To-dos: checklists on shifts and job sites, with photo proof
A to-do is a job to tick off on a shift or at a job site, like “Count the radios before doors open”. You say who does it, when, and what proof to ask for. The crew ticks it off from Home, and you see who did it, when, the photo and the note.
Step 1: Open To-dos
Open Menu → To-dos. Open ones are grouped Overdue, Today, This week and Later.
- Open and Done, with filters for the job site, Shared with clients and Photo needed.
When some are overdue, a red line says how many: Show me shows only those.
Step 2: Add a to-do
Tap + (on the website, New to-do).
- What needs doing?, and Details if you like.
- Who does it: A person, The crew lead or Anyone on the shift. Where: one shift, or At the job site.
- When: Before the shift starts, During the shift, Before sign-out, or A date and time. Repeat it on every shift like it, or every day or week.
- When it’s done, ask for: Nothing, A photo or A note. Then tap Add to-do.
A shift’s page has To-dos too (2 of 3 done), with + Add, and a job site’s page shows its open and overdue ones. When the job site has a client, Share with the client shows the to-do ticked, with the photo, in their site report (when you are on Pro).
Step 3: The crew ticks it off
Workers see today’s on Home, under To-dos for this shift, and all of theirs in the company’s Menu → My to-dos.
- Tap a to-do to tick it off.
- When it asks for proof, Mark as done waits for the photo or the note.
Whoever runs the shift (its crew lead, or someone who signs that crew in and out) can tick any of its to-dos for the crew. Signing out with some left shows what isn’t done, with Do them now and Sign out anyway: it never stops anyone signing out.
Step 4: See who did it, or reopen it
On Done, open one.
- Who did it, when (on time, early or late), the photo and the note.
- Not done right? Tap Reopen and say why: the person is told. The client never sees the reason.
Step 5: Your to-do rules
Open Menu → Rules → To-dos. Only the owner and admins change these.
- Remind at sign-out (on), Clients can see shared checklists and Clients can ask for checklists (off), Keep photos for (1 year) and Remind before it’s due (30 min).
After the time set, a photo is removed; the tick, who did it, when and the note stay.
Step 6: A client asks for a checklist
On Pro, with Clients can ask for checklists on, a client can tap Ask for a checklist in their site report. It arrives in Menu → Requests → Client.
- Open the Checklist request. Add as a to-do opens New to-do filled in and shared with the client; Decline sends them your note.
You choose who does it and when. The client is told either way, by email too.
Good to know
- Each time a to-do falls due is ticked on its own. It is overdue once its time passes, and the people who manage to-dos at that job site are told once.
- Roles has three permissions: Add and manage to-dos, See to-dos and photos and Answer clients’ checklist requests, on for the owner, admins and managers, each limited to the job sites and departments the person reaches. Supervisors and crew leads need none of them to tick the to-dos on shifts they run.
- Workers see only the to-dos for them or their shifts. They get a notice when one is given to them, and a reminder before it is due.
- Clients see only the to-dos you share with them, at their own job sites: done, with a first name and initial, the time and the photo, or not done in time. Never notes, details, reopen reasons, who it was given to, or pay.
- A cancelled shift closes its to-dos. When someone leaves, their open to-dos go back to whoever added them.
- Deleting a to-do takes it off every shift it is on and keeps the ones already done. To move one, delete it and add it again. Every plan has to-dos.