Tasks

All that is operational

The Fieldworker platform captures all work and services performed as a task. The task in Fieldworker has and captures everything that is useful or can be used in planning services for your customer, managing the shifts and workload for your employees, calculating payroll, and generating accurate claims for billing.

The Tasks tab on the Customer screen acts as the operational calendar and activity log for an individual client. It allows administrators and managers to schedule, track, and review specific service actions—ranging from routine home visits to recurring therapy sessions.

Page Layout & Controls

The interface is designed for high visibility, using a calendar-centric layout to manage the client's schedule.

Header Actions

• Search Bar: Quickly locate specific tasks by typing keywords or staff names.

• NEW TASK Button: Opens the task creation modal to schedule a new one-time or recurring activity for the current client.

• Status Filters:

  • Ongoing: Shows a count (e.g., 18) and displays all pending or active tasks.

  • Completed: Switches the view to show a history of fulfilled tasks.

Calendar Navigation

The main body of the tab features a dynamic calendar with the following controls:

• View Toggles: Switch between Month, Week, Day, and Agenda views to adjust the level of detail.

• Timeline Navigation: Use the Today, Back, and Next buttons to jump between dates (e.g., moving through September 2025).

Task Entries & Management

Individual tasks appear as color-coded blocks within the calendar (e.g., "yes" or "recurr final").

• Task Information: Each block displays the task title and icons indicating its status (e.g., a recurring icon).

• Quick Edit (Pencil Icon): Allows you to modify task details, such as the assigned staff or the scheduled time, without leaving the page.

• Delete (Trash Icon): Removes the task from the client's schedule.

• Visual Identifiers: * Tasks are mapped to specific days (e.g., Sept 1st, 9th, 15th).

  • Recurring tasks are clearly marked to distinguish them from one-time appointments.

Usage & Integration

FieldWorker (Staff Coordination)

• Scheduling: Managers use this tab to ensure a client’s "Authorized Hours" are being translated into actual visits.

• Staff Sync: Once a task is created here, it appears on the assigned employee's mobile app for clock-in/out via EVV.

• Documentation: Clicking into a task allows you to view associated Notes or clinical data captured during that specific visit.

AbilityHub (Family Transparency)

• Real-Time Calendar: Tasks scheduled in this tab populate the family's view in AbilityHub.

• Visit Confirmation: Families can see when a "recurr final" task is scheduled, helping them prepare for staff arrivals and reducing coordination friction.

Task Details Breakdown

When you click on a specific entry within the Tasks calendar, a Task Details modal appears. This pop-up provides a comprehensive summary of the specific activity, its schedule, and its requirements, ensuring that administrators can verify visit details at a glance. The modal is organized into a clear list of attributes that define the work performed:

Field	Description
Title & Recurrence	Displays the name of the task (e.g., recurr final) and indicates if it is part of a series (e.g., recur).
Project	The specific service authorization this task belongs to (e.g., Andre Rios ISS 8).
Task Prerequisite	Lists any specific conditions or prior tasks that must be completed before this activity can take place.
Task Type	Categorizes the nature of the work (e.g., Eligibility Determination). This is vital for state reporting.
Start & End Time	The precise scheduled window for the activity (e.g., 09/09/25 02:56 PM - 02:57 PM).
Location	The verified address where the task is scheduled to occur. This is the coordinate used for EVV GPS verification.
Assigned Employee	The specific staff member responsible for the task (e.g., Siddharth Pansuria).
Task Priority	Indicates the urgency of the task (e.g., Low, Medium, High).
Billable to Customer	A Yes/No indicator confirming if this activity will generate an invoice or a claim.
Contacts	Lists any family members or guardians associated with this specific task.
Notes/Comments	Displays any additional instructions or observations recorded for this specific entry (e.g., NULL if empty).

Action Controls

• Edit (Pencil Icon): Located at the top right of the modal, this allows authorized users to modify any of the details above (e.g., reassigning the employee or changing the time).

• [CLOSE] Button: Closes the modal and returns you to the main Tasks calendar view.

Usage in the Ecosystem

• For Managers: Use this view to quickly audit why a task was flagged (e.g., checking the location against a missed EVV clock-in).

• For AbilityHub: These details—specifically the Task Type, Times, and Assigned Employee—are what the family sees in their "Circle of Care" calendar, ensuring they know exactly who is coming and when.

Creating New Task: Step-by-Step Documentation

To set up a new activity from the Customer Tasks tab, click the NEW TASK button, which opens a multi-step modal. This process is designed to ensure that every visit is mapped to a specific authorization and assigned to the correct staff member for EVV compliance.

Tab 1: Basic Details

This section defines the core purpose of the activity and links it to a specific service authorization. This tab captures the foundational information required to identify and categorize the task.

