Tasks

Tasks represent the individual work items on a job. They're where field crews record what they've done and how much they've completed — which feeds directly into billing.

Task Types

There are two kinds of items in the system (both stored in the job_items table):

1. Work Tasks (item_type = 'work') — Billable work items like "Paving," "Sidewalk Pour," or "Curb & Gutter." Created from task templates during division activation. These appear on the Tasks tab.

2. Schedule Items (item_type = 'inspection' or 'other') — Events like inspections, pours, deliveries, or meetings. Created from the Schedule. These appear on the Schedule only, not the Tasks tab.

This guide covers work tasks. For schedule items, see Schedule.

Tasks Tab

The Tasks tab on a job lists all work tasks grouped by division. Each task shows:

• Task name (from the template)
• Current status
• Measurement progress (estimated vs. actual)

Task Statuses

Measurement Templates

Before tasks can be created, a division needs task templates configured (done in the division profile's Tasks tab). Templates define:

• Input type: What dimensions are measured

  • length — One dimension (e.g., linear feet of curb)
  • length_width — Two dimensions (e.g., area of paving)
  • length_width_depth — Three dimensions (e.g., volume of concrete)
  • quantity — Simple count (e.g., number of signs)

• Output units: What gets billed

  • CF (Cubic Feet), CY (Cubic Yards), SF (Square Feet), SY (Square Yards), Tons, LF (Linear Feet), etc.

• Template types: Named variants of the same task

  • Example: "Paving" might have types "Standard" and "Deep Patch" with different default depths

Automatic Conversions

The system automatically converts between common units:

• CF to CY: divide by 27
• SF to SY: divide by 9
• L x W x D to SF: length x width (area)
• Tons: always requires an explicit conversion factor (set in the template)

Recording Measurements

Estimated Measurements

When a task is first created, you can enter estimated measurements — the expected scope of work. These serve as a reference but don't affect billing.

Actual Measurements

Actual measurements are recorded as work is completed:

1. Open the task from the Tasks tab
2. Go to the Measurements section
3. Click Add Measurement
4. Enter dimensions:
   • For length_width_depth: enter Length (ft), Width (ft), Depth (in)
   • For length_width: enter Length (ft), Width (ft)
   • For length: enter Length (ft)
   • For quantity: enter the count
5. Each entry creates one measurement group (multiple rows grouped by sort order)
6. The system calculates output quantities automatically based on the template

Submitting Measurements

When measurements are ready for billing:

1. Select the measurement groups to submit (checkboxes)
2. Click Submit for Approval
3. The system creates a measurement completion record

Auto-approval: If you are the Owner or the division manager for the task's division, the measurements are automatically approved and billing items are created immediately.

Manual approval: Otherwise, the completion goes to Pending Approval status. A manager must:

• Approve — Creates billing items from the measurements
• Reject — Returns measurements to editable state with a reason

Unapproving Measurements

If approved measurements need correction:

1. The division manager or owner can click Unapprove
2. This deletes the associated billing item
3. Reverts the measurements to editable state
4. Reverts the task status

Only the division manager or owner can unapprove.

Billing Item Creation

When measurements are approved, a billing item is automatically created on the job's Billing tab with:

• Description: {Task Name} ({Type Name}) - {Quantity} {Unit}
• Quantity: Calculated from the measurements
• Price: Resolved from price sheets (client override > company default > template default)

The billing item's unit can be changed later from the Billing tab, which triggers recalculation from the original measurements.

Task Deletion

Tasks can be deleted, but with safeguards:

• Users with deleteTasks permission (Owner, Manager by default) can delete directly
• Users with requestTaskDeletion permission can request deletion, which sends a notification to managers for approval
• Deletion requests can be approved or rejected from the Dashboard or notification panel