Task planning for kitchen and operations

Tasks get an assigned person, a location and a due date. Completed work stays traceable in the history.

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How it works in mnjam.mnjam

A task is created with a title of at most 200 characters. The description is optional and at most 4000 characters long. The priority is normal, important or critical.

You choose the location from the locations covered by your permission to create tasks. A due date is only possible with a location that has a time zone. The due date applies in that time zone. Without a location there is no due date. In the repeated hour of a clock change, the earlier time applies. A time in the gap is not saved.

The assigned person is optional. You only set one if you are also allowed to assign tasks at this location. Without that permission, the task is created unassigned. Without an assigned person, it does not appear under "My tasks".

One field decides whether this task requires sign-off. Without this field, it runs through start and complete. With this field, it runs through start and a sign-off request. You cannot complete a task that requires sign-off by bypassing the sign-off. You cannot send a task without a sign-off requirement for sign-off.

AI-generated

Under "My tasks" you find the tasks currently assigned to you. This access follows from the assignment and does not need an additional permission.

The assigned person starts the task. The status changes from open to in progress. Completing is possible from "In progress", and only without a sign-off requirement. Anyone allowed to manage tasks has the same options.

As long as the task is not completed and not cancelled, the assignment can be changed or removed. For this you need the permission to assign. The assigned person cannot pass the task on to another person.

The assigned person can block the task from "Open" or from "In progress". Blocking needs a reason of at most 500 characters. If you unblock it, the task is in progress again.

Anyone allowed to manage tasks can cancel them, not the assigned person alone. Cancelling is final. Completed and cancelled tasks cannot be reopened. The history stays readable.

If the task requires sign-off, it offers the request instead of completing while it is "In progress". The status becomes "Awaiting sign-off". Another person with the permission to sign off tasks signs it off or refuses sign-off. Signing off sets the task to completed. Refusing sets it back to in progress. The assigned person does not sign off their own task, even with the sign-off permission. The "Sign-off" list only shows tasks awaiting sign-off by this other person.

The history belongs to exactly this task. You can read it if the task is assigned to you or if your permission to manage, assign or sign off covers the location. The permission to only create tasks does not open the history. If you lack the permission to read it, the task says so. An empty list means nothing has happened yet. The two look different.

The history records the events with their time: created, assigned or reassigned, started, completed, sign-off requested, signed off or refused, blocked, unblocked, cancelled, due date changed, priority changed. Actions by other people stay without names. Your own action is marked as your own.

The task shows the most recent events. The full history is on its own view. If the task has changed in the meantime, the step is not saved and the task shows the current status. A completed or cancelled task no longer accepts changes.

The default view hides completed and cancelled tasks. You can show them. Hiding them is not a lack of access. You can filter by status, priority, location, due date range, assigned person and whether sign-off is required. You can sort by most recently created, due date first or priority first. Tasks without a due date are left out of a due date range.

When assigning, the form only offers people who can be assigned at this location. If nobody can be assigned, it says so.

Who sees what

Task permissions are granted by the main account, including to itself. A position in the business and a role in the company account do not grant them. An assignment applies from the moment it is saved, a revocation from the moment it is revoked. The scope is the whole company or one location.

The four permissions are: create tasks, assign tasks, manage tasks and sign off tasks.

The assigned person may start, block, unblock and, depending on the task's field, complete or request sign-off. They may not cancel, change the priority or due date, or pass the assignment to another person. They may read the history of their own task.

Anyone allowed to manage tasks changes priority and due date and cancels. The tasks of a location are visible to people with the permission to manage, assign or sign off. The permission to create alone does not open them.

A permission at one location does not open the tasks of another location, even if both are in the same company account.

Which businesses it suits

The titles are examples, not templates included with the software.

In a restaurant, kitchen and service are tasks at the same location, each with its own person and its own due date. Under "My tasks", each person only sees what is assigned to them.

