Adding, editing, and completing tasks

Tasks are the unit of work in Workshop. Each task belongs to a vehicle, has a title and a due date, can be assigned to a team member, and is marked done with a small wrap-up form that captures notes, parts, and photos.

Before you start

You need Workshop edit permission to add, edit, or complete tasks.

Adding a task

You can add a task from three places: the week calendar, the vehicle list, or the workshop vehicle detail page. The sheet that opens is the same everywhere.

Click Add task (or the plus icon on a day or vehicle row).
Pick the vehicle the task is against.
Type a title. Keep it short and action-focused ("Replace offside rear tyre", not "Tyre").
Optionally add a description for longer context.
Set a due date. Calendar tasks line up by date.
Optionally pick an assignee.
Click Add task.

The task appears immediately on the calendar for that date and under the vehicle in the list.

Editing a task

Click any task to open the edit sheet.

What you can change:

Title and description.
Due date. You can set it to today or a future date; past dates are allowed when they match when the work actually happened.
Assignee.
Notes: free-text context you want the person working on the task to see.
Parts used and Parts used notes: a flag and a short note. More on this below.

Save to commit; Cancel to discard.

Editing after a task is done

Once a task is marked done, most fields go read-only. You can still edit completion notes, parts used, and time taken until a cost has been recorded for the task. Once cost is linked, the task is fully locked so your financial records stay consistent.

Marking a task done

Click Mark done on a task. A sheet opens asking for the wrap-up:

Time taken (hours): how long the job actually took, in decimal hours (0.5 for 30 minutes, 1.5 for 90 minutes, and so on). Optional. When set, it pre-fills the labour line on the cost dialog so labour cost gets recorded without re-entering the figure.
Completion notes: what you did, in your own words. Optional but useful.
Parts used: tick if the job consumed parts that need costing. When on, the task shows a "Cost needs adding" flag until a cost is recorded or the flag is cleared.
Parts used notes: a short description of the parts (for example, "1x offside rear tyre, 1x wheel alignment"). Helps whoever adds the cost. If you separate items with commas, the cost dialog turns each one into a clickable chip.
Photos: up to ten images captured from the in-app camera or uploaded from files. Good for proof of work and for support cases later.

Click Mark done to save. The task flips to Done, the photos attach, and the cost-needs-adding flag is set if you ticked parts used.

You can correct the time taken later from the edit sheet (until cost has been recorded against the task).

The cost-needs-adding loop

When parts are marked used:

The task stays visible with a "Cost needs adding" flag.
Once a vehicle cost is added with the same task reference, or someone ticks the cost-recorded box in the edit sheet, the flag is cleared.
This loop stops costs from being forgotten after a job is done.

Deleting a task

Open the task's edit sheet and click Delete. A confirmation asks you to confirm. Deleted tasks are removed from the calendar, the vehicle list, and the vehicle detail page.

Deleting a task also removes its completion photos and any reference to it. Costs already recorded against the task keep their reference but are no longer linked to an active task.

Tasks raised from the sale checklist

If your organisation uses the Sale checklist, some tasks on a vehicle will have been raised automatically when a customer was allocated. They behave exactly like manually added tasks: assign them, schedule them, complete them, and add costs the same way. The only thing they carry extra is a link back to the checklist template, so the Customer Sale tab can show their status. See The sale checklist for how the feature is configured.

Good practice

Use short, action-focused titles. "Fit new timing belt" scans better than "Timing belt".
Set a due date, even if it's today. Undated tasks are easy to lose.
Mark parts used before you finish the job so the cost loop starts immediately.
Take a photo before and after for jobs where proof matters (bodywork, paint, tyre wear).