How Tasks Work
PeopleSafe uses Tasks to help you take action around safety in your organisation. Allocating Tasks keeps you accountable ( this use to be called corrective actions). It is important to understand that there are different types of tasks and knowing how to tell them apart is crucial to avoid becoming confused or frustrated by the tasks created for you.
In this article:
What are Tasks?
Task, is the name PeopleSafe gives to an action; something that needs doing. A task is made up of some key components. Some are automatically created because of another action that has taken place in PeopleSafe. For example when a story is told, a Story 'Review task' is automatically created. This is PeopleSafe generated. Or, a person has specifically created a task. For example when a story is reviewed and tasks are added by the person completing the review. This is user generated. A record of your Tasks is stored in PeopleSafe and can been found from the Task icon in the top menu bar. A task will stay in your Task List until the action that is required has been done and the task completed.
To learn more about PeopleSafe generated Tasks and notifications see Article https://help.peoplesafe.co.nz/article/539-notification-table.
Task Types
Tasks are broken up into Task Types. In describing each task type, the description also includes who can create them, what triggers them and who can complete them.
Meeting Task
This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign them to other users. All security clearances can complete meeting tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of.
Action Task
This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign it to other user/s or Job. All security clearances can complete action tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of in their PeopleSafe login.
Maintenance Task
This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign them to other user/s or Job. All security clearances can complete maintenance tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of in their PeopleSafe login.
Plan Task
This is a user generated task. Only users with PeopleSafe Coordinator or Manage Users security clearance can create tasks and assign it to other user/s or Job. All security clearances can complete Plan tasks they have been assigned. Users with Manage Users security clearance can only edit tasks they have created, however they can add notes to all tasks they have visibility of in their PeopleSafe login.
Review Task - *aka* Story needs to be reviewed
This is a PeopleSafe generated task created when a person has told a story using Tell Full Story from a web browser. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.
StoryAnywhere Task - *aka* PeopleSafe TXT-in
This is a user generated task created when a user tells a story using StoryAnywhere on the Mobile App or sends a TXT message into PeopleSafe. Any user with their mobile phone number listed in their profile can TXT an alert into PeopleSafe to create a StoryAnywhere task. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.
ACC45 Follow up Task
This is a PeopleSafe generated task when an ACC number is added to the injury form during a story review. This task is given to users with PeopleSafe Coordinator and Manage Users security clearance.
Certification Task - *aka* Gear needs a check or a certification
This is a PeopleSafe generated task for gear checks and certifications. The task will be automatically generated when the checks assigned to a gear type are due to expire or have never been done. This task is given to users with PeopleSafe Coordinator security clearance but can be completed by those with Manage Users security clearance if a Coordinator reassigns the task.
Hazard Review Task - *aka* Risk needs reviewing
This is a PeopleSafe generated task that's created when a Risk needs reviewing. PeopleSafe will create this task when either a new risk is added or the risk was highlighted in a story review. This task is given to users with PeopleSafe Coordinator security clearance.
Control Task - *aka* Safety Plan needs to be created
This is a PeopleSafe generated task that's created when a Safety Plan is required to manage a Risk. A Risk will trigger the creation of this task when the risk is identified as significant, the likelihood of injury is certain or the injury is described as serious. This task is given to users with a specific PeopleSafe Job as the designated reviewer or users with PeopleSafe Coordinator security clearance.
Control Review Task - *aka* Safety Plan needs reviewing
This is a PeopleSafe generated task that's created when a Safety Plan is due for renewal. This task is given to users with a specific PeopleSafe Job as the designated reviewer or users with PeopleSafe Coordinator security clearance.
Completion Task - *aka* Training Needed
This is a PeopleSafe generated task created when a user has training needed. A task is triggered when a training record is due to expire or the training has never been done (and is a requirement of a Job the user has). This task is given to users with PeopleSafe Coordinator and Manage Users* security clearance.
Task Fields in a User generated Task
For a user creating a new Task in PeopleSafe, below is an explanation of the fields.
Description
Give your task a name or a short description so you can easily see what the task is about.
If you are the creator of the task you have full access to edit the description. If the task have been assigned to you by a PeopleSafe Coordinator or your Manager User you can't edit the description.
Type
This is where you choose the type of task. We've made four general categories that make it easier to run reports: Meeting, Plan, Action or Maintenance.
Due
Choose a date that your task is due by. Then when assigning tasks your people know exactly when the task needs to be completed by
Give to these People
This is where you choose who the task gets given to. If you don't put anyone's name the task will automatically assign it to the person who created the task. The option to assign the task to specific people isn't currently in the task creator at the end of a Story Review.
Give to everyone in this Job
A great option for when a task needs to be completed or seen by lots of people i.e. when the entire Health and Safety Committee need to be alerted to a MEETING coming up. The option to assign the task to specific job/s isn't currently in the task creator at the end of a Story Review.
Task is finished when
Choose whether the task needs to be completed by everyone you give it to or just one person. An example of this is a MAINTENANCE task may need to be seen by everyone on the Maintenance team but the task it complete when one person finishes the job. Or an ACTION task that requires everyone assigned to it to complete a specific action like reading last month's meeting minutes.
Once done it repeats every
This is where tasks get really helpful. If your task is a monthly meeting then you can set the task to repeat each month. Once the task has been completed PeopleSafe will automatically send out the task for next months meeting.
Notes
Notes is a great place to put all the details about the task like the location, important numbers, just any extra information that may be helpful.
Attachments
Upload pictures, documents, small movie files, anything that the person given the task might need to complete it.
Completing Tasks
Tasks are recorded in your Task List and must be completed before they will disappear from the List. There are several ways a task can be completed. For example a Story Review task is completed when the review is completed, a StoryAnywhere Task is completed either by opening the task and clicking Complete or by Telling a Full Story, a Certification task ( gear check) is completed when the check that was done is recorded against the item of gear.