Overview

A Workshop Task is the individual unit of work performed on an asset. Tasks live within a Workshop Job — the job is the schedule, the task is where the actual work is recorded. A single job can contain multiple tasks.

Everything that matters for costing and history is recorded at the task level: which parts were used, how much labour time was spent, which checklist was completed, and who did the work.

Task types

Every task has a type that indicates how it was created and what kind of work it represents.

Task Type	Description
General	An ad-hoc task created manually by the workshop team — for example, a tyre rotation, a wash, or any one-off repair not linked to a defect or service plan.
Service	A preventative maintenance service scheduled from the PM plan when a component becomes due. Created via the Services Due list.
Preventative Maintenance	A scheduled PM task linked to a specific component on the asset's preventative maintenance plan.
HV Inspection	A heavy vehicle inspection task, created when scheduling from the HV Machinery Schedule.
Defect	Automatically created when a defect is raised anywhere in the system. Linked back to the defect — completing the task closes the defect.

Task attributes

Field	Description
Description	What the task involves. For Defect tasks this is pre-filled from the defect description.
Task Subcategory	The job task type selected from the configured list of task subcategories (e.g. Oil Change, Tyre Replacement, Pre-Start Check).
Checklist	An optional checklist attached to the task. Mechanics work through checklist items when completing the task in the Kiosk.
Parts	Parts to be used on the task. Can be pre-loaded when creating the task or added by a mechanic during completion in the Kiosk.
Labour	The time spent on the task. Recorded by mechanics when completing the task in the Kiosk.
Mechanic	The mechanic assigned to the task.
Classification	An optional user-defined classification (e.g. Safety Critical, Routine Planned Maintenance) for reporting purposes. See Task Classifications.
Billable	Whether the task should be invoiced to the asset owner. Only available for assets where the owner has Jobs Require Billing enabled. See Invoicing Workshop Work.

Task statuses

A task's status reflects where it is in the workflow. The overall status of a job is derived from the statuses of its tasks.

Status	Meaning
Future	The task has been raised but not yet scheduled into a job. It sits in the unscheduled backlog.
Scheduled	The task has been attached to a job with a scheduled date and time.
In Progress	A mechanic has started work on the task.
Rebook	The task couldn't be completed and has been deferred for rescheduling.
Rebook – Parts Required	The task was deferred because parts need to be ordered before work can proceed.
Complete	All work has been recorded and the task has been marked as done.

Completing a task

Mechanics complete tasks from the Mechanics Kiosk. When a task is completed from the Kiosk, the mechanic records:

Parts used — quantities are deducted from stock
Labour hours — recorded against the task for costing
Odometer reading — updates the asset's odometer record
Checklist sign-off — each checklist item is marked as completed or noted

Once all of the above is recorded, the mechanic marks the task as complete. For Preventative Maintenance tasks, the completion automatically updates the component's last serviced date and calculates the next service due date.

Workshop administrators can also sign off completed tasks from the Manage Task page in the main application before generating invoices.

The rebook workflow

When a mechanic cannot finish a task during a job, the task is closed with one of three outcomes rather than left as incomplete:

Action	When to use	What happens
Work in Progress	Partial work was done and needs to continue in a future session.	Records the work completed so far. The task returns to the backlog as a new Future task ready to be rescheduled.
Rebook	There wasn't enough time to start or complete the work.	The task returns to the backlog as a Future task to be rescheduled.
Rebook – Parts Required	The required parts need to be ordered before work can proceed.	The task returns to the backlog with Rebook – Parts Required status. It appears on the Rebook Tasks – Parts Required workshop dashboard tile until the parts are received. Mechanics also see Awaiting Parts and Parts Box indicators in the Kiosk once a purchase order is linked.

These options appear when closing a task from the Mechanics Kiosk or from the Manage Task page in the main application.

🧠 Learn more: Viewing and Managing Future Tasks

Creating a task manually

General tasks can be created manually from several places:

From a job — open the job and click + Add Task on the Manage Job page.
From the Future Tasks list — navigate to Workshop → Tasks and click + Add. The task goes into the unscheduled backlog and can be scheduled into a job later.

For Defect, Service, and PM tasks, the task is created automatically when the relevant trigger occurs (defect raised, service scheduled from the Services Due list, etc.).

Kiosk Task Checklist

The Checklist panel appears on a task in the Workshop Kiosk whenever the task has an assigned checklist. Mechanics tap a response for each item and the answer is saved as soon as it is selected. Responses show the responder's name and the time they answered, and updates sync live between all kiosks viewing the task.

❕Note: Responses are saved automatically as you tap — there is no separate submit action.

Responding to a checklist item

Open the task in the Workshop Kiosk.
Locate the item under the Checklist panel.
Tap one of the tri-state buttons:
- ✓ Yes — item passes / has been completed
- ✗ No — item fails / has not been completed
- N/A — item is not applicable to this task
Your name and the timestamp display next to the item once saved.

Clearing a response

Tap the currently selected response button again to clear it.
The item returns to an unanswered state and is available for another mechanic to respond.

Grouped checklists

Items are grouped by their Subchecklist, with an item count displayed against each group. Groups can be worked through in any order.

Kiosk Sign-off

The Mechanic Sign-off panel captures a digital signature from every mechanic who has performed labour on the task. The panel header shows the current progress (for example, Mechanic Sign-off — 2 of 3 signed). Any mechanic added to the task's labour is treated as an expected signer.

❕Note: You must be recorded against the task's labour before you can sign off. Save your labour first if the Sign as button is disabled.

Signing off a task

Open the task in the Workshop Kiosk.
Scroll to the Mechanic Sign-off panel.
Click the Sign as [Your Name] button.
Sign on the signature pad using your finger or a stylus.
Click Submit to save the signature.

Your SignerCard now displays your signature thumbnail and the time you signed. Mechanics who have not yet signed display an Awaiting signature placeholder.

Workshop Task Sign-off Page

The Sign-off tab on the Workshop task page provides a full review of every checklist response and signature captured against the task. Use it to audit work, verify sign-off has been completed, and print the signed PDF.

To access:

Navigate to Workshop → Tasks.
Open the task you want to review.
Click the Sign-off tab.

Checklist Responses

Responses are grouped by subchecklist and shown in collapsible sections. Each row displays:

The item description at the time it was answered
A response chip (Yes, No, or N/A)
The name of the mechanic who responded
The date and time of the response

Responses to items that have since been removed from the checklist template are highlighted as orphaned, so the historical record is preserved.

Signatures

A Signatures grid lists every captured signature with the mechanic's name and the timestamp they signed.

Signed Task PDF

The Signed Task PDF is a printable record of a completed task's checklist, parts, labour, and signatures. It is generated on demand from the Workshop task page and is automatically attached to the task so the record is retained.

❕Note: The Print Signed PDF button only appears once at least one signature has been captured against the task and the task has been completed.