Field Name	Necessity	Description & Importance
TASK TITLE *	Mandatory	A clear, concise name for the activity (e.g., Test Intake Form). This is the primary label seen by staff on their mobile dashboard.
TASK DESCRIPTION	Optional	A detailed summary of what the task entails (e.g., Testing with a new location that can be checked in). It provides staff with specific context before they begin.
PROJECT *	Mandatory	A dropdown to select the parent authorization (e.g., Andre Rios ISS 8). This ensures the task is billed and tracked against the correct budget.
TASK PREREQUISITE	Optional	A dropdown to link this activity to another task. Use this if a specific action (e.g., No Pre Req) must be completed before this one can start.
TYPE OF TASK *	Mandatory	A dropdown to categorize the service (e.g., Home Visit). This is critical for internal reporting and state-mandated billing categories.

Progress & Navigation Controls

• Workflow Breadcrumbs: The top of the modal shows your progress through the three stages: BASIC DETAILS (Current), DATE & LOCATION, and FINAL DETAILS.

• CONTINUE Button: The primary action at the bottom of the modal. This button validates that all fields marked with a red asterisk (*) are completed. Clicking it will advance you to the DATE & LOCATION tab.

• Dismiss (X): Located at the top right of the modal to close the window and discard the current entry.

Integration Note

The information entered here—specifically the Task Title and Type of Task—will be the first thing a field worker sees when they open their app to perform EVV check-ins.

Tab 2: Schedule & Recurrence

This tab is critical for establishing the specific timing and geographic boundaries required for EVV (Electronic Visit Verification) compliance. This section defines exactly when and where the service will take place.

Field Name	Type	Description & Importance
TASK START TIME	Date/Time Picker	The scheduled beginning of the activity. It defaults to the current date and time (e.g., 03/21/2026 01:09 PM).
TASK END TIME	Date/Time Picker	The scheduled conclusion of the activity. Accurate duration is essential for calculating billable units.
Make Recurrence	Toggle Link	Clicking this allows you to turn a single appointment into a repeating series (Daily, Weekly, or Monthly).
LOCATION *	Dropdown	Mandatory. Defines the primary service address. It typically defaults to the client's home address (e.g., 15234 South 40th Place, Phoenix, AZ).
Add Location	Action Link	Allows you to add secondary addresses if the task involves travel or multiple service sites.

Interactive Map & Geofencing

Below the data fields, a Google Maps interface is embedded:

• Visual Verification: It provides a real-time map view of the selected location (currently showing a map of the New York area for the administrator's reference).

• GPS Validation: This location acts as the "source of truth." When the assigned employee uses the mobile app, their GPS coordinates must match this location's radius for the visit to be marked as compliant.

• Controls: Includes standard map tools like Keyboard shortcuts, Map data attribution, and a Full-screen toggle.

Navigation Controls

• Step Indicators: The top of the modal shows the workflow progress. BASIC DETAILS is marked with a checkmark (Completed), DATE & LOCATION is highlighted in blue (Current), and FINAL DETAILS is the next step.

• CONTINUE: Validates the entered dates and location. This button must be clicked to proceed to the final assignment tab.

• Dismiss (X): Located at the top right to exit the task creation process and return to the TASKS calendar.

Tab 3: Final Details

This tab ensures that the task is assigned to the correct staff member and that all necessary verification parameters are set.

Field Name	Necessity	Description & Importance
ASSIGNED TO *	Mandatory	A dropdown menu to select the specific employee responsible for completing the task. Only staff members previously linked to the parent Project will appear here.
PRIORITY *	Mandatory	Radio buttons to set the urgency: Low, Medium, or High. This helps the employee organize their daily worklist in the mobile app.
BILLABLE TO CUSTOMER *	Mandatory	Radio buttons (Yes/No). This determines if the task hours will be pulled into the Billing module for invoice generation.
SIGNATURE REQUIRED *	Mandatory	Radio buttons (Yes/No). If set to Yes, the field worker must collect a digital signature from the client or guardian on their mobile device to successfully close the task.
CONTACTS	Optional	A dropdown to link specific individuals from the Contacts list (e.g., a specific Case Manager or Guardian) to this individual task.
Notes	Optional	A large text area for specific instructions, gate codes, or clinical reminders intended for the assigned employee.

Modal Controls

• Tab Navigation: You can see the progress of the task creation via the breadcrumbs at the top:

  • BASIC DETAILS: Confirmed with a checkmark.

  • DATE & LOCATION: Confirmed with a checkmark.

  • FINAL DETAILS: The current active tab (highlighted in blue).

• CREATE TASK Button: The primary action button at the bottom. This remains locked until all fields marked with a red asterisk (*) are completed. Clicking this officially adds the task to the Client's calendar.

• Dismiss (X): The "X" in the top right corner allows you to exit the modal. Note that any data entered in the previous tabs may be lost if the modal is closed before clicking "Create Task."

Usage Context

Once you click Create Task, the following occurs:

1. Staff Notification: The assigned employee receives a notification and sees the task on their mobile dashboard.

2. Scheduler Sync: The task appears on the agency-wide Scheduler for conflict checking.

3. AbilityHub Update: If the project settings allow, the family will see this new entry in the "Circle of Care" calendar within their app.

Would you like me to document the People tab next to show how to manage the "Circle of Care" and preferred employees for this client?