For: Admins and Managers
Equipment tasks let you assign and schedule work directly against specific pieces of equipment, keeping a clear record of what's been done, what's due, and who's responsible.
Key views
The Equipment section of the Admin Console gives you three views for managing tasks:
View | Shows |
Equipment List | All equipment items. Click into any item to see its linked tasks, maintenance history, and details. |
Task List | Every task across all equipment, regardless of type. |
Maintenance List | Maintenance-type tasks only — useful for workshop managers or maintenance crews to focus on their work without other task types in view. |
Where to create a task from
Tasks can be created from three places in the Admin Console. Where you start affects how the task is pre-filled:
From the Maintenance List — task type is pre-set to Maintenance
From an Equipment item's Tasks tab — the equipment is pre-linked automatically
From the Task List — no pre-fill, giving you access to all task types and the most flexibility
Creating a task
The steps below start from the Task List as the most flexible starting point.
Log in to the Admin Console
Navigate to Equipment and select Task List
Click Create new task
Under Task Details, select the equipment this task applies to — you can select multiple items (for example, an RUC task for all vehicles)
Set the task type, name, description, status, and priority
Assign the task to a team member, user group, job role, or external supplier, and add any tags
Click Next to go to Schedule & Notify
Set a due date and configure who should be notified when the task is created or completed
Click Next to go to Files & Forms
Attach any supporting documents and set a completion method if required — either Fill in form or View resource
Click Create Task
Note: Team members will only receive task notifications if Tasks Assigned to You is enabled in their notification settings.
Tip: To set up a repeating schedule instead of a one-time due date, see Setting up repeating task schedules.
Managing tasks
Updating task status
Log in to the Admin Console
Navigate to Equipment and select Task List
Find the task using the search bar or filters
Click the task to open it
Update the Status field as needed
Note: Tasks with a Planned status cannot be marked as completed until they are made available. Click the three dots next to the task and select Make Task Available Now to move it to To Do.
Notifications and reminders
Activity notifications alert selected people when a task is created, started, or completed. These are configured in the Schedule & Notify section when creating or editing a task, and can include external email addresses.
When a task becomes available — either on its due date or earlier if an Early Access Threshold is set — a reminder is automatically sent to the assignee. Assignees will only receive this reminder if task notifications are enabled in their profile under Team & Users.