Rain moves through at 2pm and nobody remembers which mats get pulled, which drains get checked, or who squeegees the entrance. A situational task list is that checklist, built once and waiting for the next storm.
What you'll need
- Available on the Bundle plan, or on a Custom plan that includes Tasks.
- Super Admins and Admins build task lists. Team Members can open the Task Library and read what's there, but the buttons to create or edit a list aren't shown to them.
Create the list
To create a situational task list:
- Select Tasks in the side menu, then Task Library.
- Select Create New List, then Situational List.
- Select Start from scratch.
- Enter a Task List Name, plus a Task List Description if the list needs one.
- Set the Task Aging toggle for the whole list.
- Type each job under Task Name, adding a row with Add Task.
- Select Save Changes.
The list appears in the Task Library with a Situational Checklist badge. Nothing shows up on the Tasks page yet.
Set options on a single task
Each task row has an Advanced Options section—select Show to open it. That's where Completion Requirements, Role Assignment, and Time Frame live. There's no Frequency section on a situational list, because nothing here runs on a schedule.
Put the list to work
Someone on shift pulls the tasks in through Tasks > One-Time > Use situational list. Routine vs situational task lists walks through that.
Good to know- A list you build by hand creates nothing until someone imports it. A list you bring in by CSV creates its tasks straight away.
- Task Aging is locked once the list is saved. To move a list to the other setting, duplicate it and pick the setting you want on the copy.
- A Task List Description shorter than 3 characters is rejected and the form doesn't say why. Leave it blank or write a full line.
Common questions
Can I change it later?
Most of it, yes. Names, descriptions, and options can be edited any time. The list type and Task Aging are fixed once it's saved.
Who can do this?
Only Admins and Super Admins create lists. Anyone at the location can import one into the day.
Does this affect my other locations?
No. The list belongs to one location. Duplicate it to use it at another site.
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