Creating and editing tasks

Tasks are created and edited in the browser version under the Tasks section. It is also possible to create new tasks in the mobile app. Task details, assignees, and schedules are entered for the task, based on which the work is displayed to the assignees and transferred to invoicing once completed.

Creating a new task

A new task can be created from several places:

From the task list, when entering a task during normal task assignment.
From the calendar, by clicking the point where you want to schedule the task. The task is assigned to a user or an asset in accordance with the clicked line, depending on which calendar view is selected.
From the task map, by clicking the desired location and selecting Create new task. The location can be adjusted further by dragging the point on the map.
From the mobile app

Entering task details

Task details are entered on the tabs Details, Resources and schedule, Locations, and Products. Enter a brief description of the task to be completed on the top line and select Save.

Some task details are pre-filled based on company settings:

Default values for a new task, such as default duration, default visibility, and the maximum number of assignees, are configured per company
Permissions and visibility settings determine who tasks can be created for
Contact person details and addresses are filled in from the worksite details.

✅ The task description is the only mandatory field. Other details can be entered immediately or added later by editing the task.

Customer, accounting dimension, and contact person

Select Customer and Accounting dimension, which can represent, for example, a worksite, project, or cost center. Based on these, the work is allocated to the correct customer and accounting dimension in terms of working hours, reporting, and invoicing.

When an accounting dimension is selected, details are automatically filled in from the worksite linked to that accounting dimension. These details can be edited on a task-specific basis.

Contact person name, phone number, and email from the worksite's contact person details. If multiple contacts are saved for the site, the contact marked as default is selected for the task
Order number from the worksite code.
Under the accounting dimension, the delivery and billing addresses set for the worksite are displayed. Clicking the address adds it as the task location, eliminating the need to retype the worksite address

💡When customer worksite details, contacts, and addresses are maintained, task creation is faster: simply selecting the description and the accounting dimension is enough.

Identifiers

Trip code is a free-text field whose content is visible to the task assignee in the mobile app. Enter information here that is useful for the assignee to know in connection with the work. The assignee can also edit this information in the mobile app
Tags are selected from a menu that displays tags saved in the item registry. Tags can be used to categorize and search for tasks on the task list. Tags are not visible in the mobile app.

Billable

The Billable selection determines whether the task entries generate billable lines:

Yes: The task entries are billable and can be transferred to invoicing.
No: The task entries are set to the status Not billed, and the work is not invoiced.

This selection should be made when creating the task. If the selection is changed later, Kiho will notify you that the invoicing status of the entries will change and already generated invoice line items will be deleted. The selection can no longer be changed if the task has entries that have already been invoiced..

Attachments and additional details

Attached files: Add files to the task using the Add file button. The Show to assignee option determines whether the attachment is visible to the task assignees in the mobile app
Additional details are visible to the task assignee. Enter longer work instructions here.
Additional invoicing details and Additional delivery details are not visible to assignees. They are intended for supervisors, invoicing, and delivery records.

Defining assignees and schedule

On the Resources and schedule tab, define who performs the task, which assets are used, and when.

Task schedule and visibility to assignees

Estimated start time and Estimated completion time specify when the work is scheduled to take place. Based on this schedule, the task appears in the schedule column of the task list.
Show to assignee sets when the task becomes visible to the assignee in the mobile app. This allows tasks to be planned and resourced in advance without appearing to the assignee too early.
- The time is automatically filled in based on the default visibility settings once a start time is selected, and can be edited per task or per assignee. Using the quick-select options below the field (such as -1 day), visibility can be set to a specific amount of time before the start time.
How many assignees can participate in the task limits how many people from the assigned resource pool can accept the task. This uses the default value from the settings and can be changed per task.

Adding resources

Select Add resource and configure the following in the window that opens:

Assignee: the user performing the task.
Asset: The vehicle or machinery used for the task. An asset can only be assigned to a task if there is a tracker connected to it.
Team: Adds all members of the selected team as task resources. This allows an entire team’s task to be staffed at once without selecting members individually..

Multiple resources can be added to the same task – such as multiple assignees or combinations of assignees and assets. When a task can be offered to everyone, Add all adds all assignees at once. Remove new removes unsaved resource lines. Individual lines can be edited using the pencil icon and deleted using the trash icon.

💡The Default task visibility setting controls whether all assignees are automatically added as resources for a new task or selected individually.

Assignee-specific schedules

By default, all resources adopt the task schedule and the designated Show to assignee time. Once the overall task schedule is entered, the resource lines are automatically filled in without requiring separate times to be entered for each assignee.

If necessary, each resource line can have its own estimated start time, estimated completion time, and show to assignee time. Resource-specific times are used when assignees on the same task work at different times, such as in shifts or consecutive work phases. When a start time is entered for a line, its visibility time is calculated automatically.

Assignee-specific schedules determine when tasks are performed and how they appear in the calendar.

In the mobile app, tasks are displayed to the assignee in accordance with their individual schedule.
In the calendar, the task appears for both the assignee and the asset based on the assignee-specific schedule.

In this way, each assignee can see when their shift takes place, and supervisors can see from the calendar when each resource is booked.

Resource status

The Set status for new resource option defines the initial status of the resources to be added:

Pending: The task is still in the planning phase and is not yet available to the assignee.
Assigned: The task has been assigned to the assignee and will appear in their mobile app in accordance with the visibility time.

The status of each resource line can also be edited individually from the Status option on that line.

Once work begins, statuses update automatically based on entries made by the assignee in the mobile app: Assigned → Accepted → On break → Completed. Supervisors do not need to update statuses manually, as task progress can be tracked in real time. The overall task status reflects the statuses of the assignees.

Locations

On the Locations tab, you set the work address for the task:

A single address indicates where the work will be performed.
Multiple addresses can be used to create a route for the task.

The address is visible to the assignee in the mobile app, where they can navigate directly to the site from the task. This eliminates the need for assignees to search for addresses separately or ask supervisors for directions.

Products

On the Products tab, select the products to be delivered or used for the job, along with their ordered quantities. Products guide the execution of the work:

The assignee can see in the mobile app what needs to be delivered for the task and in what quantity.
The assignee only needs to enter the delivered quantity, eliminating the need to select products individually from a list.

When products are added to the task in advance, the work is carried out accurately, and delivered quantities transfer directly to tracking and invoicing.

Delivered quantities can also be recorded in inventory, which allows inventory levels to update based on task entries and keeps inventory tracking up to date without separate records.