Tasks

One-off actionable items for your team — driver follow-ups, compliance checks, customer callbacks. Manage them as a list or a Kanban board.

Tasks

Tasks are actionable items for your team that don't fit cleanly into the work-order pipeline. A driver report that needs a phone call. A compliance check before a route. A reminder to follow up with a vendor. Anything that needs doing but isn't a maintenance job.

Access tasks from the sidebar under General → Tasks.

When to Use a Task vs. a Work Order

• Work order — committed maintenance. Allocates parts, labor, expected cost. Lives in the maintenance pipeline.
• Task — anything else. Lighter weight, no parts/labor model, just title + description + assignee + due date.

If you're tempted to write a "call the driver" or "verify insurance updated" line item on a work order, that's a task.

Two Views — Table or Kanban

Tasks ship with two equal-citizen views you can toggle between from the toolbar:

• Table view — searchable, sortable list with filter chips. Best for scanning, exporting, and bulk actions.
• Kanban board view — five-column status board (Open, In Progress, On Hold, Completed, Cancelled). Drag cards between columns to update status. Best for daily standup-style triage.

Switch with the Table / Board toggle in the page header. Your last choice is remembered for the session.

Statistics Cards

The header cards summarise your queue at a glance:

• Total Tasks — every task in the current view
• Open — not started
• In Progress — being worked on
• Overdue — past due_date and not yet completed or cancelled (red when above zero)

List View

Columns

Filters

• Status — five-state lifecycle
• Priority — Low through Urgent
• Type — five built-in categories
• Saved Views — pin your daily filter combos

Kanban Board View

The board lays five columns side-by-side: Open, In Progress, On Hold, Completed, Cancelled.

Columns

Each column header shows a count badge. Within a column, cards auto-sort by priority → due date → recency, so the most urgent work always rises to the top.

Cards

Each card surfaces what matters at a glance:

• Priority arrow icon (down/right/up/alert, colour-coded)
• Task title
• Type badge
• Linked asset (if set)
• Due-date line — Overdue 3d, Due today, Due in 2d, or the date if further out

Click a card to open the full detail view.

Drag-and-Drop Status Changes

Drag a card to a new column to update its status. The change is optimistic — the card moves immediately and rolls back if the server rejects the update. Fastest way to triage a backlog.

Mobile

The board uses a long-press gesture on touch (200ms) to start a drag, so a finger swipe still scrolls the page normally. Short taps open the card.

Creating a Task

The Create Task button (top-right) opens a drawer with:

• Title (required) — one-line description
• Description — longer context
• Type — defaults to General
• Status — defaults to Open
• Priority — defaults to Medium
• Asset — optional link to a vehicle or piece of equipment
• Assigned To — searchable picker
• Due Date — optional date picker
• Estimated Hours — optional time budget

Save and the new task lands in your Open column.

Task Sources

Tasks track where they came from so you can audit your inbox:

Lifecycle

Open  →  In Progress  →  Completed
   ↓           ↓
On Hold ←──────┘
   ↓
Cancelled

Mark Completed when the work is done. Use Cancelled when the task is no longer relevant — the record stays for audit but is excluded from the active queue. On Hold is for tasks blocked by something external; they don't show as overdue while paused.

Permissions

Best Practices

• One owner per task. Assignee = accountable. Avoid round-robin or unassigned tasks.
• Set due dates. Tasks without dates never show as overdue, so they drift forever. Even a soft "this week" date is better than none.
• Use Type categories consistently. Tagging "Compliance" vs "Follow-up" makes filtering meaningful later.
• Pick the right view. Use the table for ad-hoc filtering and export, the board for daily standup-style triage.
• Close out. Completed tasks left as Open / In Progress skew your stats and overdue counts.

FAQ

What's the difference between a task and an issue? An issue is a defect on an asset (something is broken or wrong). A task is a thing that needs doing (a phone call, a check, a follow-up). Issues live in the maintenance world; tasks are general-purpose.

Can a task have parts or labor? No — that's a work order. If you find yourself wanting to log parts against a task, promote it to a work order instead.

Can I bulk-update tasks? Yes — select multiple rows in the table view and use the bulk actions toolbar. The Kanban view supports drag-and-drop one card at a time.

Why don't I see all tasks? Drivers see only tasks assigned to them. Mechanics see all but can only update their own. If you expect more, check your role.

Related Features

• Work Orders — for committed maintenance work
• Issues — for defects on assets
• Automations — auto-create tasks from fleet events

Need Help?

Contact your organization administrator or the Yipii support team for assistance with tasks, automations, or permissions.