Task settings

Task settings control how your company uses tasks. Most settings define default values for new tasks, which speeds up task creation. Defaults can be changed on individual tasks when needed. Some settings, however, control all tasks across the company.

🔑Permissions and supervisory structures define what a user can do with tasks and, for example, who they can create tasks for. Settings affecting task invoicing are described in the invoicing guide..

Select task settings in line with your workflow

Setting defaults for task creation and completions

These settings speed up task creation and prevent incorrect completions from being generated:

Default task visibility defines whether all assignees are automatically added as resources for a new task, or if assignees are selected individually. Adding all assignees speeds up task creation when a task can be assigned to the entire team.
Default task duration defines the default end time for a new task. Kiho calculates the end time from the task's start time and the set duration. The schedule can be adjusted per task.
Minimum completion duration prevents completions shorter than the specified time from being generated. This ensures, for example, that a task started and immediately ended by mistake does not create a completion entry.

Automatic maintenance of the task list

💡These settings keep the task list up to date and reduce the need to complete tasks manually.

Do not show tasks with an expired schedule
If active assignees are no longer found, mark the task as completed

Enable Do not show tasks with an expired schedule when ended tasks should not remain open on the assignee's task list.

Once the schedule ends, the assignee's status is updated:

Completed, if the assignee has recorded entries for the task.
Rejected, if the assignee has not started the task.

Primarily, the assignee's own end time is used. If none is set, the task's end time is used instead.

The setting If active assignees are no longer found, mark the task as completed is suitable for situations where the overall status of the task should also be closed automatically. The task is marked as Completed when no assignee has the status Accepted, Started, or On break.

Limiting the number of task assignees

The setting How many assignees can accept the task for completion limits how many people can accept the work. The setting defines the default value for new tasks, which can be modified per task.

When the limit is reached, other assignees are marked as Rejected, and the task is removed from their task list.
If a spot becomes available, the task reverts to the Assigned status for the others.
If the value is set to 0, all assignees added to the task can accept the work.

Example: A task can be assigned to five users, but only one can accept it to be performed.

Configuring task list and calendar views

Select the calendar order based on what best supports daily work allocation. Sort vehicles on the calendar affects the display order of resources. Show resource's latest completion time on calendar helps estimate when an asset or employee will become available for the next task.

Columns displayed in the task list is a company-wide setting, and the selected columns apply to all users. Choose columns in line with the company’s common needs. For instance, schedule, resources, and location support planning, whereas customer, worksite, products, and invoiced support task tracking and invoicing.

Configuring tasks and features visible in the mobile app

Task visibility

Task visibility for assignees before estimated start time defines how long before the start time the task becomes visible to the assignees. This allows supervisors to plan tasks in advance without them showing up too early for the assignee.
Visibility of completed tasks to the user defines how many days a completed task is visible to the user in the mobile app.

Example: If visibility before start time is set to 24 hours, the next day's task becomes visible to the assignee 24 hours before the estimated start time.

Handling tasks in the mobile application

Active tasks per user limits how many tasks a user can have active at the same time. A value of 1 fits workflows where tasks are completed one at a time
Show cost code selection on tasks allows the user to select a cost code for the task
Show working status selection on tasks allows the user to select the working status used for the task
Allow employees to edit working status and product entry dates allows the user to edit dates after completing the task
Enable loading and unloading item entries in Mobile Kiho allows recording products as loaded and unloaded during the task.

Processing delivery confirmations and invoicing

A delivery confirmation can be used to obtain customer sign-off on the completed work and transfer billable task entries to invoicing based on the approved hours. The confirmation is completed as part of the task performance, for example, daily, weekly, or once the entire task has been completed.

Allow delivery confirmation via mobile app integrates confirmation into task performance.
Allow selecting entries included in delivery confirmation allows the user to limit the confirmation to include only entries related to that specific delivery.
Require signature on delivery confirmation requires the customer’s signature before the confirmation can be saved.
Attach delivery confirmation to task saves the generated confirmation to the task attachments.
Show work type lines on delivery confirmation displays the work performed broken down by work type on the confirmation sent to the customer.

The setting Status of invoice lines created from confirmation determines whether an invoice is generated directly from the confirmed invoice lines or whether the lines are moved to the Task invoicing view for review by supervisors or billing. Direct invoicing works well when lines do not require separate review. Moving entries to review is suitable when invoicing details need to be verified before the invoice is generated.

The setting Confirmation email message defines the subject and body text of the email sent to the customer. The delivery confirmation is attached to the email.

Receiving and processing customer orders

Customer orders are used when a customer creates a task (an order) for their own company in Kiho, or when customer service or sales enters an order on behalf of the customer. An order can involve, for example, maintenance, transportation, or other requested work.

A customer order generates a task that supervisors can review, schedule, and allocate resources for. The order includes details required to carry out the work, such as contact person, additional details, requested date and time, products, and locations.

Example: A property manager enters a maintenance order for their company directly into Kiho. Supervisors receive a notification of the order and assign the resulting task to a suitable assignee.

Select Default status for customer orders based on whether the order needs to be reviewed before assigning the task:

Add to pending is suitable when supervisors review, supplement, and allocate resources to the order.
Assign to be completed is suitable when the order can be dispatched directly for execution. In this case, ensure that task visibility and resources are set as desired.

Define users who process new orders as Recipients of customer order notifications. They will receive an email and a link to the generated task. Customer orders are also displayed on the task list.

Generating driver’s logs based on tasks

Enable Create driver’s log from tasks when you want to allocate trips in accordance with the task being performed.

An accounting dimension is defined for the task, which can represent, for example, a project, a worksite, or a cost center. In the simplified task view of the mobile app, the user only selects the task to be performed and the asset to be used.

When a task is started:

The user is logged onto the selected asset
The task's accounting dimension is applied to trips created during the task.
Trips are saved in Kiho allocated to the accounting dimension and can, if necessary, be sent to another system via integration

Completing a task ends the task-specific allocation. When trips are generated based on tasks, set Active tasks per user to 1. This ensures that the user can have only one active task at a time and trips are unambiguously allocated to that task's accounting dimension. When switching tasks, the user completes the previous task before starting the next one.