Tasks

Tasks has two screens asking two different questions: your own Tasks asks what do I need to do; your branch’s Tasks asks is anyone doing what I handed out.

Your own Tasks

Your own Tasks lists what is assigned to you, defaulting to what is still open. Rows carry priority (Low / Normal / High / Urgent), the due date, and an acknowledgement badge. Opening a row is the task panel: full description, attachments, and the status control (To do → In progress → Done).

• Got it — on a task assigned to you that is still open and not yet acknowledged, it is the panel’s first button. Pressing it is a record: you saw this, you know.
• An empty list is good news, not a gap — the empty state says exactly what would fill it: tasks a manager assigns to you appear here.

The wall

A task is decided for a person, or left for the branch — the manager who creates it decides, and nothing a staff member does moves it between the two. The wall is the corridor whiteboard, in the app: anyone who passes reads it, and anyone who works here can act on what was left for the branch.

• Each morning, the people on duty get one “Today’s wall” note: how many to do, how many overdue. Your own tasks due today or already overdue count in the same note, as “assigned to you”, on duty or not; a note with nothing to count is not sent. On a day with no Published roster, the wall’s counts go to everyone who works at the branch, covering staff included.
• The branch’s tasks have no assignee. Anyone who works here can tap Start working, Mark done, or leave a comment on one — it stays the branch’s all the way to close, so there is nothing to hand over at shift end: the next shift opens the wall, reads the last comment, and carries on. Once someone starts one, its row on the wall says who is on it, so two people do not phone the same patient.
• A person’s task, when it is set to “Everyone who works where the task is,” shows on the wall too, with their name, so the branch can see the day’s progress — but only they and a manager can act on it.
• A task marked “HQ” (see HQ tasks below) can show here too, and works exactly like any other task; only HQ can change its content, reassign it, cancel it or add a subtask — the branch’s own manager can only read it and comment (unless it is assigned to them).
• Every task’s panel carries a History: who created it, who started it, what was said, and who finished it, in time order.
• Staff and managers who can see a task can comment on it while it is open (someone who can only read tasks cannot) — the front desk can note “patient moved it to 3pm” on the doctor’s surgery; only the holder is notified.
• A branch task whose subtasks are still open is a heading for them: its panel offers no “Mark done”, and neither the morning note nor Home counts it as a to-do; once the subtasks are done, finish it.
• Cancelling, reopening and editing a task are a manager’s to do.
• An assignee can hand off their own task while it is still open, still “Everyone who works where the task is” and carries no commission: tap Hand to… in the panel and pick a colleague at the branch; they are told. A branch task has nothing to hand off — it is already everyone’s.
• Phoning a patient who does not answer? Leave a comment below the history — “10:30, no answer”. It is not a button, just what you type: a clinic that says “voicemail” or “rescheduled” writes that instead.
• People matters (a talk, a pay conversation) stay off the wall: the manager picks “only the people on it” when creating the task.
• A subtask (pre-op preparation, say) follows its parent: cancel the parent and its open subtasks cancel; complete the parent and they are untouched.

Manager: your branch’s Tasks

Your branch’s Tasks is the assigning side: rows add the assignee column and the acknowledgement badge — did the person you handed this to actually see it. The branch switcher narrows the list (“which clinic” being a multi-branch manager’s first question).

