Set up and use Site Tasks

Learn how to set up and use Site Tasks for work done by static positions.

Overview

With Site Tasks, you can create recurring tasks for your staff to perform throughout their day. You can schedule Tasks throughout the day, independent of patrol tours. Site tasks are useful for staff who maintain a static position.

Before you start

You create Site Tasks at the site level. Here are some things you must do before you start:

• Turn on the Site Tasks feature for the region at Settings > View All > Features > Site Task.
  
  
  
  
• Enable Site Tasks for the site at Site > Security & Patrol > On Site Features > Site Task.
  
  
  
  
• Enable the associated permissions for your admins and staff. 
  • Go to Settings
  • Choose Roles & Security
  • Select the Admin Portal Role that will be managing Site Tasks
  • Open the SiteTask folder
    • Check all the boxes to enable all the permissions

Configure Site Task notifications for Admins

You can set up TrackTik to notify admins about Site Task statuses.

Configure Site Task notifications at the Region level

• Go to Settings
• Click on Notifications
• Select the Site Tasks tab
• You can set notifications for:
  • Missed Site Task - The task has not been started by the task's scheduled end time.
  • Postponed Site Task - A security guard has started the task, but they have postponed it.
  • Unfinished Site Task - A security guard has started the task, but it is still In Progress at its scheduled end time.
  • Late Site Task - A security guard has completed a task, but it took longer than scheduled.
• To set notifications, choose Create custom notification rules from the drop-down menu.
• You can choose two options for notifications:
  • Send an Email - Enter the recipient's name and email address.
  • Send an SMS - Enter the recipient's name and cell phone number.
• Click Save Notification Settings

Configure Site Task notifications at the Site level

• Click Sites (Client)
• Select a site
• Click the Notifications tab
• In the left-hand column, under Site Task, choose Deviations
• Click New Notification Rule
• Enter a Rule Name
• Choose a Notification Trigger from the drop-down menu
  • Missed Site Task
  • Postponed Site Task
  • Unfinished Site Task
  • Late Site Task
• Click Save
• Under Email/SMS Recipients, open the folders, select the notification recipients' names, and check the corresponding box.
• Under Send via Email/SMS,
  • Choose Matching the following tags from the drop-down, open the folders, select the jobs or tasks that require notification, and check the corresponding box.
• or
  • Choose Send all to send notifications for every job or site task.

Configure Site Task reminders for security guards

You can set up TrackTik to notify security guards about upcoming Site Tasks.

Configure Site Task reminders at the Region level

• Click on Settings
• Select General
• Choose Site Tasks
• Enter a value in minutes in the Minutes before the start time of the task field.
• Click Save

Configure Site Task reminders at the Site level

• Click Sites (Client)
• Select a site
• Choose the Settings tab
• Click on Site Tasks
• If you have configured Site Task reminders at the Region level, the screen will display the value in minutes will be displayed.
• You can choose to Adjust the reminder for either:
  • All positions - Overwriting or adding a value in minutes will apply to all positions at the Site.
  • Each position individually - The positions at the Site will be listed, and you can enter a new notification value in minutes or leave the corresponding field blank to use the regional default.
    • Note: unchecking the box next to the position name will cancel any task reminders for the corresponding position.
• In the Minutes before the start of the task fields, you can overwrite the Region value or add one if none is displayed.
• Click Apply to save any changes you made to Site Task reminders.
• Click Reset to Default to clear any changes you made.

Using the Site Task screen

Once you've enabled Site Tasks at the portal and the site level, refresh the site. The following will be available:

1. Site Task tab
2. A calendar for any scheduled Site Tasks.
3. Any ad hoc or unscheduled tasks.
4. The CREATE SITE TASK button

Create a new site task

You can create a new site task by visiting the Site > Site Tasks > Create Site Task.

• Fill in the details of the task that needs to be performed. Tasks must be associated with a position and a job type. When you create or edit job types, you can specify if they can be associated with a site task. If a job type is already associated with a tour at the site, it auto-fills the Tour field. You can set the tour field to optional to remove the association. You can also associate the new task with an existing report template.
  
  
• Then, complete the schedule for when you need the task completed.
  
  

Complete a Site Task in the portal

Like reports, you can complete Site Tasks directly from the portal. To do this, go to Site > Site Tasks and select the task from the calendar. Selecting the task opens a sidebar that allows you to:

• Assign the task to an employee.
• Assign the task to yourself.
• Assign the task to yourself and start it.

You will need to Save to confirm each action. You can also expand the details of each task.

Once a task is in progress, you can complete any associated reports or postpone it with a reason.

If the task is still Scheduled, you can Cancel, Reassign, or Unassign it directly from the Site Task calendar.

Reviewing completed Site Tasks

You can add Site task statuses to all summary (daily, site, and weekly) reports and adjust them in the Notifications tab at the site level.

Site Task Analytics

TrackTik analyzes your site tasks and can give you information on assignments, completion, task count, and tasks per employee. 

• Click the Operation Reports tab at the Site, Zone, or Region level.
• Select Site Task Analytics

Next steps

• Perform Site Tasks on your mobile device

See also

• Job Types Video
• Positions