# Setting Up Task Lists for Your Store

Manage your store's daily task lists from the Task Lists admin page. This guide shows managers how to create task groups, configure tasks, and set up schedules that control when tasks appear in the Workbook.

![Task Lists admin page overview](/images/support/articles/tasks_admin_overview.png)

*The Task Lists admin page lets you manage task groups, individual tasks, and schedule configuration*

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## Accessing Task Lists Configuration

To access the Task Lists page:

1. Navigate to the **Admin** area
2. Expand **Store Settings** in the sidebar
3. Click **Task Lists**

You'll see:
- **Task Group selector** at the top
- **Task list** showing all tasks in the selected group
- **Schedule Configuration** panel at the bottom

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## Understanding Task Groups

Task Groups organize tasks by when they should be completed. Common groups include:

| Group | Purpose |
|-------|---------|
| **OPENING** | Tasks to complete when opening the store |
| **CLOSING** | Tasks to complete before closing |
| **Custom Groups** | Midday tasks, weekly tasks, or special routines |

### Switching Between Groups

Use the **dropdown menu** at the top-left to switch between groups. Select "All Groups" to see every task across all groups.

### Creating a New Group

1. Click the `+ New Group` button
2. Enter a group name (e.g., "MIDDAY", "WEEKLY CLEANING")
3. Click **Save**

The new group will appear in the dropdown and you can start adding tasks.

### Editing or Deleting Groups

- Click ` Edit Group` to rename the selected group
- Click ` Delete Group` to remove a group (this also removes all tasks in that group)

> **Warning:** Deleting a group cannot be undone. Make sure you want to remove all tasks in that group before proceeding.

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## Managing Tasks

![Task list with management options](/images/support/articles/tasks_admin_task_list.png)

*Each task shows its name, comment, recurrence, and action buttons*

### Viewing Tasks

Each task row displays:
- **Task name** - The title staff will see
- **Comment** - Additional instructions (if provided)
- **Recurrence** - Shows "Daily", "Weekdays", specific days, or date range

### Adding a New Task

1. Click the `+` button next to the group name
2. Fill in the task details (see Task Fields below)
3. Click **Save changes**

![Add Task modal](/images/support/articles/tasks_admin_add_modal.png)

*The Add Task modal with all configuration options*

### Editing a Task

1. Click the **pencil icon** () next to the task
2. Modify any fields
3. Click **Save changes**

![Edit Task modal](/images/support/articles/tasks_admin_edit_modal.png)

*The Edit Task modal shows the current values and allows modifications*

### Deleting a Task

1. Click the **trash icon** () next to the task
2. Confirm the deletion when prompted

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## Task Configuration Fields

When creating or editing a task, you can configure:

| Field | Description | Required |
|-------|-------------|----------|
| **Task Name** | The title displayed to staff | Yes |
| **Comment** | Additional instructions or notes | No |
| **Priority** | High, Normal, or Low - affects display order | No (defaults to Normal) |
| **Recurs On** | Which days of the week the task appears | Yes |
| **Time of Day** | Optional specific time when task should be done | No |
| **Start Date** | When the task begins appearing | No (defaults to immediately) |
| **End Date** | When the task stops appearing | No (defaults to indefinitely) |

### Recurrence Options

Set which days the task should appear using:

- **Individual checkboxes**: Mon, Tue, Wed, Thu, Fri, Sat, Sun
- **Quick buttons**:
  - `Daily` - Select all days
  - `Weekdays` - Monday through Friday only
  - `Weekends` - Saturday and Sunday only
  - `None` - Clear all selections

### Priority Levels

| Priority | Effect |
|----------|--------|
| **High** | Shows a red flag indicator, pulses to draw attention |
| **Normal** | Standard display |
| **Low** | Standard display, may appear lower in list |

### Time-Limited Tasks

Use **Start Date** and **End Date** for:
- Seasonal tasks (holiday decorations, summer promotions)
- Temporary procedures (construction period, renovation)
- One-time events (inventory day, special cleaning)

Example: A "Set up Valentine's display" task could have:
- Start Date: February 1
- End Date: February 15
- Recurs On: Daily

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## Schedule Configuration

The **Workbook Schedule Configuration** panel controls when each task list becomes active in the Workbook.

### How Scheduling Works

1. Each task group has a **start time for each day of the week**
2. The Workbook shows the **currently active group** based on the current time
3. When switching to a new group, **incomplete tasks carry over** and display in red

### Setting Schedule Times

For each task group:

1. Find the group in the Schedule Configuration section
2. Set the **start time** for each day:
   - Use the time picker or type directly
   - Example: OPENING at 8:00 AM, CLOSING at 5:00 PM

3. **Enable or disable** specific days using the checkbox:
   - Unchecked days won't show that task list
   - Useful for stores closed certain days

4. Click ` Save Schedule` to apply changes

### Schedule Examples

**Standard Retail Store:**
| Group | Mon-Fri | Sat | Sun |
|-------|---------|-----|-----|
| OPENING | 9:00 AM | 10:00 AM | 11:00 AM |
| CLOSING | 8:00 PM | 9:00 PM | 6:00 PM |

**Coffee Shop:**
| Group | Mon-Sun |
|-------|---------|
| OPENING | 5:30 AM |
| MIDDAY | 11:00 AM |
| CLOSING | 7:00 PM |

### What Happens at Schedule Transitions

When the clock passes a group's start time:
1. The **new group becomes active** in the Workbook
2. Any **incomplete tasks from the previous group** appear at the top in red (carryover tasks)
3. Staff should complete carryover tasks before starting the new group's tasks

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## Task Order (Drag and Drop)

Tasks within a group can be **reordered by dragging**:

1. Hover over a task row
2. Click and hold the **drag handle** (appears on the left)
3. Drag the task to its new position
4. Release to drop

Task order determines how tasks appear in the Workbook. Put the most important tasks at the top.

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## Best Practices

### Creating Effective Tasks

- ✅ Use clear, action-oriented names ("Count cash drawer", not "Cash")
- ✅ Add comments with specific instructions when needed
- ✅ Set realistic task counts per group (5-10 tasks is manageable)
- ✅ Use High priority sparingly for truly critical tasks

### Organizing Groups

- ✅ Keep OPENING and CLOSING groups focused on essential daily tasks
- ✅ Create separate groups for weekly or monthly tasks
- ✅ Use date ranges for temporary or seasonal tasks

### Schedule Tips

- ✅ Set OPENING time to when the first employee typically arrives
- ✅ Set CLOSING time to allow enough time before actual close
- ✅ Adjust weekend times if hours differ from weekdays
- ✅ Disable days when the store is closed

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## Troubleshooting

### Tasks Not Appearing in Workbook

1. Check the **schedule configuration** - is the current time within this group's active period?
2. Verify the task's **Recurs On** includes today
3. Check **Start Date** and **End Date** if set
4. Ensure the day is **enabled** (checkbox checked) in the schedule

### Tasks Showing as Carryover

Tasks appear in red as "carryover" when:
- They weren't completed before the next group became active
- Solution: Complete carryover tasks or mark them done if no longer needed

### Changes Not Saving

- Make sure to click **Save changes** in task modals
- Click **Save Schedule** after modifying schedule times
- Refresh the page if changes don't appear

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## Related Articles

- [Completing Daily Tasks in the Workbook](/support/articles/completing-daily-tasks)
- [Workbook Overview](/support/articles/workbook-overview)
- [Store Settings Guide](/support/articles/store-settings)