Service Tasks

Reusable maintenance task library — Oil Change, Tire Rotation, Brake Service. The atomic building block your kits, schedules, reminders, and work orders all reference.

Service Tasks

A service task is a reusable definition of a single maintenance action — Oil Change, Tire Rotation, Brake Pad Replacement. Define each task once with default duration, hourly rate, and required parts; every kit, schedule, reminder, and work-order labor line then references that definition by name. Change the spec in one place and every reference picks up the change.

Access service tasks from the sidebar under Fleet Management → Service Library → Service Tasks.

Why Define Tasks Once?

Without a task library, every Oil Change ends up retyped on every work order — different wording, different default time, different parts list. Consistency drifts and reporting falls apart.

With a service task library:

Default duration and labor rate auto-fill on the work order
Default parts auto-add to the work order's parts list
Reports group cleanly ("how many Oil Changes did we do this quarter?")
Service kits can bundle several tasks together (see Service Kits)
Service schedules and reminders point at named tasks instead of free-text labels

Globals vs Tenant-Owned Tasks

Service tasks come in two flavours:

Global — Yipii-maintained starter tasks shipped with every account (Oil Change, Tire Rotation, Front/Rear Brake Pad, Air Filter, Battery, Wipers, Coolant Flush, Trans Fluid, Spark Plugs, Multi-Point Inspection, etc.). Read-only for normal users.
Tenant-owned — your own definitions. Fully editable.

Globals appear in the same list with a Global badge. You can use them as-is, or copy the spirit of one into your own task with shop-specific defaults.

No silent overrides

Globals can't be edited by tenant users — only by Yipii staff. If you need a different default duration or part list, create a tenant-owned task with the same name. Both will appear in pickers, and your selection is the one that's recorded on the work order.

Statistics Cards

Total Tasks — global + your library combined
Your Library — tenant-owned task count
Categories — distinct categories in use
Avg. Duration — mean default duration across tasks that have one set

List View

Columns

Column	Description
Name	Task name (with Global badge if applicable)
Category	Free-text grouping (e.g., "Engine", "Brakes", "Tires")
Duration	Default hours expected (numeric)
Parts	Number of default parts attached
Scope	Tenant or Global

Filters

Scope — Tenant or Global
Category — auto-populated from your existing tasks
Saved Views — pin your common filters

Search

Free-text search across task name and description.

Creating a Service Task

Click New service task in the top right. The form has three sections:

Basic Information

Name (required) — Oil Change, Tire Rotation, Front Brake Pad
Description — longer detail, e.g., "Drain old oil, replace filter, refill to manufacturer spec"
Category — free-text grouping; suggestions from your existing categories

Defaults

Default Duration (hours) — typical labor time, e.g., 0.5h for an oil change
Default Hourly Rate — labor rate to apply when this task lands on a WO
Sort Order — controls where the task appears in pickers (lower number = earlier)

Default Parts

A repeating row of parts that should be on the WO whenever this task is performed:

Part — pick from your inventory (or leave blank and use free-text)
Part Name (free-text) — fallback if the part isn't in inventory
Manufacturer — optional, used to disambiguate at apply-time
Quantity — how many units of this part the task typically consumes

When the task is later applied to a work order, each default part row is resolved:

If part_id is set and that part is still in your inventory, it's added with current unit_price snapshotted onto the WO
If only part_name is set, the WO line uses the snapshot text and stays unmatched (you can swap in a real inventory part later)
If the originally-linked part has since been deleted, the snapshot text persists so historical WOs don't break

Editing Tasks

Click any task name to open the editor. Globals show a "View" button instead of "Edit" — you can read the spec but not change it. For tenant-owned tasks every field is editable; saving updates the canonical definition.

Existing references stay snapshotted

Editing a task doesn't retroactively change work orders that have already applied it. WO labor lines snapshot the task name and default duration at apply-time, so historical records stay accurate. Going forward, the new defaults take effect.

Where Tasks Get Used

Service tasks are referenced by four downstream entities. Each picks up the task by name and snapshots the defaults at the moment of use.

Where	How it's used
Service Kits	A kit's labor lines can each reference a task — labor name, default duration, and hourly rate auto-fill
Service Schedules	Scheduled maintenance points at a named task — when the schedule fires, a WO is created with that task pre-populated
Reminders	Maintenance reminders use the task name in the alert subject and pre-fill the resulting WO
Work Order Labor	The labor-line picker on a WO shows your full task library; selecting one auto-fills duration and rate

Deleting Tasks

Tenant-owned tasks support delete. Existing references from kits, schedules, reminders, or work orders keep their snapshot text but lose the live link. That means historical reports and WO line items still display correctly; they just can't auto-populate from the task definition any more.

Globals can't be deleted — only hidden from your tenant by toggling visibility (admins only).

Permissions

Role	Service Task Access
Admin / Fleet Manager	Full create, read, update, delete on tenant-owned tasks; read-only on globals
Office Staff	Read all
Mechanic	Read all (used when adding labor to a WO)
Driver / Inspector / Reports Only	Read-only

Best Practices

Seed from globals. Run the Yipii global seeder on a fresh tenant to start with a reasonable starter library — easier than building from scratch.
Be granular. "Oil Change" is one task, not "Lube Service Including Filters and Inspection". The more atomic, the more reusable.
Match shop reality. Default duration should be your actual typical time, not the manufacturer's optimistic figure. Reports get more honest as the data ages.
Use categories sparingly. Three to six categories is plenty (Engine, Brakes, Tires, Electrical, Fluids, Body). Over-categorising defeats the point.
Wire defaults through to kits. Put the part list on the task, not on every kit that uses the task — that way a part-spec change happens in one place.

FAQ

Why are some tasks marked Global? Yipii ships a curated starter library so new accounts have a working task list on day one. Globals are versioned by Yipii — you don't need to maintain them. Override locally by creating a tenant-owned task with the same name if your defaults differ.

Can I import tasks from a spreadsheet? Bulk import for service tasks is on the roadmap but not yet shipped. For now, create tasks individually from the form.

What happens if a default part is out of stock when applied? The work order line is created with the part reference and current unit price; mechanics see a stock warning and can substitute manually. The original task definition isn't changed.

Can a single task be used by multiple service kits? Yes — that's the point. Define "Oil Change" once and reference it from your "Major Service" kit, your "Minor Service" kit, and any custom kits.

Service Kits — bundle multiple tasks + parts into a single fast-fill template
Service Schedules — schedule a task to recur on a fleet asset
Work Orders — apply a task to a work order's labor list

Need Help?

Contact your organization administrator or the Yipii support team for assistance with service task configuration, seeding, or bulk operations.

Service Tasks

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