> For the complete documentation index, see [llms.txt](https://wiki.roaddirect.co.nz/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.roaddirect.co.nz/tracking/my-tasks.md). # My Tasks: recording time and equipment **My Tasks** is where field staff record the time they spend on a job and the equipment they leave on site. It's built for phones, but works on any device. What you record here goes into the [Tracking System](/tracking.md) and is used for invoicing. Everyone with an [access level](/getting-started/user-access-levels.md) of Basic User or above can record time and equipment. ## Opening My Tasks * On eBoard, click **My Tasks** in the navigation bar. * From a job on the [Calendar](/eboard/calendar.md), use **Record time** or **Open Job** in the job's ⋮ menu to go straight to that job. The bar at the bottom of the screen has **Return To Calendar**, **View My Tasks**, **Timesheets** and **More**. **More** has **Tracking Management** (the office side of Tracking, if your access level allows), **My Competencies**, **Team Competencies**, **Refresh**, **Log out** and a **Tutorial Video**. Tap **Help** at the top for a video guide. ## Your task list **Your tasks** lists every task you haven't submitted yet. Each card shows the job number and client, the address, the task type, the latest step (e.g. **Started**, **Finished**, **Returned to depot**) with its time, and your notes. Tap a card to open the job. Once a task is submitted, it drops off the list. ### Unassigned tasks **Unassigned tasks** are tasks the office has set up (**Scheduled**) but not yet given to anyone. Tap one to see the client, site address, resource and task notes, then tap **Accept this task** to take it on, or **Cancel**. ## The job screen Opening a job shows: * **Job Status**: set the job's [status](/eboard/calendar/job-status.md) (if your access level allows), and **Call Client**. * The client, job description and location, with **Documents**, **Photos** and **Location** (map) buttons. * The day's details: job notes, **TTM Road Set-Up** and **TTM Footpath Set-Up**, **Be at Depot** / **Site setup by** times, duration, vehicles and staff. * **Record task**: your task for the day. * **Notes & History**: notes on the job, with **Add note** and **Show history**. * **Equipment on site**: the equipment currently on site, with **Edit equipment**. * **Client sign-off**: any client sign-offs submitted for the job (see [Job details](/eboard/calendar/job-details.md#client-sign-off)). ## Record a task ### 1. Create the task 1. Open the job and tap **Record Task**. 2. Choose your **Resource**: the rate you're working under, e.g. **Traffic Controller (Level 1)** or **STMS + Vehicle (Level 1)**. These are your organisation's labour and vehicle rates, set up in Tracking settings. 3. Add **Notes**. Always state your vehicle name and the details of any other staff who are with you. 4. Tap **Create**. ### 2. Record your time How you record time depends on the task mode set in [System settings](/tracking/settings/system-settings.md): **Basic ("Total Time") tasks** 1. Tap **Start recording time** when you start. The start time is recorded straight away. 2. Tap **Finish recording time** when you finish. **Advanced ("Travel/Setup & On-site") tasks** record travel and on-site labour separately. Tap each step as it happens: 1. **Left depot** 2. **Started on-site labour** 3. **Ended on-site labour** 4. **Returned to depot** Each button shows the time it was tapped. ### 3. Update the equipment on site While your task is active, tap **Edit equipment** (it's greyed out until you've started a task): 1. Under **TTM Closure/What You Did**, note the closure you set up, or why you used different equipment from what was planned. 2. Enter the quantity of each item now on site. The list starts with the job's current equipment. Tap **Show dry hire equipment** for more items. 3. Under **Your notes for invoicing team**, note anything the invoicing team needs to know, e.g. extra charges or planned equipment that wasn't used. 4. Tap **Save**. The equipment list on the job updates, and the change is recorded in the history (e.g. "Updated quantity of 'Road Cone' from 6 to 10"). When you remove equipment from site, set those quantities to **0** ("zero out" the equipment). ### 4. Submit the task When you've finished, tap **Submit this task**. The button shows the total hours recorded. If equipment is still on site, you'll see **Gear Left Out**: the job stays active after you submit, because equipment is still out. If the job is finished and everything has been removed, tap **Edit equipment** and zero out the equipment first. Otherwise tap **Submit task**. The task then shows **Submitted** with the hours and time, and drops off your task list. To record another task on the same job, tap **Record Task** again. {% hint style="info" %} Your organisation can make notes mandatory when creating tasks and updating equipment, turn the gear-left-out warning on or off, and send submitted time straight to an invoice. See [System settings](/tracking/settings/system-settings.md). {% endhint %} ## Notes and history * Tap **Add note** to add a general note to the job. You can attach a file. Tap **Save**; you'll see "Note successfully added". * Turn on **Show history** to see everything recorded on the job: tasks added, start and finish times, equipment changes and notes, with who did it and when. Use the search box, or **Invoicing notes only** / **Task/Job notes only**, to narrow it down. For how the office uses these notes, see [eBoard and Tracking notes](/eboard/calendar/eboard-and-tracking-notes.md). ## Checking your tasks Office staff can see everyone's tasks on the [Tasks by status](/tracking/tasks-by-status.md) and [Tasks by driver](/tracking/tasks-by-driver.md) pages. Field staff can check they've submitted all their tasks for the day on **My Tasks**: if a task is still listed, it hasn't been submitted. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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