Creating task lists | opsi Help Center

Please note: only users with the "Edit task lists" permission can create task lists.

You can create task lists that contain just standard tasks, or that contains just food prep tasks, or create a list that contains both! More details around the differences between these two are discussed here.

Before creating a list, please note the various settings and fields associated to Lists, Tasks and Food Prep Categories:

List Settings:

Roles: users with view-only permission will only see task lists assigned to their roles, helping them focus on relevant tasks by filtering out unnecessary lists. More information on roles can be read here.
Schedule: determines when the list is due and how often it repeats. The default is daily, but you can set it to any interval. When set to daily, you can schedule tasks within that list at varying frequencies. If you choose any interval other than daily, all tasks in that list will follow that repeat setting.
- Start Day: what day the list begins
- Start Time: what time that list will start
- Due Time: what time that list will be due by
- Repeats: the frequency in which the list will appear on the task lists view
Requirement: defines if the list must hit certain requirements before being started and/or submitted.
- None: Tasks can be completed directly, without needing to press a 'Start List' button.
- Manual Start and Submission: Tasks can be initiated only after a user presses the 'Start List' button, and the task list can be submitted upon completion.
- All-or-Nothing Submission: Tasks can be initiated only after a user presses the 'Start List' button, and the list must be fully completed before any submission is allowed.

Task & Food Prep Category Settings

Name: the name of the task or category.
Schedule: sets the due date and repeat frequency for a task or category. The default is daily, but you can modify it to any cadence. If the list has a custom schedule, tasks and categories will follow that setting.
- Start Day: what day the task or category begins
- Start Time: what time that task or category will start
- Due Time: what time that task or category will be due by
- Repeats: the frequency in which the task or category will appear on the task list
^Response Type: These settings determine how users respond to tasks. Read more on response types here.
Supporting Description: description about the item.
Supporting Media: media attached to the item.
Require Response Media: this prompts a task assignee to attach a photo or video for proof when completing a task.
Require Signature: this will require the user to sign off on task completion.
*Parent Prep Task: Parent Tasks aggregate the prep counts from all associated child tasks. Mapping this task will share its on hand and prep counts to that Parent Task.
*Due Status Toggle: this option will remove the on hand, prep and par counts on this food prep task and will instead display a toggle to mark task as due.
*Link to recipe: ability to link a specific recipe to this food prep task or food prep category.
*Unit of Measurement: indication as to how the item is measured.
*Par: the par count for the item.

*Specific only to Food Prep Categories & Tasks

^Specific only to Standard Tasks

Tip #1: after setting a Par count on Food Prep tasks this will carry through indefinitely until changed. Then, to set a Food Prep task due, simply enter an On Hand amount on the task and the Prep field will autofill based on the Par defined.

Tip #2: for Schedule if any setting other than due daily is set on a list or prep category level, then all tasks within will adhere to that setting. If you wish to have those tasks contain different repeating due cadences, ensure you click "Reset to default" within the Schedule of the list or prep category. This same function applies to sub-tasks that fall within a standard task.

To create a list:

This example shows how to create a task list that contains both food prep and standard tasks. You can choose to create task lists that contain just standard tasks, or that contains just food prep tasks, or create a list that contains both.

Desktop steps

1. First, ensure you are on the Tasks page.

2. Click the add button at the top right.

3. Enter a list name, set a schedule, assign any roles and list requirements if applicable, then click "Done".

4. If you wish to add a non-food prep task (standard task), click "Add task". If you wish to add a food prep task you must create a food prep category first by clicking "Add food prep category".

Let's first add some food prep tasks. Click "Add food prep category".

5. Click into the "Prep Category name" field to prompt the editable details for the category.

6. Enter all the necessary category details then click "Done".

7. Next, click "Add food prep task".

8. Click into the "Prep Task name" field to prompt the editable details for the task.

9. Enter all necessary task details then click "Done".

10. Repeat steps 7-9 as necessary to build out your food prep tasks.

11. Next, let's add some standard tasks. Click "Add task".

12. Click into the "Task name" field.

13. Enter all the task details then click "Done".

14. Repeat steps 11-13 as necessary to build out your standard tasks.

15. If necessary, you can click "Add sub-task" underneath a task to create a sub-list of tasks.

16. Once you have completed making your list, click "Save".

Mobile steps

1. First, ensure you are on the task lists view.

2. Tap the "Add" button at the top right.

3. Enter a list name, set a schedule, assign any roles and list requirements if applicable, then tap "Done".

4. If you wish to add a non-food prep task (standard task), tap "Add task". If you wish to add a food prep task you must create a food prep category first by tapping "Add food prep category".

Let's first add some food prep tasks. Tap "Add food prep category".

5. Tap into the "Prep Category name" field to prompt the editable details for the category.

6. Enter all the necessary category details then tap "Done".

7. Next, tap "Add food prep task".

8. Tap into the "Prep Task name" field to prompt the editable details for the task.

9. Enter all necessary task details then tap "Done".

10. Repeat steps 7-9 as necessary to build out your food prep tasks.

11. Next, let's add some standard tasks. Tap "Add task".

12. Tap into the "Task name" field.

13. Enter all the task details then tap "Done".

14. Repeat steps 11-13 as necessary to build out your standard tasks.

15. If necessary, you can tap "Add sub-task" underneath a task to create a sub-list of tasks.

16. Once you have completed making your list, click "Save".

During editing you are able to re-arrange the order of categories and tasks while editing them by clicking and dragging the 3 vertical dotted icon on the left side of each item.