Job Tasks: Creating, Assigning, and Using Automations

Another feature in the job card to help keep your team organized is job tasks. Tasks can help your team work smarter in a few different ways. 

Benefits of using tasks 

Tasks help you maintain your process. They act as a structured checklist, ensuring that every necessary action is accounted for and executed in the correct sequence.

Creating a task reduces guesswork, especially for new team members. A clearly defined task provides team members with explicit instructions. Eliminating ambiguity and helping them feel confident in their roles. Keep workloads even, and team members accountable by assigning tasks to specific employees.

Tasks minimize missteps. By outlining each required action tasks help prevent oversights, ensuring that all aspects of a job are completed thoroughly. 

Creating tasks in job cards

A task can be created within the job card by simply writing out what needs to be done under the task section. You can navigate to this section by scrolling down or clicking tasks in the heading.

You can:

• Write and post an open task, like fill out customer info
• Create a task and assign a person to it, a due date or both

Existing tasks can be edited to either change the task, add an assignee or due date.

Automating job task creation

If you want to save yourself some time and not manually add tasks to every job card.

You can set up task automations to have them built for you.  

Automation means that when something happens, it triggers the system to automatically do something else. In this case, you can trigger a task to be created once something else happens. First, we'll look at where you create automations, and then we'll look at what types of triggers you can create for task.

Where to create a task automation

Navigate to the manage section of your side menu. Then click on automations. If it's your first time building an automation, you'll see this screen. You can browse automations to see some recommendations from the Roofr team or create your own.

Browsing automation templates

 If you click browse automations, you'll get to see a full list of all the types of automations possible in Roofr.

This list is to help you get started with building automations and to give you an idea of the types of automations you can create. You can set up automations for a lot of different things, but we'll get into that in a different course. Right now we're looking at task automation. Specifically. If you scroll down, you can see a template already created for an automated task creation based on job stage changes.

This example is for when a job stage is changed to job completed. The task is set to send thank you cookies to a customer. Then ask for a testimonial. You can add this automation to your account by clicking the blue add automation button. You can save and close or save and add another, or browse the automation templates.

Once an automation has been edited, you'll have an automation list. Automations can be turned on and off and edited.

Create a custom automation

You can also create a custom automation. 

Our automations work on an “if…” and “then…” process. If one thing happens, then another thing happens. You'll need both of these filled out to successfully create a trigger, let's create a custom automation.

So when a new job is created under the new lead job stage, all our tasks are automatically created For a new job, you'll want to name your automation first. It won't let you save it

without a name. The first step of our if statement is, if the job stage changes to new lead, then we want tasks to be created.

You can select the create task under the select action menu in the then section of the automation creation window. Then you'll want to add in tasks the same way you would in the job card, write out the task and assign a person to that task. You can create more than one task per automation, so add in as much as you want under that, if trigger only people added to your account will be able to be selected.

So if the person is not there for you to assign, you'll want to navigate to your settings and ensure they're in your Roofr account. You don't need to assign a person if you want the task to be a more general reminder. Finally, you'll want to select the frequency of which you want this trigger to run.

Every time means that every time that “if…” statement is fulfilled, this automation will be triggered. 

This is a great option for things like sending email reminders for updates or based on events for job stage changes and task creations. You may want to select the once per job option for frequency. In this example of ensuring customer info is filled out, we will select once per job, click save automation.

Managing new automations

Your new task will show up in your automation list. It will default to be disabled, so make sure to turn it on if you want it to run. Now any job added to the new lead stage will have those tasks created automatically. Different subscription tiers in Roofr have different limitations on the number of automations they can create.

Be sure to check your subscription tier for details. You can navigate to settings, subscriptions, on the side menu to see your current plan and what is included.