Schedule a task

This tutorial goes through all required steps to manipulate a task, starting with the acceptance of the proposal.

TABLE OF CONTENTS

• Step 1: Accept a Proposal Item
• Step 2a: Create Tasks from Proposal Items
• Step 2b: Create Tasks in the Tasks list
• Step 3a: Add Tasks to the Schedule from the Project Page
• Step 3b: Add Tasks to the Schedule from the Schedule Page
• Step 4: Move Tasks to Other People or Dates and Edit Tasks
• Summary

Step 1: Accept a Proposal Item

• Click the Project for which you want to accept a proposal from the Proposals list. Note that if you will head to Open proposals (2) and tick the "Include active projects" box (3), you will list active projects that have at least one non-accepted proposal item (Project 50349 in screenshot below).

• Once on the Project page, click the Sales tab. All proposal items with accepted dates and the contact who accepted them are listed on this page (1). Tick the box next the proposal item you want to accept (2).

• Click "Actions" and then "Set Accepted". 

• Complete the "Set accepted" form.

Step 2a: Create Tasks from Proposal Items

• Once a proposal Item has been accepted, you can then create Tasks for it.
• Tick the proposal item you want to create tasks from. Click "Actions" and "Create Tasks".

• A window will appear asking you whether you need to create a new task for each staff resource.

• Upon clicking "Create Tasks", Kompass will jump to the "Operations" tab. Newly created Tasks can be seen at the top of the Tasks' list.

Step 2b: Create Tasks in the Tasks list

• You can also create a task directly from the "Operations" tab in any Project page. Click "Create".

• Fill out the form and click "Save" when finished.

Step 3a: Add Tasks to the Schedule from the Project Page

• From the Project page, click the "Operations" tab. Click the ID of the Task you want to add to the Schedule.

• Click "Edit"

• Make sure you set a "Start" (1) and "End" (2) date for the Task. Click "Team" and add the relevant team members (3). You can either use the drop-down menu or type the name manually. Finally, click "Save" when finished.

• To review the Task in the Schedule, click "Schedule" on the list (1). You can search for the project using the search box above the Schedule (2). In this instance, you can quickly see that Michelle Brady is scheduled for Tuesday and Wednesday May 9th and 10th, but she is on leave. Andy Glenn is double booked on Tuesday May 9th. Amy Cross is the only employee who is fully available for this task.

Step 3b: Add Tasks to the Schedule from the Schedule Page

• From the Schedule page, click "Add"

• In the new window, select the Project and Task you want to create.

• Upon Project selection, pick from the available unscheduled tasks. If you will scroll down at the bottom of the list, you can see that there is the option to create a new task.

• If you select one of the existing unscheduled tasks, Kompass will populate the quote / proposal item (1) in accordance with the selected task. Start and End dates can be added (2), (3) along with the team that will carry out the task (4). Click "Save" once complete.

• If you decide to create a new task, click "Create New Task". You will need to select the relevant quote / proposal item (2) and name the task (1). You will also need to define the type of the task (3). The remaining information can be populated as seen above. Click "Save" when ready.

Step 4: Move Tasks to Other People or Dates and Edit Tasks

• From the "Schedule" page (1), enable editing by clicking the "EDIT" button (2). When hovering over this, the cursor’s four directions' arrow changes to a grab icon.

• Long press your mouse key and drag the task to a different date and/or user. 

• Release the mouse key. The task has now been rescheduled from Andy Glenn to Anthony Bolton. The start date has also changed from May 16th to May 15th.

• In case you need to edit a task, while still in edit mode, hover over the pencil next to the task and click it (1).

• Complete the "Edit Task" form:

• Click either "Save" or "Create New Task." "Save" allows you to save the existing task with any changes made. "Create New Task" allows you to duplicate the task by creating a new one that will use the dates and team you have set in the "Edit Task" form.
• You can also set a colour for your tasks by clicking the "UNSET" button.

• That functions allows you to create a tailored schedule where each colour means something different for your teams. All colours below have been set by the Kompass user.

Summary

This guide provided a full run through of the process used to accept a proposal item and assign and schedule that item’s tasks to employees.