For: Admins and Managers
Tasks are how you assign and track work in Site App Pro. Whether you're scheduling a routine equipment inspection, following up on a site hazard, or ensuring a team member completes a training requirement, Tasks give you a single place to create, assign, and monitor that work through to completion.
All tasks — regardless of type or how they were created — are visible in the Task List.
Task Types
Site App Pro has six task types, each designed for a different category of work.
Type | Use it for |
Maintenance | Scheduled upkeep of equipment or assets. Appear under the "Maintenance List" |
Inspection | Planned checks of equipment, sites, or processes |
Corrective Action | Following up on an issue flagged during a form, or generally. |
Compliance | Tracking regulatory or policy obligations (think engine hours or RUCs) |
Training | Assigning or recording training requirements. Also logs as a training item against the assignees profile. |
Other | Any work that doesn't fit the above categories |
The Task List
The Task List is your central view of all tasks across your organisation. To access it:
Log in to the Admin Console
Click Tasks in the left-hand navigation
From here you can search, filter, and manage all tasks using the following tools:
Filter | Description |
Search | Find tasks by name or field |
Status | Filter by task status (To Do, In Progress, Planned, Completed) |
Type | Filter by task type |
More Filters | Access advanced filters including due date and schedule settings |
Creating a Task
Tasks can be created from several places in Site App Pro depending on your workflow. Creating from the Task List gives you access to all six task types and is the most flexible starting point.
Log in to the Admin Console
Click Tasks in the left-hand navigation
Click Create New Task in the top-right corner
Task creation is split into three sections:
Step 1 — Task Details
Set the what and who of the task:
Task Type — select from the six task types
Task Name and Description — give the task a clear name and outline what needs to be done
Status and Priority — set the current status and urgency level (Low to Critical)
Assigned To — assign to a team member, user group, job role, or external supplier
Tags — add tags to keep tasks organised and searchable
Step 2 — Schedule & Notify
Set when the task needs to happen and who gets notified:
Due Date — set a one-time deadline, or configure a repeating schedule
Activity Notifications — choose who is notified when the task is created or completed, including external email addresses
Note: Team members will only receive task notifications if Tasks Assigned to You is enabled in their user notification settings.
Step 3 — Files & Forms
Attach any supporting material the assignee will need:
Supporting Documents — reference materials such as manuals or safety data sheets
Forms to be Completed — forms from your Site App Pro library that must be filled out to complete the task
Once all three sections are complete, click Create Task. The task will appear in the Task List and the assigned person will be notified based on your settings.
Tip: Tasks can also be created directly from an equipment item, a completed form, or the mobile app. For equipment-specific scheduling, see How to Create and Schedule Equipment Tasks. For raising a Corrective Action from a form, see Raising a Corrective Action.
Managing Tasks
Updating Task Status
Log in to the Admin Console
Click Tasks in the left-hand navigation
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. To do this, click the three dots next to the task and select Make Task Available Now.
Raising a Corrective Action
For: Admins, Managers, and All Mobile App Users
A Corrective Action is a type of task used to record and assign follow-up work when an issue is identified during a form. It ties the task directly to the form where the issue was found, keeping a clear record of what was flagged and what was done about it.
Once raised, a Corrective Action appears in the Task List alongside all other tasks, where it can be tracked through to completion.
From the Mobile App
Corrective Actions can be raised against an individual question or against the form as a whole.
To raise a Corrective Action on a specific question:
Log in to the Mobile App
Open the relevant form
Tap the question you want to flag
Tap the three dots icon
Select Add a Corrective Action
Add an assignee and any additional details
Tap Save
To raise a Corrective Action on the entire form:
Log in to the Mobile App
Open the relevant form
Tap the Note icon in the bottom-right corner
Enter your note text in the note field
Tap Add a Corrective Action
Add an assignee and any additional details
Tap Save
Note: If you have already added a note and want to convert it to a Corrective Action, follow the same steps and select Add a Corrective Action. Your existing note text will carry over into the task name field automatically.
From the Admin Console
Admins and Managers can raise a Corrective Action or Training task directly from a completed form in the Admin Console.
Log in to the Admin Console
Navigate to Reports and open the relevant completed form
Click the Clipboard icon in the top-right corner
Select the task type — Corrective Action or Training
Fill in the task details including assignee, due date, and priority
Click Create Task
The task will be saved and will appear in the Task List.
Completing a Task
Once a Corrective Action has been assigned, the assignee will receive a notification and can find the task in their Tasks and the To-Do List (once due) on the mobile app.
If a form has been attached to the task, it must be completed from the mobile app as part of closing out the action.
For full details on how assignees action and complete tasks from their mobile device, see How to Manage and Complete Tasks on the Mobile App.