Task types and possible actions
There are various task types that you will be handling. Depending on your setup and what integrations you are using, the task types may vary slightly from this article. However, they do serve a similar purpose, which is to handle something that requires attention from an administrator.
Attendance lists
Possible statuses
Submitted attendance lists
An attendance list that has been submitted to the system by an instructor.
Returned attendance lists
An attendance list that has been re-submitted to the system by an instructor after having being returned to the instructor.
Possible actions
View the PDF
Click on the document preview window to open the pdf in a new tab.
Ignore
Check the Ignore check box in case you don't want to update a specific crew/record combination.
Update records
The green update records action is the default option. When clicked, all records in the list above will be updated with the attached pdf unless "Ignore" has been checked for some crew/record combination.
Save to user files
This action will not update any records, but will instead save the document in the crew files section where it can be accessed and downloaded at any time.
Return to sender
Return an attendance list to the instructor with a comment.
Delete attendance list
Will delete the list from the tasks list and no further action can be taken for the deleted attendance list.
Forms
Possible statuses
Submitted form
A form that has been submitted to the system by an instructor.
Returned form
A form that has been re-submitted to the system by an instructor after having being returned to the instructor.
Possible actions
View the PDF
Click on the document preview window to open the pdf in a new tab.
Ignore
Check the Ignore check box in case you don't want to update a specific crew/record combination.
Update records
The green update records action is the default option. When clicked, all records in the list above will be updated with the attached pdf unless "Ignore" has been checked for some crew/record combination.
Save to user files
This action will not update any records, but will instead save the document in the crew files section where it can be accessed and downloaded at any time.
Return form to user
Return the form to the instructor or any other user for that matter that needs to add information or make changes to a form. A normal use case can be if a final signature from a manager is required prior to finally approving the form.
Delete submitted form
Will delete the form from the tasks list and no further action can be taken for the deleted form.
Send by email
It is possible to email the form from the task itself by clicking the "Send by email" button. When clicked, a pop-up will open where you can specify the recipient(s) as well as which pdf to send. This action can also be automated based on certain criteria, such as a failed form for example.
Click to view all documents
If you have printed variants of a form, they can be accessed from here.
Courses
Possible statuses
Completed course
When a course has been completed either automatically or when manually completed by an instructor.
Cancelled course
When a course has been cancelled by an administrator from the course manager.
Possible actions
Archive course
This will archive the course under courses on the crew members profile where the course report can be accessed.
Delete course
Will delete the course report from the tasks list and no further action can be taken for the deleted course.
Send by email
It is possible to email the course report form from the task itself by clicking the "Send by email" button. When clicked, a pop-up will open where you can specify the recipient(s) and if you want to attach the pdf or not.
Documents
Possible statuses
Submitted attendance lists
An attendance list that has been submitted to the system by an instructor.
Returned attendance lists
An attendance list that has been re-submitted to the system by an instructor after having being returned to the instructor.
Possible actions
Update records
The green update records action is the default option. When clicked, the record as shown in the list will get updated and the task will disappear.
Save to user files
This will save the document to the user files where it can be accessed.
Delete document
Will delete the document from the tasks list and no further action can be taken for the deleted document.
Edit
It is possible to edit the data for the document before performing the desired action.
Events
Missing course for event
When an event that contains a course block is within a certain number of days of the event date, the Event task to start a course will appear. This only applies to course blocks that have the setting to show this notification.
Create course
By clicking "Create course", the applicable course as set up in the event type will be created under course manager. It is possible to edit start date and trainers for the course before being created from the task list.
Resolve task
This will remove the task from the list.
Missing student training requirement
This task shows missing requirements based on planned events that have been completed. You can manually mark as fulfilled or dismiss the task. By marking as fulfilled, it will not update the record(s) associated with the event, but it will mark it as completed in the event itself as well as feeding the information to third party systems if applicable.
Mark as fulfilled
It is possible to mark the training requirement as fulfilled manually by clicking the button. This will not update any records associated with the event, but it will get marked in the event module as fulfilled. This information will also be transferred to third party planning systems in some cases. The system will indicate the confidence if a student has attended the training or not based on various criteria. This will be shown with "Star-icons". There will be one to three stars, where one star indicates the least confidence and three stars the most confidence.
Dismiss task
This will remove the task from the list.
External or LMS completion
Depending of the LMS used, the task may vary slightly. Below is the description of the task called "External"
Possible actions
Update records
The green update records action is the default option. When clicked, the record as shown in the list will get updated and the task will disappear.
Save to user files
This will save the course completion document (if any) to the user files where it can be accessed.
Delete document
Will delete the certificate from the tasks list and no further action can be taken for the deleted certificate.
Edit
It is possible to edit the data for the certificate before performing the desired action.