In a hotel, as a fictitious example, location Tellerwind Hotel: reception creates "Room 214: tap dripping", assigns a person from maintenance and sets a due date for the same evening. Sign-off is not required in this example. Maintenance finds the task under "My tasks", starts it and completes it. The history shows created, assigned, started and completed, each with its time. The history does not name the person who completed it.

The same task with sign-off, also fictitious: the person on the floor starts it and requests sign-off. The floor supervisor is another person with the sign-off permission at this location and signs it off. If the task were assigned to the supervisor, the software would not offer them their own sign-off.

Housekeeping uses the same route. A task "Floor 2: restock towels" can require sign-off. The person on the floor requests it. Another person with the sign-off permission signs it off. This is not a list of rooms due. That list is a different area.

In a canteen, two serving times are two tasks with two due dates, or one task with the due date of the serving time you mean. The due date filter narrows a range in the location's time zone. Tasks without a due date do not appear in this range.

In catering, you set the due date only once the venue exists as a location with a time zone. A task without a location has no due date.

At the bar, "Counter before opening" is a task with a due date and a priority. If a delivery is missing, the assigned person blocks the task with a reason.

How it connects

A task "Check walk-in cold rooms" records whether the task is done. The reading, the time of the reading and the result against a stored limit are saved by temperature checks.

You create the task's location in the company account. All of the company's locations are in this account.

You see who is scheduled on a given day in the rota. Task planning does not read the rota and does not create tasks from it.

You keep staff and their documents in staff management. For a task, membership in the company account is what counts.

Cleaning and disinfection is a separate area in the Premium plan.

Plan

Task planning is included in Standard and Premium and not in the free account. Prices and the number of active staff are on the plans page.

All your company's locations are in one company account, with no extra charge per location.

After signing up, you book the plan in the app under Profile, Plan, by card or SEPA direct debit.

What this feature does not do

mnjam.mnjam does not create tasks from the rota, from a shift or from a template. Every task is created by a person with the permission to create it.

A checklist on the task, photo evidence for an item and a countersignature before or after a service are not included.

The history answers when, not the name of another person.

The assigned person does not sign off their own task. Cancelling is final.

Tasks do not replace temperature checks, a cleaning schedule, a till or accounting.

First steps

Create the location with a time zone if you need due dates. As the main account, set who may create, assign, manage and sign off. These people are active members. Create a task with title, location, due date and assigned person. Only require sign-off if another person should decide. The assigned person starts and completes the task or requests sign-off. Check the times in the history.

Questions

Frequently asked questions

What belongs to a task?

A title. In addition, if you set them, description, priority, location, due date and assigned person. The due date needs a location with a time zone. Sign-off only applies if you require it for this task.

Where do I see the tasks assigned to me?

Under "My tasks". An unassigned task does not appear there.

What does the history show, and what does it not show?

The events with their time. Your own action is marked. It does not name other people.

Who completes, who signs off?

Without a sign-off requirement, the assigned person completes the task from "In progress", or a person with the permission to manage. With a sign-off requirement, the assigned person requests sign-off. Another person with the sign-off permission signs it off or refuses.

Can the assigned person change the due date?

No. Due date and priority are changed by whoever is allowed to manage tasks.

Can I reopen a completed task?

No. Completed and cancelled are final. The history stays readable, as far as you are allowed to read it.

Does reception see who completed the repair?

Reception sees the completion with its time if it is allowed to read the history. The history does not show the name of another person.

Is this the cleaning schedule?

No. A task can carry a title from housekeeping. The list of cleaning jobs due is a separate area. How it fits in is on the plans page.

Which plan includes task planning?

Standard and Premium. Not the free account. Prices are on the plans page.

Glossary

Task. A work assignment with a title and, if set, description, priority, location, due date and assigned person.

My tasks. The list of tasks currently assigned to you.

Sign-off. A route per task. The assigned person requests it. Another person with the sign-off permission signs it off or refuses.

Manage. The permission to change priority and due date and to cancel the task.

History. The events of a task with their time, without the names of other people.