Complete Guide to Shift Tasks

Shift Tasks is a powerful task management system in BarSight that helps you create, assign, and track tasks for your team. Whether it's a daily opening checklist, a monthly inventory count, or a one-time repair job, Shift Tasks keeps your team organized and accountable.

What You Can Do with Shift Tasks

• Create task lists with multiple checklist items
• Assign tasks to specific employees, roles, or groups
• Schedule tasks as one-time events or repeating (daily, weekly, monthly)
• Track completion with item-by-item progress tracking
• Add comments to document issues or notes
• Create quick tasks for fast, ad-hoc assignments

Before You Start

Requirements:

• Shift Tasks require a paid or trial subscription
• To view and complete tasks: Access Level 1 or higher (all employees)
• To create and manage tasks: Access Level 2 or higher (managers)

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Understanding Task Types

Regular Tasks vs. Quick Tasks

Regular Tasks are full task lists with:

• Multiple checklist items (optional)
• Detailed descriptions
• Assignment to multiple employees or roles
• Repeating schedules (daily, weekly, monthly)
• Best for: Recurring checklists, complex multi-step tasks

Quick Tasks are fast, simple assignments with:

• No checklist items - just a single task description
• Assignment to one employee only
• One-time date (no repeating)
• Best for: "Hey Karen, fix the espresso machine today!"

One-Time vs. Repeating Tasks

One-Time (Static) Tasks are assigned to a single date:

• Example: "Monthly Inventory Count - December 31st"
• Appears only on the specified date
• Good for special events, one-off assignments, seasonal tasks

Repeating (Dynamic) Tasks occur on a schedule:

• Daily: Repeats every day (e.g., "Daily Opening Checklist")
• Weekly: Repeats every 7 days (e.g., "Friday Deep Clean")
• Monthly: Repeats same day each month (e.g., "15th of every month")
• Positional: Repeats on patterns like "2nd Tuesday of every month"

You can also set a duration limit - for example, repeat daily for 30 days only.

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Creating a Regular Task List

Step 1: Open the Task Creation Form

1. Navigate to Schedule → Tasks → Calendar
2. Click the + Create Task List button
3. The task creation form will appear

[SCREENSHOT: Task calendar view with Create Task List button highlighted]

Step 2: Enter Basic Task Information

1. Enter a Task List Name (required) - this is what employees will see
   • Examples: "Bartender Opening Checklist", "Kitchen Closing Duties", "Weekly Deep Clean"
2. Add a Description (optional) - provide additional context or instructions
   • Example: "Complete all items before opening at 11am"

Step 3: Set the Task Schedule

For a One-Time Task:

1. Select Static under Task Schedule
2. Choose the date when this task should appear
3. The task will only appear on that specific date

For a Repeating Task:

1. Select Repeating under Task Schedule
2. Choose the Start Date (when the task begins)
3. Select the Repeat Type:
   • Daily - Task repeats every day
   • Weekly - Task repeats every 7 days from the start date
   • Monthly - Task repeats on the same day each month
   • Positional - Task repeats on patterns (e.g., "1st Monday", "3rd Friday")
4. Set the Duration (optional):
   • Leave at 0 for unlimited/indefinite repeating
   • Enter a number to limit occurrences (e.g., 30 = repeat 30 times then stop)

[SCREENSHOT: Task schedule section showing static vs repeating options]

Step 4: Add Checklist Items (Optional but Recommended)

Break your task into individual checklist items for better tracking:

1. In the Task Items section, click + Add Item
2. Enter the Item Title (required) - what needs to be done
   • Examples: "Check spirit bottle levels", "Stock draft beer taps", "Count cash till"
3. Add an Item Note (optional) - additional instructions
   • Example: "Report any bottles below 25% to manager"
4. Click + Add Item again to add more items
5. Drag and drop items to reorder them

Why use checklist items?

• Employees can mark items complete individually as they work
• You can see progress (e.g., "3/5 items complete")
• When all items are complete, the task automatically marks as complete
• Great for complex tasks with multiple steps

[SCREENSHOT: Task items section with several items added and drag handles visible]

Step 5: Assign the Task

You can assign tasks in two ways (or both!):

Option A: Assign to Roles

1. In the Assign to Roles field, type a role name (e.g., "Bartender")
2. Select the role from the dropdown
3. Add multiple roles if needed
4. Result: All employees with that role will see the task

Best for: Daily checklists, responsibilities tied to job positions

Option B: Assign to Specific Employees

1. In the Assign to Employees field, start typing an employee name
2. Select the employee from the autocomplete dropdown
3. Add multiple employees if needed
4. Result: Only those specific employees will see the task

Best for: One-time assignments, tasks for specific people

Combining Both:

• You can assign to both roles AND specific employees
• Example: Assign to "Bartender" role + add "Karen" specifically
• Everyone assigned will see the same task

[SCREENSHOT: Assignment section showing role tokenizer and employee autocomplete with selections]

Step 6: Save the Task

1. Review all information for accuracy
2. Click Save Task List
3. The task is now created and will appear for assigned employees on the scheduled date(s)

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Creating a Quick Task

Quick Tasks are perfect for fast, simple assignments to a single employee.

