Create Duty Crew Tasks

Tasks define the work items that duty crews need to complete during their rotation. This guide explains how to create, configure, and assign tasks.

Prerequisites

• Brigade admin or organisation admin role
• At least one duty crew created

Create a Task

1. Navigate to Tasks

1. Click Duty Crews in the main navigation
2. Click the Tasks tab, then click Add Task

Alternatively, from any crew’s detail page, open the Tasks tab and use the Quick Add form for one-off tasks.

2. Configure the Task

Name (required)

• A clear, actionable description of the task
• Examples: Check hose pressures, Clean the pump bay, Monthly BA inspection

Description (optional)

• Additional instructions or context for members completing the task

Linked Template (optional)

• Select an inspection template to attach to this task
• When a template is linked, members see an Inspect Now button on the duty board
• Completing the inspection satisfies the task and creates a linked inspection record

Frequency

• Controls how often the task recurs:
  • Always show — No schedule; appears every time the duty board is viewed
  • Daily — Appears once per day, assigned to whichever crew is on duty that day
  • Weekly — Appears once per week, assigned to the crew on duty at the start of that week
  • Monthly — Appears once per month, assigned to the crew on duty on the monthly anniversary date

Recur From (required if Frequency is set)

• The start date for the recurring schedule
• Weekly and monthly periods are calculated from this anchor date
• Example: if a monthly task has recur from set to the 15th, it will show on the 15th of each month

One-Shot Task

• Check this to create a task that disappears after it’s completed once
• Useful for ad-hoc jobs or one-time setup tasks
• The task remains visible until any crew marks it complete, then it’s automatically removed from the board

Assigned Crews

• Leave all unchecked to assign the task to all crews (appears for whichever crew is currently on duty)
• Check one or more specific crews to restrict visibility to those crews only

Active

• Leave checked to make the task immediately available

3. Click Create Task

Task Types & When to Use Them

Always-Show Tasks

Use for tasks that need to be done every time someone is on duty:

• Station walkthrough
• Check communications equipment
• Sign the attendance book

These tasks have no frequency set and appear on the duty board at all times.

Recurring Tasks (Daily / Weekly / Monthly)

Use when a task has a defined cadence:

• Daily: Pre-shift vehicle check (frequency: daily)
• Weekly: Pump test (frequency: weekly, recur from: a Monday)
• Monthly: BA cylinder pressure check (frequency: monthly, recur from: the 1st)

The system automatically shows the task only to the crew responsible for completing it in the current period. A weekly task won’t show to every crew each week — only to the crew on duty during that specific week.

One-Shot Tasks

Use for tasks that only need doing once:

• Set up the new whiteboard
• Install fire extinguisher in bay 3
• Complete the annual return form

Once any crew marks the task complete, it’s removed from the board.

Template-Linked Tasks

Use when a task requires a formal inspection record:

• Monthly BA set inspection (link to BA inspection template)
• Weekly vehicle check (link to vehicle pre-use template)
• Quarterly hose inspection (link to hose template)

When a template is linked, the completion record includes a direct link to the resulting inspection for full traceability.

Assign Tasks to Specific Crews

By default, tasks with all crews unchecked are shared across all crews. To restrict a task to one or more specific crews:

1. In the task form, find the Assigned Crews section
2. Check the crews that should see this task
3. Save the task

The task will only appear on the duty board when one of the selected crews is on duty.

Edit or Deactivate a Task

Edit a Task

1. From the Tasks tab, click the task name or the Edit icon
2. Update any fields
3. Click Update Task

Deactivate a Task

1. Open the task and click Edit
2. Uncheck Active
3. Click Update Task

Inactive tasks are hidden from the duty board but their completion history is preserved.

Delete a Task

1. Open the task detail page (click the task name)
2. Scroll to the Danger Zone
3. Click Delete Task

Deleting a task also removes all its completion history.

View Completion History

On any task’s detail page, the left panel shows a full history of completions:

• Which crew completed it
• Who logged the completion
• Date and time
• Members present
• Notes
• Link to associated inspection (if applicable)

Tips

Keep Task Names Action-Oriented

Write task names as instructions: “Check hose pressures”, “Test comms radio”, “Inspect BA cylinders”. This makes it unambiguous what needs to be done.

Use Recur From Carefully for Weekly/Monthly Tasks

The recur from date determines which day of the week (for weekly tasks) or day of the month (for monthly tasks) the task period starts. If you want a monthly task to appear on the 1st of each month, set recur from to any 1st.

One-Shot vs Deactivate

• Use one-shot when a task should only ever be done once
• Use deactivate when a task is temporarily paused but may return
• Use delete only when you no longer need any record of the task

Common Issues

Task Not Appearing for a Crew

Check the following:

1. Frequency and recur from: If the task has a frequency, the recur from date must be on or before today
2. Assigned crews: If specific crews are checked, the task only shows for those crews
3. Active: Confirm the task is active
4. Rotation schedule: Recurring tasks only show to the crew responsible for the current period — verify the schedule is configured and the correct crew is on duty

Task Showing for Wrong Crew

This usually means the rotation schedule’s anchor date doesn’t align with what you expect. Review the schedule configuration and the 14-day preview to confirm which crew is on duty when.

Can’t Select a Template

Only active templates appear in the template dropdown. If your template isn’t listed, open it in Inspection Templates and ensure it’s marked as active.

Related Guides

• Schedule Crews and Tasks
• Create and Manage Duty Crews
• Create a Template
• Public Access for Duty Crews