Task Management

1. Benefits of Task Management

Task management on Getfly helps you:

Increase work efficiency: Getfly CRM enables businesses to manage tasks in a more structured and efficient way, saving time and effort while focusing on critical tasks.

Minimize errors: Getfly CRM helps businesses track and control tasks closely, reducing errors and ensuring the quality of work.

Enhance collaboration: Getfly CRM makes it easier for employees to collaborate effectively, allowing businesses to achieve common goals quickly and easily.

Improve customer service: Getfly CRM helps businesses manage and track customer information efficiently, enabling them to provide better customer service and meet customer needs.

2. Permissions

To create and manage tasks on the system, you need to be granted permissions for Task Management.

View tasks: Access and view the task list.

Add new tasks: Create new tasks in the system.

Edit tasks: Modify task details.

Delete tasks: Remove tasks from the system.

View all tasks: Access all tasks in the system.

3. Creating, Editing, and Deleting Tasks

3.1. Create a New Task

Navigate to the system -> Work -> Add New Task.

The screen for adding a new task displays the following fields:

Task Name: Enter the task name.

Timeline: Set the start and end date and time.

Task Information: Include the project the task belongs to, task type (varies by company setup), task code, and color.

Task Content: Describe the task in detail.

Assigned Person: Specify the person responsible for executing the task.

Participants: Include those involved or assisting with the task.

Related Customers: If the task relates to customers, you can search for related customer information.

Attachments: Add any related documents.

Once all the information is entered, click Add New to create the task.

3.2. Viewing Task Details

On the task detail screen, you can leave comments, provide feedback, attach files, tag team members, and check-in locations for that task.

3.3. Editing a Task

Click on the task detail screen -> Select Edit.

You can also quickly edit task details by clicking on the information fields like task name, timeline, task content, and assigned person.

Note: The following accounts can edit tasks:

Task assigner

The superior of the assignee (in the same or different department, the highest level)

The superior of the task assigner

3.4. Canceling a Task

Click on the task detail screen -> Select Cancel.

Canceling a task changes its status to "Canceled". The task will no longer be shown in the task list, but can be restored. Use this option when you wish to temporarily stop or abandon the task.

Note: The following accounts can cancel tasks:

Task creator

The superior of the assignee

Users with permission to view all tasks

The superior of the task assigner

3.5. Deleting a Task

Click on the task detail screen -> Click the three dots -> Select Delete Task.

Deleting a task permanently removes it from the system, and the task cannot be restored. Use this option when you want to completely remove the task from the system.

Note: The following accounts can delete tasks:

Task creator

The superior of the task assignee

Users with permission to view all tasks

4. Task Management

4.1. Managing Task Timeline

A task timeline is a schedule that organizes tasks based on time. The timeline helps you track task progress, ensure timely completion, and avoid risks.

Navigate to Work -> Timeline to view the task list in a timeline format.

The timeline screen includes:

Search Task Name: Search for tasks by name.

Filter: Search using other conditions.

All/My Tasks: View tasks either assigned to you or all tasks you're involved with.

Task Timeline: Tasks are organized by deadlines—Today, Overdue, Upcoming.

Report: View task KPI statistics.

4.2. Managing Tasks in Kanban View

Navigate to Work -> Projects -> Kanban to view tasks organized by their status. You can also update the status by dragging and dropping tasks.

The system displays three default statuses: Newly Assigned, In Progress, Completed. You can add custom statuses as needed.

4.3. Managing Tasks in Calendar View

Navigate to Work -> Projects -> Calendar to view tasks in a calendar format, helping you organize and track tasks by date.

5. Task Statistics

5.1. Task Statistics Permissions

To view task statistics on the system, you need to be granted permissions for Task KPI Statistics.

5.2. Statistics by Task Status

(1) Tasks: Statistics on all tasks you’ve executed in the month, including canceled tasks.

(2) Total Tasks (h): Statistics on all completed tasks in the month, including total hours spent. You can click the number to download and view detailed task completion times.

(3) Rating: The number of stars given to the task. The system records the most recent rating from task participants.

(4) Average Rating: The average rating of tasks after completion. This is calculated as the total stars divided by the number of completed tasks.

(5) Late Completion: Tasks completed after their due date.

(6) Delayed Tasks: Tasks that are behind schedule based on their end date.

(7) In Progress: Tasks that are currently being worked on.

(8) Pending Confirmation: Tasks awaiting completion confirmation.

(9) Canceled: Tasks that have been canceled.

5.3. Statistics by Task Volume

This table shows the number of tasks completed by employees during the month.

DK (Expected Tasks): Tasks assigned to employees for the month.

HT (Completed Tasks): Tasks completed from the expected tasks.

The average task completion rate per employee is calculated as: Total Tasks / Number of Employees (excluding canceled tasks).