How Tasks are Completed

When Tasks are created in PeopleSafe, notifications of those tasks are sent to various users. The notification tells the user they have a task to do.  The details of that task are found in the user's PeopleSafe account in their Task list and  will stay there until  it is 'Complete'.  How the task is completed depends on what type of task it is. 

To help you understand what's required to complete the tasks you will receive in PeopleSafe, we have listed them below with an explanation of the steps to complete each type of task.  

As with most records in PeopleSafe, you can add Notes and Attachments to most tasks if this helps in providing the detail around what has actually been done. In general this should be done before you click Complete as some records are locked after completion.

Note: Several people may receive the same notification so refer to your internal processes on who should complete the task.

In this article:

Stories
StoryAnywhere Task - A StoryAnywhere needs reviewing
Review Task -  A Full Story needs reviewing

Risks and Safety Plans 
Hazard Review Task - A new Risk needs reviewing
Control Review Task - A Safety Plan needs reviewing
Control Task - A new Safety Plan needs creating

Training 
Completion Task  -  Required training or updated training needed
Training Task - You've been booked on some training

Gear
Certification Task -  Gear needs a check or certification

User Created Tasks ( Managers or PeopleSafe Coordinators)
Meeting Task
Action Task
Maintenance Task
Plan Task 
ACC45 Follow up


Stories 

StoryAnywhere Task    -  A StoryAnywhere needs to be reviewed

There are two ways to complete a StoryAnywhere Task. 

  1. Go to the StoryAnywhere Task.
  2. Click Complete . The StoryAnywhere will stay in your StoryAnywhere Tasks list. When the task is opened it will show 'Completed' in red in the title. OR
  3. Click Tell Full Story, enter the full story details and the Task is complete. When the task is opened it will show 'Completed' in red in the title. 

Note: When a StoryAnywhere is put in Peoplesafe the StoryAnywhere Task  is the record of that story. The original StoryAnywhere can be found under  StoryAnywhere Tasks on the Stories dashboard.

After telling your Full Story you may receive  a Review Task for that story.

Review Task   -  A Full Story needs to be reviewed

 A story review task is completed when the story has been reviewed and the success screen is shown.

  1. Go to the Story Review Task.
  2. Click Review at the bottom of the screen.  This is where you find out what was really going on and can add more details to the story. 
  3. Complete the review process.
  4. Once you see the success screen: 'Well Done, That Review is Sorted'  the task is completed.

The reviewed Story will be in your Full Stories list in the Stories dashboard and will show as a 'Reviewed Story' with a Story number in the title. 

Note: During the story review if you identified any risks that you didn't know about you may receive an Hazard Review Task for each risk identified. If you had a safety plan for that risk  you may receive a Control Review Task to prompt you to check if anything needs to change in the safety plan.


Risks and Safety Plans 

Hazard Review Task  - A risk needs to be reviewed

An Hazard Review Task is completed by carrying out a review of the risk. 

  1. Go to the Unreviewed risk Task.
  2. Click Review at the bottom of the screen. Add any further details, make any changes, attach any documents and click Save. 

The risk will be in your 'Risks Added' list in the Safety Plans dashboard.

Control Review Task   - A Safety Plan needs to be reviewed 

A Control Review Task is completed by a review of the safety plan. 

  1. Go to the Safety Plan needs review Task.
  2. Click Review at the bottom of the screen. Make any changes as required and click Save; even if you have made no changes.

Control Task  -   A new Safety Plan needs to be created

A Control Task is completed by creating a safety plan.

  1. Go to the Safety plan required Task.
  2. Click Create.  Add details of the new Safety Plan and click Save

The Task is now complete and will disappear from your Task list.


Training  

Completion Task  - Required training needed or training needs updating ( Training Expired Task) 

A Completion Task is completed when the training is done and recorded against the training task in PeopleSafe. This only applies to training that is done offline. eg external provider. This task will be for either expired training or for  training that has never been completed and is a requirement of a job.  

Note: Expired Training means it is no longer current and needs to be updated.

  1. Go to the Training Expired Task.
  2. Click Record, add the details of the training that was done, including any attachments. Click Save

The task will be complete and disappear from the Task list. A record of the training is added to Training Completed on the Training Dashboard.

Training Task  - Training Needed Task 

This task applies to training that is done online and has been booked for a user.

  1. Go to the Training Needed Task.
  2. Click Take Course. Follow the screen prompts and once finished, that completes the Task. 

The completed training automatically appears in the staff member's profile.


Gear 

Certification Task  - Gear needs a check or a certification

A Certification ( Maintenance ) Task is completed when the check is done and recorded against the task.

  1. Go to the Gear Check Expiring Task.
  2. Click Record
  3. Complete the fields with the details of the check. Attach the certificate etc showing the check that's been done.
  4. Click Save

The Check is now saved in the Gear Checks (Completed) list found on your Gear Dashboard.


User Created Tasks

These are all manually created by a person and are completed by doing the action described in the Task screen and then clicking Complete in the Task screen. 

Meeting Task

A Meeting Task is completed by carrying out the meeting as described in the Task screen. Once this is done go back to the relevant Meeting Task screen, click Complete.

This completes the Task and it disappears from the Task list.

Action Task 

An Action Task is completed by carrying out  the action as described in the  Task screen. Once this is done go back to the relevant Action Task screen, click Complete

This completes the Task and it disappears from the Task list.

Maintenance Task 

A Maintenance Task is completed by carrying out the action as described in the Task screen, Once this is done go back to the relevant  Maintenance Task screen, click Complete.

This completes the Task and it disappears from the Task list.

Plan Task

A Plan Task is completed by carrying out the action as described in the Task screen, Once this is done go back to the relevant Plan Task screen, click  Complete.

This completes the Task and it disappears from the Task list.

ACC45 Followup Task

An ACC45 Followup Task is completed by carrying out the action as described in the Task screen, Once this is done go back to the relevant  ACC45 Followup Task screen, click  Complete.

This completes the Task and it disappears from the Task list.


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