly, Every 2 weeks, Monthly, Quarterly, Every 6 months and Yearly; Quarterly and Every 6 months are monthly rhythms with an interval of 3 and 6, Yearly is the 12-month rhythm, and the field next to it counts in years. For a weekly rhythm you pick the desired weekdays; the quick presets Mon–Fri and Sat–Sun cover typical patterns. The series remains one task in the list; each date is completed individually, and the Done (30d) column shows how many of the recent dates were completed. A skipped date remains visible as a gap in this rate, and the next date still comes. Do not set a fixed Due date on a series — otherwise the task counts as permanently overdue after that date.
Next to the time, + End lets you set an end time, for example 17:00 to 21:00. Until then today's occurrence counts as open and only afterwards as overdue — in the list, on the dashboard and in the app. Without an end time an occurrence turns red from its start time, as before. The end must be after the time; removing the time removes the end as well. Lists and the schedule show the span as "17:00–21:00".
The same end is available for a one-off task without recurrence: a task "Clean windows", due on 13 Oct from 12:00 to 14:00, counts as open ("due by") until 14:00 and only turns red afterwards. Without an end it becomes overdue from its time, as before. You set the end next to the time, in the form as well as in the schedule's quick create; moving the time past the end removes the end.
Reference: fixed date or after completion
Under Reference you decide what the interval is measured from:
- Fixed date (default) — the dates are fixed in the calendar and follow from the start date. Completing late shifts nothing.
- After completion — the next date is counted from the last actual completion. If a monthly task is only completed on 3 February, the next date is 3 March.
After completion is the right choice wherever the gap since the last execution matters rather than the calendar date — deep cleaning, filter changes, maintenance. Because no fixed calendar day applies in this mode, the weekday and month-day selection, the public-holiday rule and the "After X occurrences" series end are omitted.
:::info One open task at a time With After completion only the next date is ever open — the series continues only once the work has actually been done. If a task is left undone, no follow-up date is created, and the overdue notification is sent once instead of on every missed day. :::
Existing series stay on Fixed date — the new reference applies only if you switch it yourself.
Due: on the exact day or as a period
With Fixed date, Due defines when a completion counts as on time:
- On the exact day (default) — only the occurrence itself.
- ± days — the occurrence plus the given number of days before and after. Two periods must not overlap; if the tolerance is too large for the chosen rhythm, the field points this out.
- Whole month — the calendar month of the occurrence. This option is only available for monthly repetition.
A completion on any day within the period closes the occurrence. It only becomes overdue after the last day of the period. A recurring task with leeway (± days) or a whole-month period appears under Today and This week on every day of its period until it is completed or reported as not feasible.
Occurrences on non-working days
If the date falls on a non-working day moves occurrences that fall on a non-working weekday of the site or on a public holiday:
- Move to the working day before — the occurrence moves to the previous working day. If that day lies in the previous month, it moves to the next working day instead.
- Move to the working day after — the occurrence moves to the next working day.
If several occurrences land on the same working day, a single occurrence is created there. Once a move is selected, the On public holidays choice disappears, because one rule applies per day. Tasks without a site are calculated with Monday to Friday and without public holidays. Schedule, task list and completion rate all show the moved day.
Next occurrences
Below the settings, Next occurrences shows which days the repetition produces before you save. Moved occurrences carry the note "moved from …", and a period is shown next to the date.
Schedule preview in the plan
To the right of the settings sits the Schedule preview: the planning matrix of all properties (the same view as the task plan) for one week or one day. The selected property is pinned and highlighted in blue in the first row; the other properties follow below with their appointments — patrols, tasks, tours, shifts. Between the existing appointments, the new occurrences of this task appear as dashed cards with the chip New. Planned only is switched on, so properties without appointments in the period are hidden; a click on the checkbox shows all of them. Below the matrix, the legend explains layers and symbols as in the task plan. This way you see before saving where the task lands in the plan and whether it coincides with other appointments. Use the arrows to move through periods, Today jumps back, Go to first occurrence opens the week of the first occurrence. Without a property the new occurrences appear in the No object row. The cards are display only; nothing can be changed in the preview.
When editing an existing series, its own occurrences are hidden — you only see the new state.
You define the end of the series via the "Ends" field:
- On date — the series runs until a fixed end date.
- After X occurrences — the series ends after a set number of occurrences.
With "Never", the series keeps running until you end it or remove the schedule. You do both in the detail view under Recurrence: set an end, deactivate the schedule, or "Remove plan". Changes always apply to the whole series — there is no "this date only".
:::info Tasks bound to checkpoints Tasks bound to checkpoints have no series schedule of their own: they are completed per round run in which the checkpoint is scanned; without a running route, the day of the scan counts. A custom recurrence rule and the checkpoint binding are mutually exclusive. Details: Manage Checkpoints. :::
Digital signature
If the selected property requires a digital signature for tasks under Tamper protection (Required), the form automatically shows the Digital signature section with the note "From object: required". The task inherits the requirement from the property; the selection stays on Inherit from object, no override is needed. On completion, the executing person then confirms their identity — in the portal by password, in the LiteLog app by password, NFC chip, or QR code. What the signature provides and how the cascade of feature, company switch, property, and task works together is described under Digital Signature.
Saving
"Create task" saves the task and it immediately appears in the list. The creation is automatically recorded in the task's change history.
Good to Know
:::tip Note
- You set priority and reaction after saving, in the detail view. Without your own choice, the priority is "Medium" — for tasks from the portal as well as for tickets from the customer portal.
- If you open the sidebar from a property's Tasks tab, the property is already prefilled (origin "from context").
- The "Recently used" list in the name field applies to this device only; on another device it starts empty.
- My defaults, by contrast, apply to your account on all devices — but only when creating; context and your own entries always take precedence. :::
Permissions
:::info Permission To create tasks, you need the Create tasks permission. Contact your administrator if you do not have access. :::