Skip to main content

Setting Up Task Lists for Your Store

Setting Up Task Lists for Your Store Manage your store’s daily task lists from the Task Lists admin page. This guide shows managers how to create task groups...

Written by Ryan VanVuren

Manage your store’s daily task lists from the Task Lists admin page. This guide shows managers how to create task groups, configure tasks, and set up schedules that control when tasks appear in the Workbook.

Task Lists admin page overview

The Task Lists admin page lets you manage task groups, individual tasks, and schedule configuration

Accessing Task Lists Configuration

To access the Task Lists page:

  1. Navigate to the Admin area

  2. Expand Store Settings in the sidebar

  3. Click Task Lists

You’ll see:

  • Task Group selector at the top

  • Task list showing all tasks in the selected group

  • Schedule Configuration panel at the bottom

Understanding Task Groups

Task Groups organize tasks by when they should be completed. Common groups include:

Group

Purpose

OPENING

Tasks to complete when opening the store

CLOSING

Tasks to complete before closing

Custom Groups

Midday tasks, weekly tasks, or special routines

Switching Between Groups

Use the dropdown menu at the top-left to switch between groups. Select "All Groups" to see every task across all groups.

Creating a New Group

  1. Click the + New Group button

  2. Enter a group name (e.g., "MIDDAY", "WEEKLY CLEANING")

  3. Click Save

The new group will appear in the dropdown and you can start adding tasks.

Editing or Deleting Groups

  • Click Edit Group to rename the selected group

  • Click Delete Group to remove a group (this also removes all tasks in that group)

Warning: Deleting a group cannot be undone. Make sure you want to remove all tasks in that group before proceeding.

Managing Tasks

Task list with management options

Each task shows its name, comment, recurrence, and action buttons

Viewing Tasks

Each task row displays:

  • Task name - The title staff will see

  • Comment - Additional instructions (if provided)

  • Recurrence - Shows "Daily", "Weekdays", specific days, or date range

Adding a New Task

  1. Click the + button next to the group name

  2. Fill in the task details (see Task Fields below)

  3. Click Save changes

Add Task modal

The Add Task modal with all configuration options

Editing a Task

  1. Click the pencil icon next to the task

  2. Modify any fields

  3. Click Save changes

Edit Task modal

The Edit Task modal shows the current values and allows modifications

Deleting a Task

  1. Click the trash icon next to the task

  2. Confirm the deletion when prompted

Task Configuration Fields

When creating or editing a task, you can configure:

Field

Description

Required

Task Name

The title displayed to staff

Yes

Comment

Additional instructions or notes

No

Priority

High, Normal, or Low - affects display order

No (defaults to Normal)

Recurs On

Which days of the week the task appears

Yes

Time of Day

Optional specific time when task should be done

No

Start Date

When the task begins appearing

No (defaults to immediately)

End Date

When the task stops appearing

No (defaults to indefinitely)

Recurrence Options

Set which days the task should appear using:

  • Individual checkboxes: Mon, Tue, Wed, Thu, Fri, Sat, Sun

  • Quick buttons:

    • Daily - Select all days

    • Weekdays - Monday through Friday only

    • Weekends - Saturday and Sunday only

    • None - Clear all selections

Priority Levels

Priority

Effect

High

Shows a red flag indicator, pulses to draw attention

Normal

Standard display

Low

Standard display, may appear lower in list

Time-Limited Tasks

Use Start Date and End Date for:

  • Seasonal tasks (holiday decorations, summer promotions)

  • Temporary procedures (construction period, renovation)

  • One-time events (inventory day, special cleaning)

Example: A "Set up Valentine’s display" task could have:

  • Start Date: February 1

  • End Date: February 15

  • Recurs On: Daily

Schedule Configuration

The Workbook Schedule Configuration panel controls when each task list becomes active in the Workbook.

How Scheduling Works

  1. Each task group has a start time for each day of the week

  2. The Workbook shows the currently active group based on the current time

  3. When switching to a new group, incomplete tasks carry over and display in red

Setting Schedule Times

For each task group:

  1. Find the group in the Schedule Configuration section

  2. Set the start time for each day:

    • Use the time picker or type directly

    • Example: OPENING at 8:00 AM, CLOSING at 5:00 PM

  3. Enable or disable specific days using the checkbox:

    • Unchecked days won’t show that task list

    • Useful for stores closed certain days

  4. Click Save Schedule to apply changes

Schedule Examples

Standard Retail Store: | Group | Mon-Fri | Sat | Sun | |-------|---------|-----|-----| | OPENING | 9:00 AM | 10:00 AM | 11:00 AM | | CLOSING | 8:00 PM | 9:00 PM | 6:00 PM |

Coffee Shop: | Group | Mon-Sun | |-------|---------| | OPENING | 5:30 AM | | MIDDAY | 11:00 AM | | CLOSING | 7:00 PM |

What Happens at Schedule Transitions

When the clock passes a group’s start time:

  1. The new group becomes active in the Workbook

  2. Any incomplete tasks from the previous group appear at the top in red (carryover tasks)

  3. Staff should complete carryover tasks before starting the new group’s tasks

Task Order (Drag and Drop)

Tasks within a group can be reordered by dragging:

  1. Hover over a task row

  2. Click and hold the drag handle (appears on the left)

  3. Drag the task to its new position

  4. Release to drop

Task order determines how tasks appear in the Workbook. Put the most important tasks at the top.

Best Practices

Creating Effective Tasks

  • Use clear, action-oriented names ("Count cash drawer", not "Cash")

  • Add comments with specific instructions when needed

  • Set realistic task counts per group (5-10 tasks is manageable)

  • Use High priority sparingly for truly critical tasks

Organizing Groups

  • Keep OPENING and CLOSING groups focused on essential daily tasks

  • Create separate groups for weekly or monthly tasks

  • Use date ranges for temporary or seasonal tasks

Schedule Tips

  • Set OPENING time to when the first employee typically arrives

  • Set CLOSING time to allow enough time before actual close

  • Adjust weekend times if hours differ from weekdays

  • Disable days when the store is closed

Troubleshooting

Tasks Not Appearing in Workbook

  1. Check the schedule configuration - is the current time within this group’s active period?

  2. Verify the task’s Recurs On includes today

  3. Check Start Date and End Date if set

  4. Ensure the day is enabled (checkbox checked) in the schedule

Tasks Showing as Carryover

Tasks appear in red as "carryover" when:

  • They weren’t completed before the next group became active

  • Solution: Complete carryover tasks or mark them done if no longer needed

Changes Not Saving

  • Make sure to click Save changes in task modals

  • Click Save Schedule after modifying schedule times

  • Refresh the page if changes don’t appear

Related Articles

Did this answer your question?