Your Trail Admin will still assign central tasks to your organisation, but access to the Manage Tasks page allows you to create bespoke content for your sites.

On the Manage Tasks page, you'll see the tasks that your Admin have created and approved for you to edit as well as any tasks that you and users who share your role have built.

💡 Note: This tab will only be available on The Standard Plan.

Once the changes have been made to each tab hit 'Publish' to make these changes live or hit 'Save Draft' to make more edits later.
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Name your task:

You’ll want to choose a short, clear, concise title that sums up what task the teams will be completing. Try and avoid jargon where possible!
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Write a task description

The description box is an excellent tool to empower your teams to complete the task without you.

This box provides important context & instructions on how to complete a task. You may want to include:

You’re also able to format the text in your task description - more on that here.

Create a checklist

Filling out each field will create its own checklist item. You’ll be able to see this in the running preview on the right of the Task Editor.

To reorder items, simply drag and drop them into the correct place.

Convert items to a header to help break up the checklist into sections using the arrow icon next to the field. To delete an item, use the bin icon next to the field.

As a default, all checklist items will need to be completed before a task can be closed.

To remove this setting, uncheck the “All checklist items must be checked off to complete the task” box. This means that the task can be closed even if all checklist items aren’t completed.
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Attach a file or link

Here you can upload a file/photo (by clicking on the button that says 'Upload File') or you can add a link to a website by copying and pasting (or typing) the link into the box and clicking 'Add link'.

Clicking 'Attach another file or link', will bring up another section where you can add another file or link.

Examples of things you may want to include:

Add a Record Log

Record Logs are used when teams need to input data more such as temperatures or comments, instead of using a checklist item.

First, select a type of Record Log format for your audit, once selected you will have to give each new Record Log a title.

The two options are:

Table - This option allows for multiple sets of records within one task. Here you’re able to set a minimum expected number of records, as well as restrict the ability for your teams to add or remove records. If a minimum number of expected records is set the team will have to enter in this amount, but they’re able to add more if needed. We recommend using the Table format for things like temperature or equipment checks.

Form - This option allows for one record per task, this format is better for long-form Record Logs like audits & reports.

There are 5 fields to choose from when using a Record Log. Select 'Add Field' to choose your field from the drop-down menu.

Text

This is a free text field for written answers from the team, answers can be short or long. (e.g. Name of a food item, or a written explanation of an incident in an accident report.)

Number

Teams can provide numerical answers to questions, e.g. Temperatures

Acceptable ranges can also be set based on answers given by an options field. e.g. For a Fridge/Freezer temperature check task.

For example, if the options question is “Type of Unit”- when the team answers “Fridge” the acceptable range for answers can be set to 0°C to 5°C. But if the team selects “Freezer” the acceptable range can be set for -1000°C to -18°C

Exceptions & Corrective actions can be added for out-of-range answers- more on that here.

Options

The team can answer a multiple-choice question here.
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There are display options for this task, answers can appear in a dropdown menu, or as buttons.
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There is also the ability to assign scores to answers by selecting 'Scores'

By default, there are three types of scores:

A common Option field would look like this:

Or alternatively, give a rating with matching scores:

Exceptions & Corrective actions can be added for out-of-range answers - more on that here.

File/photo

The team can attach files or photos to add supporting evidence to a task.

This is what it will look like to your teams:

Section Title

Break up tasks into sections using the section title.
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Mandatory

By selecting this box, teams will not be able to close the task without filling out the field. The ability to add a custom message explaining this to the team is available.
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Restricted

By selecting this box, only manager or admin-level users will be able to complete the field. This is a useful tool for manager sign-offs.

Repeated

By selecting this box, anything written in this field on the Complete Tasks page will be repeated each time the task populates until the field is overwritten with something new.

This is good for temperature checks if your teams check the same items daily, for example, if they probe chicken, beef or fish - this will be remembered the next time the task populates.
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Log Exception

Undesirable answers can be flagged as an exception, there’s also the ability to add custom messaging that shows when an undesirable answer is selected or something is out of range - more info on exceptions here.
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Request Action

Corrective Actions can be requested following an undesirable answer, as it's requested and not required - this is not mandatory for the team.

Selecting 'Request Action' will automatically log this answer as an exception - more on Corrective Actions here.
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Require Action

Corrective actions can be required following an undesirable answer. Teams will not be able to close the task until follow-up actions have been created for all undesirable answers. Learn more about corrective actions here.
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Below is how this will look to the team if the answer is selected that requires corrective action.

When completing the task, hitting the 'Raise Corrective Action' button will bring up a dialogue box on the 'Complete Tasks' page. This will allow you to create a follow-up action.
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Select these boxes to make adding comments or files and photos mandatory.

Ticking these boxes will mean that the task cannot be completed without attaching a comment or file with it. Perfect for when you want to create a task for visual checks e.g. setting up a bar or proof of a clean kitchen.
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If the supporting file is not uploaded, a warning message will appear to prompt them to complete this before hitting 'Done' when filling out the task.

Here you’re able to choose a schedule for your task.

There are 2 kinds of schedules available:

Simply choose from the list of sites available which site requires the newly created task. Choose “Select all” to apply to all sites, or use the search bar at the top to help choose a specific site.

💡 Note: Tasks will need to be assigned to appear on a site's Complete Tasks page.

Tags can be used to assign tasks to the existing departments that your Trail Admin has created.

To see a task preview or edit a task, select the title of the task. The preview & 'Edit' button will appear. To preview how all tasks will look for completion hit 'Preview all'.

Tasks also have some information available at a glance including:

It's possible that your Trail Admin has created tasks and shared them with you so that you can make certain edits. These tasks will appear on your Manage Tasks page alongside those you (or other users that share your role) have created.

Unlike those tasks, these are not immediately editable upon clicking the edit button. Instead, you'll be limited to assigning/un-assigning these tasks from your sites.

Want to edit the content or schedules of these tasks? You'll first need to make a copy- select "more" followed by "make a copy" to pull up an editable version of the task.

Depending on how your Trail Admin has configured a task, you may only be able to update the title, schedule and sites it is assigned to:

Other centrally managed tasks might be completely customisable, and you can feel free to make any updates you'd like once a copy is made!

💡 Note: If you'll be assigning a new copy of this task to sites, you'll want to un-assign the original! Otherwise, your teams will see two similar versions of the same task on their Trail.