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Task List
This article explains how to access and manage tasks using the Task List feature in both Expert and Elite versions of Point of Rental. It details where to find tasks within the system, how to create new tasks or reminders, and how to assign them to individual employees, groups, or stores. The article also outlines the different Task List window options, including how to view, edit, and organize tasks and reminders.
Topics Included in this Article
Tasks in Expert
Accessing Tasks in Expert
Go to the Counter System and select Task List/New Reminder.
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Use the Program Menu and choose Task List.
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You can also access tasks from the Contract Screen by selecting Actions > Reminder, from the Customer Dashboard via Task > Create Reminder, and from File Maintenance > Customer File > Tasks > Create Reminder.
Additionally, when a task or reminder is due, a bold red link will appear in the bottom right corner of the Counter System Menu (Expert only) to alert you. Tasks in Expert can be assigned, modified, and completed by yourself or other employees, and you can set them to recur as needed.
Task List Window
| New Task | This option allows you to create a new task. |
| New Reminder | You can create a reminder using Point-of-Rental's internal Task List, Microsoft Outlook, Microsoft Calendar, or Google Calendar. You can create a reminder for an individual employee, an employee group, or anyone with an email account. |
| Print Tasks | This option allows you to print all tasks assigned. |
| Personal Task | This tab lists all the tasks that have been assigned to you. |
| Store & Group Task | This tab lists all tasks assigned to your group or store. |
| Assigned by You | This tab lists all the tasks that you have assigned. You can look at this tab to see what assignments you have given that have yet to be completed. |
| Show Completed | With this box checked, all tasks will be shown even if they have been completed. With this box unchecked, only pending tasks will show. |
By right-clicking on any of the tasks, a pop-up menu will be displayed with the following options:
| Marked Completed | This option marks the task as completed. You will be prompted to enter completion notes. If the task assignor selects 'Notify When Completed', these completion notes will be emailed to that person. |
| Edit to Do | This option allows you to edit that task. It is only available for tasks assigned by you. |
| Update Reminder | This option sets the requested reminder date for the task. The date entered by the task creator is the deadline by which the task needs to be completed. You can set the reminder date to any date you choose. it is used for the system to remind you that you have a task pending. If it will take you a week to complete the task, then you probably want to set a reminder at least a week before the task's due date. When you are notified that you have a new task assigned, the first thing you should do is set the reminder date so the system won't notify you again about the task until that date. |
| New Task | This option will allow you to create a new task for yourself or others. This is also located at the top of the Task List screen. When you click on this option, a screen like this will be displayed. |
Creating a New Task
The new task can be assigned to one employee, multiple employees, a group of employees, a store, or all the above. Follow the field definitions below to determine what to select or answer.
| Employee Select |
To select an employee, click on the Select button. You will then see a screen like the following: By default, all active employees will be listed. You can optionally list employees from a specific store or group. In either case, left-click the employee name to select that employee or click All to select all employees shown. Once you have the desired employees selected, click the OK button. |
| Group Select | The task can also be assigned to a Group. Simply select the appropriate Group from the drop-down box. |
| Store Select | The task can also be assigned to a Store. Simply select the appropriate Store from the drop-down box. |
| Contract | The task can also be assigned to a Contract. Simply enter the contract number. You will also be able to view the task from the contract's processing screen. |
If you select all the employees from a Group, each employee will have their own copy of the task. If you select only the Group or Store, only one task is created, and anyone within the Group or Store can complete it. In other words, if each employee must complete the task, use the Select employee option. If the task just needs to be completed once, then use the Group or Store selection.
| Description | After the task assignment has been completed, enter a generic summary description of the task. |
| Due Date | This is the date the task is due. |
| Notify When Complete | With its option checked, whenever the task is completed, an interoffice email is sent to you with the completion notes entered by the employee. |
| Frequency | The task can be set to recur on a set frequency such as daily, weekly, monthly, etc. When a task is set to recur, once it has been marked as completed, a new task will be created with a due date that is the original date plus the frequency (for example, a week later). |
| Task | Enter the detailed information about the task. |
Reminders
On the Reminder page, you can create a reminder using Point-of-Rental's internal Task List, Microsoft Outlook, Microsoft Calendar, or Google Calendar. You can set reminders for individual employees, groups of employees, or anyone with an email account. When you select the reminders option, you will see the following features:
| Reminder Type | This is the method you will use to send the reminder. |
| Date/Time | This is the date and time you want the recipient to receive the reminder. |
| Send To | This is where you choose the recipient: Selected Employees, Another Employee, and Employee Group are both pull-down menus. |
| Reminder | This is the subject line and the body of the reminder. |
Creating a Reminder
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Select a Reminder type.
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Select a date/time.
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Select who to assign the reminder to: yourself, an employee, or an employee group.
Tasks in Elite
Accessing Tasks in Elite
Tasks can be located in several places in Elite: the task widget, the task option in the universal search, and specific areas within the software, such as the Contract Screen by selecting Actions > Reminder, from the Customer Dashboard via Task > Create Reminder, and from Customer File > Tasks > Create Reminder.
Tasks Widget
Tasks can be found and accessed from the dashboard in Elite. You can navigate to the Task widget on your dashboard and select personal, store/group, and assigned by you tasks.
| ℹ️ Please note you must have access to view dashboards. Additionally, to add the widget, you must also have access to modify dashboards. Contact your POR administrator to gain access to or modify the dashboards. |
Clicking any of the three options opens a list of tasks. Click the task's name or number to open it.
From here, you can click any listed task number to view, edit, and manage it. Click the pencil in the top right corner to edit.
| 💡To complete the task, fill out the completion notes and press Save. To learn more about this process, see the section Completing Tasks in Elite. |
Tasks in the Universal Search
You can find a list of tasks in the Universal Search where you can view, edit, manage, and create.
- To get there, press the universal search dropdown.
- Search for a task or simply press inside the search and press Enter.
- You'll be taken to a task list, where you can select a task to view. Click the task number to open it. There are filters available to narrow your search.
| 💡To complete the task, fill out the completion notes and press Save. To learn more about this process, see the section Completing Tasks in Elite. |
Other Areas to Access Tasks
You can also access tasks from the Contract Screen by selecting Actions > Reminder, from the Customer Dashboard via Task > Create Reminder, and from File Maintenance > Customer File > Tasks > Create Reminder.
Creating Tasks in Elite
- You can create tasks by using the methods below:
| The plus sign in the universal search dropdown option. | In the universal search, you can add a task in a customer account or to the task search. | Other areas where you can create tasks. |
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- Fill out the following information:
- Enter a description and to-do tasks.
- Press Submit.
Completing Tasks in Elite
To complete a task in Elite, open the tasks from a dashboard widget or from the universal search bar. See the above sections "Tasks Widgets" or "Tasks in the Universal Search" for more detailed information on how to open a task.
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Open the task from the widget or the universal search.
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Press the Pencil icon to edit the task.
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Scroll down to the Completion Notes section and enter important information on the completion of the task.
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Press Save.