When to Use Quick Tasks

• "Karen, please restock the bar today"
• "Joe, fix the leaky tap in the bathroom"
• "Sarah, complete the inventory count by end of shift"

How to Create a Quick Task

1. Navigate to Schedule → Tasks → Calendar
2. Click + Quick Task button
3. Fill in the quick task form:
   • Task: Brief description of what needs to be done (required)
   • Date: When the task should be completed (defaults to today)
   • Employee: Who should complete it (start typing name, select from autocomplete)
4. Click Create Quick Task

The task immediately appears in the employee's task list for that date. They simply mark it complete when done - no checklist items needed.

[SCREENSHOT: Quick task creation form with fields filled in]

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How Employees View and Complete Tasks

Finding Your Assigned Tasks

Employees see tasks in several places:

• Schedule → Tasks → Calendar: Calendar view showing all tasks
• Today's Tasks sidebar: Shows tasks assigned for today
• Mobile app: Tasks appear in the employee's daily view

Employees only see tasks that are assigned to them (either directly or via their role).

Opening a Task

1. Click on the task from the calendar or task list
2. The task detail view opens, showing:
   • Task title and date
   • Description (if provided)
   • Who the task is assigned to
   • Checklist items (if any)
   • Comments from other employees
   • Completion status

[SCREENSHOT: Task detail view showing task with several checklist items and assignment info]

Completing Tasks with Checklist Items

1. In the task detail view, you'll see all checklist items
2. Click the checkbox next to each item as you complete it
3. The item turns green and shows your name and timestamp
4. A progress indicator shows how many items are complete (e.g., "3/5")
5. When you complete the last item, the entire task automatically marks as complete

Status Colors:

• Red: Not started (no items complete)
• Blue: In progress (some items complete, shows "2/5")
• Green: Completed (all items done)

[SCREENSHOT: Task with several items, some checked, showing progress "3/5 complete"]

Completing Simple Tasks (No Checklist)

1. Open the task detail view
2. Click the Mark as Complete checkbox at the top
3. The task turns green and shows completion timestamp

Uncompleting a Task or Item

If you accidentally marked something complete or need to redo it:

1. Click the checkbox again (it will be checked/green)
2. Confirm that you want to uncomplete it
3. The item or task returns to incomplete status

Note: If you uncomplete one item from a completed task, the entire task automatically uncompletes.

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Adding Comments to Tasks

Comments are useful for documenting issues, notes, or approvals:

When to Use Comments

• "Couldn't complete - equipment broken, notified manager"
• "Completed early, no issues found"
• "Waiting on supply delivery to finish this task"
• "Found discrepancy in inventory count - see attached note"

Adding a Comment

1. Open the task detail view
2. Scroll to the Comments section
3. Click + Add Comment
4. Type your comment in the text area
5. Click Save Comment

Comments display in chronological order with:

• Employee name who posted it
• Date and time posted
• The comment text

[SCREENSHOT: Comments section showing several comments with employee names and timestamps]

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Managing Existing Tasks (Managers)

Editing a Task List

1. Navigate to Schedule → Tasks → Calendar
2. Click on the task you want to edit
3. Click Edit Template button (for repeating tasks) or Edit (for one-time tasks)
4. Make your changes:
   • Update title, description, schedule
   • Add/remove/reorder checklist items
   • Change assignments (roles or employees)
5. Click Save Task List

Important: Changes to a repeating task template apply to all future occurrences, not past ones.

Deleting a Task List

1. Open the task detail view or edit form
2. Click Delete Task List button
3. Confirm deletion

Note: Deleted tasks are archived, not permanently removed. They disappear from employee views but remain in the database for record-keeping.

Editing a Quick Task

1. Click on the quick task in the calendar or task list
2. Click Edit button
3. Update the task description, date, or employee
4. Click Save

Viewing Task Completion Status

Managers can see all tasks and their completion status:

• Calendar view: Tasks color-coded by status (red/blue/green)
• Task detail view: See exactly who completed each item and when
• Comments: Read any notes or issues reported by employees

[SCREENSHOT: Calendar view showing multiple tasks with different status colors]

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Real-World Examples

Example 1: Daily Opening Checklist

Scenario: You want all bartenders to complete the same opening tasks every morning.

Setup:

• Task Name: "Bartender Opening Checklist"
• Schedule: Repeating - Daily, starts today, no duration limit
• Assigned to: Role "Bartender"
• Checklist Items:
  1. Unlock doors and turn on lights
  2. Check spirit bottle levels (report if below 25%)
  3. Stock draft beer taps
  4. Test POS system and printer
  5. Count starting cash till

Result: Every day, all employees with the "Bartender" role see this task and can mark items complete as they work.

Example 2: Monthly Inventory Count

Scenario: You need Sarah and Mike to complete a full inventory count on the last day of each month.

