Creating and Managing Equipment Tasks
✅ Creating and Managing Equipment Tasks
📘 Overview
Ontraccr allows you to assign and manage tasks for each piece of equipment. These tasks help teams stay on top of maintenance, inspections, repairs, and other scheduled work. Tasks can be one-time or recurring, and support priority, reminders, and form attachments.
This article outlines how to create, schedule, and complete equipment tasks.
🛠️ What Are Equipment Tasks?
Tasks are action items linked to a specific equipment profile. They can include:
- Scheduled maintenance (e.g., oil change)
- Repairs
- Inspections
- Internal compliance checks
➕ How to Create a Task
- Open the Equipment Page
- Click on a specific equipment profile
- Go to the Tasks tab
- Click the ➕ Add button
Fill out the following fields:
| Field | Required | Notes |
|---|---|---|
| Title | ✅ | e.g., “Oil Change” |
| Description | ❌ | Optional notes about the task |
| Assigned User | ✅ | Select a user responsible for completing the task |
| Due Date | ✅ | When the task should be completed |
| Priority | ✅ | Options: Lowest, Low, Medium (default), High, Highest |
| Status | ✅ | Options: To Do, In Progress, Done |
| Form | ❌ | Select a form template to be filled out as part of the task |
| Attachments | ❌ | Upload any relevant documents or images |
| Repeats | ❌ | Configure if the task should recur (e.g., annually) |
| Reminders | ❌ | Set up automatic reminder emails |
📌 Reminders and repeats can be customized by cadence and duration.
🔁 Repeating Tasks
When creating a task, you can set it to repeat:
- Define the interval (e.g., every 12 months)
- Optionally set an end date (e.g., after 5 years)
Repeating tasks are automatically cloned on schedule.
✅ Completing Tasks
To mark a task as complete:
- Go to the Tasks tab in the equipment profile
- Click on the task
- Change the Status to
Done
✅ This can also be done from the My Tasks page on the web if the task is assigned to you.
📋 Managing Tasks Across the App
Assigned users can view their tasks in:
- The equipment profile (Tasks tab)
- The global My Tasks dashboard (Web)
Tasks can be filtered by type, priority, or status to stay organized.
🧠 Use Case Example
Scenario: You need to perform an oil change every year on Generator A.
- Create a task titled “Annual Oil Change”
- Set it to repeat every 12 months
- Assign to your maintenance lead
- Attach your oil change checklist form
- Add a reminder 3 days before the due date