• New task — title, due date and priority, then, top to bottom, Location, Part of, Assignee and Who can see this: each field depends only on the ones above it. Location defaults to the branch you are acting in, and every task needs one, no exceptions. Assignee only lists people who work at that branch — based there, or covering it; change the branch and the list changes with it, and save re-checks against the same list.
• Booking ref and Procedure start folded, since most tasks need neither: tap Add booking ref or Add procedure when one does, and Remove clears it again. Editing a task that already has one opens it for you.
• Clicking a row opens Edit task, not a read-only panel — a manager opening someone else’s task is there to change it; reading belongs to the assignee’s own panel. Delete lives in the edit form, behind a confirm that names the task. A task marked “HQ” can only be edited by HQ (see HQ tasks below) — a branch manager’s click on its row opens the read-only task panel.
• Who can see this — a task is a person’s or one branch’s. Leave the assignee empty and it is the branch’s: at a branch, on the wall. Assign it, and you choose between “everyone who works where the task is” and “only the people on it”.
• Move to another branch — the edit form can change a task’s branch; it leaves the old branch’s wall and appears on the new one, and the assignee has to qualify for the new branch’s own list.
• A subtask sits indented under its parent in this list, one level, with a collapse arrow and a progress line (“1 / 2 done”); a task with no subtasks gets no arrow. Add one from the group’s own “+ Add subtask” row (once it has a first child), from Part of in New task, or from the task panel’s Subtasks section — the edit form no longer has a place to add one.

HQ tasks

Anyone holding the org-wide tasks permission (Finance, the operations director) can open HQ tasks and issue one to a branch without switching there first — pick the branch, the title and the assignee right in the form.

• An HQ task always names a person — there is no The branch — no one in particular option. Left to the branch, nobody could pick it up: the branch manager cannot reassign an HQ task, and nobody claims a branch task. To let the branch decide who does it, assign the branch manager, who can hand it to a colleague.
• The HQ form offers no Booking ref, and an HQ task never carries a Procedure — what HQ asks of a branch is not patient work.
• The task is marked “HQ” from the moment it is created, and the mark shows everywhere the branch sees it — the wall, the list, the task panel.
• The branch’s own manager can see it and comment or watch its progress like usual, but only HQ can change its content, reassign it, cancel it, or add a subtask — a branch manager’s click on its row opens the read-only task panel, not Edit task.
• The assignee is unaffected: acknowledge, start, mark done, hand off to a colleague at the branch — exactly like any other task.
• This page lists only what HQ has issued, not a branch’s own work; a Location column can be filtered, and the page never reads the branch switcher — it is meant to be read across every branch at once.

Tasks under Oversight

Anyone holding the org-wide tasks permission also gets a Tasks tab under Company ▸ Oversight: every branch’s tasks in one table, with a Branch column and filter. It is read-only — nothing is created, edited or nested here; to act, open that branch’s own Tasks page, or issue work from HQ tasks. The table shows every matching task across every branch; narrow by branch or status to bring the list down to what you want to scan.

Procedure tasks and commission

With the Claims and Payroll modules enabled, a task can be tied to a commission catalogue item — a doctor’s booked procedures, operations, and treatment sessions are exactly these “procedure tasks”: the front desk creates one when the booking is made, taps Add procedure and picks the item, and the doctor’s task list becomes the day’s procedure sheet.

• Marking done files the claim — completing a procedure task automatically files a Pending commission claim for the assignee, priced at the catalogue’s current unit amount times the quantity. It goes to the approver like a hand-filed claim, and only an approved claim reaches payroll. What is automatic is the filing; the approval is automatic only where the claims approval policy is switched off.
• The task panel shows a Commission claim line (Pending / Approved / Cancelled / Rejected), and the claim panel names its source — “generated from a procedure task”, with the task one tap away — so the approver can see exactly which procedure the money belongs to.
• Mis-tapped done? Ask a manager to move the task back to To do — staff only move a task forward. A claim still Pending is withdrawn in the same act, and reads Cancelled. Once the claim is Approved, the task can no longer be moved back: that money is in the payment flow, and corrections happen on the payroll side.
• Completed but no claim? Below your branch’s Tasks sits “Completed procedures without a claim” — each row names its reason (no assignee, catalogue item missing, module not enabled…). Fix the reason, press Retry. The list is computed live: the moment a claim lands, its row disappears.
• No patient names. People Matter is an HR system, not a medical record: name the visit by its booking number from your practice system, never by the patient.