Setup:

• Task Name: "Monthly Inventory Count"
• Description: "Complete full inventory count and reconcile with system. Report discrepancies to manager."
• Schedule: Repeating - Monthly, starts January 31st, no duration limit
• Assigned to: Employees "Sarah" and "Mike"
• Checklist Items: None (simple completion)

Result: On the 31st of every month, both Sarah and Mike see this task. When complete, they mark it done and can add comments with notes.

Example 3: Weekly Deep Clean

Scenario: Every Friday, the kitchen staff should do a deep clean.

Setup:

• Task Name: "Friday Deep Clean"
• Schedule: Repeating - Weekly, starts this Friday, no duration limit
• Assigned to: Role "Kitchen Staff"
• Checklist Items:
  1. Deep clean all ovens and ranges
  2. Sanitize all prep surfaces
  3. Clean walk-in cooler shelves
  4. Mop and sanitize floors
  5. Empty and clean grease traps

Result: Every 7 days from the start date (every Friday), all kitchen staff see this task and work through the checklist.

Example 4: One-Time Repair Task

Scenario: The espresso machine is broken and you need Joe to fix it today.

Setup (Quick Task):

• Task: "Fix espresso machine - not heating properly"
• Date: Today
• Employee: "Joe"

Result: Joe immediately sees the task in his task list, fixes the machine, and marks it complete. He adds a comment: "Replaced heating element, tested successfully."

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Tips and Best Practices

Task Design Tips

• Use clear, specific titles: "Bartender Opening Checklist" is better than "Morning Tasks"
• Break complex tasks into items: Employees can track progress and you can see what's done
• Add descriptions for context: "Complete before 11am opening" helps employees prioritize
• Order items logically: Put checklist items in the order they should be completed
• Use roles for recurring duties: Assign to "Bartender" role rather than listing individual bartenders
• Use specific employees for one-offs: Assign repairs or special projects to individuals

Assignment Best Practices

• Role-based for regular duties: Daily checklists, weekly cleans, routine tasks
• Individual for special tasks: One-time projects, repairs, specific responsibilities
• Combine when needed: Assign to a role but add a lead person who's ultimately responsible
• Don't over-assign: If only one person needs to do it, assign to just them

Repeating Task Tips

• Set realistic start dates: Don't backdate tasks - employees won't see old dates
• Use duration limits for temporary tasks: "Repeat daily for 30 days during training period"
• Choose the right repeat type:
  • Daily = every single day
  • Weekly = same day of week
  • Monthly = same date each month
  • Positional = pattern like "every 1st Monday"

Completion Tips for Employees

• Mark items as you go: Don't wait until the end to check everything off
• Add comments for issues: Document problems so managers can follow up
• Don't mark complete if not done: Be honest - incomplete tasks help identify problems
• Check your task list daily: Make it part of your routine to review assigned tasks

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Troubleshooting

Problem: I don't see a task that should be assigned to me

Possible causes:

• Check the task date - it may be scheduled for a different day
• Verify you're assigned via your role or individually
• Repeating tasks may not have reached the scheduled date yet
• Task may have been deleted or archived

Solution: Ask your manager to verify the task assignment and schedule.

Problem: Task won't mark as complete

Possible causes:

• If the task has checklist items, you must complete all items first
• You may not have permission to mark tasks complete (requires Access Level 1+)

Solution: Check that all checklist items are marked complete. If you don't see checkboxes, contact your manager about access permissions.

Problem: I edited a repeating task but changes didn't apply to today

Explanation: Changes to repeating task templates apply only to future occurrences, not past or current instances.

Solution: Edits will appear for the next scheduled occurrence of the task.

Problem: Employee left but still showing as assigned to tasks

Solution: Edit the task list and remove them from the employee assignment field, or reassign to their replacement.

Problem: Too many tasks showing up for employees

Possible causes:

• Multiple repeating tasks with the same schedule
• Employee assigned to role AND individually (sees task twice)

Solution: Review task assignments and consolidate where possible. Remove duplicate assignments.

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Related Features

• Schedule Management: Shift Tasks integrate with your employee schedule - see who's working when tasks are due
• Employee Roles: Set up roles properly to make role-based task assignment effective
• Mobile App: Employees can view and complete tasks from their mobile devices
• Access Levels: Configure access levels to control who can create vs. complete tasks

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Summary

Shift Tasks in BarSight provides a flexible, powerful way to manage daily operations, recurring checklists, and one-time assignments. By using role-based assignments, repeating schedules, and checklist items, you can ensure tasks are completed consistently and track accountability across your team.

Key takeaways:

• Use Regular Tasks for detailed checklists with multiple items and repeating schedules
• Use Quick Tasks for fast, simple one-off assignments
• Assign to roles for routine duties, individuals for special projects
• Add checklist items to track progress step-by-step
• Use comments to document issues and communicate with your team
• Set repeating schedules (daily, weekly, monthly) to automate recurring tasks

With Shift Tasks, you'll spend less time reminding employees what to do and more time focusing on growing your business.